Palm Tungsten T2 Instructions Manual
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177 CHAPTER 17 Using Palm™ VersaMail™ Personal E-mail Software With Palm™ VersaMail™ personal e-mail software, you can send, receive, and manage e-mail on your handheld. This chapter describes how to set up different types of e-mail accounts and explains how to use the many e-mail features in the VersaMail application. The VersaMail application version 2.5 is the newest offering in the line of Palm™ personal e-mail software applications. Formerly known as MultiMail ® software, the VersaMail 2.5 application contains new features that make sending and receiving e-mail messages and managing e-mail accounts easier than ever. Palm™ VersaMail™ personal e-mail software features Key features of the VersaMail 2.5 application include the following: ■Support for the Palm™ Tungsten™ T2 navigator, simplifying data entry and navigation ■Support for the built-in Bluetooth™ radio in your handheld, enabling wireless e-mail connectivity ■Enhanced use of color, fonts, styles, and user-selected display options ■Basic HTML formatting display for e-mail messages received in HTML format ■Increased number of file types supported for being sent and received as attachments ■Scheduled retrieval of new e-mail, with notification ■Improved message-addressing capabilities ■Enhanced security
Chapter 17 Using Palm™ VersaMail™ Personal E-mail Software 178 Getting started with the VersaMail application To start using the application, simply tap the VersaMail icon in the Applications Launcher on your handheld. If you are using a Windows computer, the Palm VersaMail HotSync ® Conduit is installed automatically when you install the Palm Desktop software. See “Synchronizing e-mail between the handheld and the desktop” later in this chapter for information on using the conduit. Synchronizing an existing username If you plan to synchronize your Palm Tungsten T2 handheld with an existing username by performing a HotSync operation, you must do so before you enter your e-mail account information in the VersaMail application. If you enter the e-mail account information first and then synchronize your handheld to an existing username, the e-mail account information you entered is overwritten. Upgrading a MultiMail/VersaMail database If you have previously used a Palm personal e-mail application such as MultiMail SE or MultiMail Deluxe, or used version 2.0 of the VersaMail application, you can upgrade your e-mail database for use with the VersaMail 2.5 application. To upgrade an existing e-mail database for use with the VersaMail application: 1.Perform a HotSync operation with a user profile that contains the existing e-mail database. To do so, press the HotSync button , and then select a profile that contains an e-mail database from the displayed list of users. 2.Tap the VersaMail icon in the Applications Launcher on your handheld. 3.Tap Yes to accept the upgrade.
Setting up and managing e-mail accounts 179 Setting up and managing e-mail accounts With the VersaMail application, you can access e-mail accounts from providers such as Earthlink or Yahoo. You may also access your corporate e-mail with the appropriate mail server configuration. See “Using a corporate e-mail account” later in this chapter for more information. You can add up to eight e-mail accounts on your handheld by setting up a connection to an e-mail service provider or synchronizing to a desktop e-mail application. For example, if you have a Yahoo e-mail account with POP access, you can create a new account in the VersaMail application and name that new account Yahoo, so that you can send and receive e-mail on your handheld using your Yahoo account. Account and connection types Two types of e-mail accounts are supported: ■Network: You can send and receive e-mail directly to and from your handheld by connecting with an e-mail service provider. ■Synchronize Only (Windows computers only): You can download, view, and manage e-mail between the handheld and a desktop e-mail application, such as Microsoft Outlook, by performing a HotSync operation using the cradle/cable. You can’t send and receive messages wirelessly or with a modem for an account of this type. Using a network account, you can set up or access an e-mail account using any of the following connection methods: ■Built-in Bluetooth radio ■PalmModem® accessory (sold separately) ■External modem sled (sold separately) ■Infrared (IR) port on the handheld to infrared port on a mobile phone ■Direct connection to a mobile phone by means of a physical cable ■Handheld cradle connected to your desktop (Windows users only)
Chapter 17 Using Palm™ VersaMail™ Personal E-mail Software 180 Network e-mail account prerequisites Before you can set up a network e-mail account, you must do the following: ■Establish the e-mail account with an e-mail service provider. Common providers include Internet service providers (ISPs) such as Earthlink and Prodigy. A provider can also be a wireless GSM or GPRS carrier such as VoiceStream, Cingular, or Vodafone. You may also use a corporate e-mail account. ■Configure the service connection settings for this account on your handheld using your handheld’s Network Preferences and Connection Preferences screens. See Chapter 22 for more information. You must also have the appropriate prerequisite for the type of connection you want to make, as follows. Using an ISP If you are setting up a new e-mail account and have a well-known ISP such as Earthlink or Mindspring, many of the required settings during the account setup are automatically configured. For other ISPs, you need the following information: ■The protocol used for incoming mail, such as POP or IMAP ■The name of the incoming mail server Connection Type Prerequisite Built-in Bluetooth radio via a mobile phoneActive wireless service with a GSM or GSM/GPRS carrier, and GSM or GPRS mobile phone enabled with Bluetooth technology. Note that some GSM carriers require you to order a special data service (separate from voice service) in order to make a network connection. Built-in Bluetooth radio via a LAN access pointProximity to a LAN access point PalmModem accessory PalmModem accessory External modem sled Wireless modem accessory IR to IR phone IR-enabled mobile phone Direct connection to a phone by means of a physical cableConnector cable and mobile phone Handheld cradle connected to desktopHandheld cradle and cable (Windows users only)
Setting up and managing e-mail accounts 181 ■The name of the outgoing mail (SMTP) server ■Whether your e-mail account requires any security, such as SSL, APOP, or ESMTP ■Your e-mail address and password ■The login script (if any) that you need for connecting to your ISP or mail server NOTEInformation about your e-mail account is available from the e-mail provider. Depending on the type of e-mail service you have, you may be able to access this information by going to the e-mail provider’s web site or by contacting the provider’s customer support. Using a corporate e-mail account If you want to access e-mail on your handheld using your corporate e-mail account, you create this account on your handheld in exactly the same way as any other account (see “Network e-mail account prerequisites” later in this chapter), with one exception: for a corporate e-mail account, you may need to set up a virtual private network (VPN). See “VPNs” later in this chapter for information. NOTEIf your company has a Bluetooth network located behind the corporate firewall, or if you are using an 802.11b SDIO card, sold separately, in your handheld and your company has an 802.11b network located behind the corporate firewall, you may not need to set up a VPN to access your corporate e-mail account. See the following section for details. The following considerations apply when setting up a corporate e-mail account: See “Creating a network e-mail account” later in this chapter for steps for inputting your username, password, protocol, and incoming and outgoing server settings when you set up your corporate e-mail account. Username and passwordThese might be your Windows NT or Windows 2000 username and password, your Lotus Notes ID username and password, or something else. Check with your company’s server administrator to obtain the correct username and password. The VersaMail 2.5 application provides strong 128-bit AES encryption for your password. ProtocolMost corporate mail servers use the IMAP protocol for retrieving mail. In rare cases, your company server may use the POP protocol. Check with your company’s server administrator to verify the protocol. Incoming and outgoing mail server settingsCheck with your company’s server administrator to obtain these settings.
Chapter 17 Using Palm™ VersaMail™ Personal E-mail Software 182 With a corporate e-mail account, you can access the following types of mail servers, among others: ■Microsoft Exchange ■Lotus Domino ■Sun iPlanet VPNs If you want to access e-mail on your handheld using your corporate e-mail account, you may need to set up a virtual private network (VPN) on your handheld. A VPN enables you to log in to your corporate mail server through the company’s firewall (security layer). Without a VPN, you cannot “break through” the firewall to gain access to the mail server. You need to set up a VPN to access corporate e-mail in either of the following two situations: ■Your company’s wireless LAN network is located outside the firewall. ■Your company’s wireless LAN network is located inside the firewall, but you are trying to access the network from outside the firewall (for example, from a public location or at home). Check with your company’s server administrator to see if a VPN is required to access the corporate network. NOTEYou cannot use auto get mail with notification or scheduled sending retry of e-mail with accounts that use a VPN connection. See “Auto get mail with notification” and “Send retry” later in this chapter for information. Creating a network e-mail account You create a new account in Account Setup, which guides you through the process. To create a network e-mail account: 1.Ta p t h e M e n u i c o n . 2.Ta p A c c o u n t s . 3.Select Account Setup.
Setting up and managing e-mail accounts 183 4.Ta p N e w. 5.Enter the following: If the VersaMail application knows the protocol for the mail service you selected, it displays the correct protocol. 6.Ta p N e x t . Entering the account username and password In the next part of the VersaMail Account Setup, you enter the username and password for this account. The VersaMail 2.5 application provides strong 128-bit AES encryption for your password. Account NameEnter a descriptive name for the account, such as “My Yahoo.” Mail ServiceTap the Mail Service pick list and select the provider to which you are connecting. Select Other if your ISP is not listed. ProtocolTap the Protocol pick list and select POP or IMAP. (Most e-mail providers use the POP protocol.)
Chapter 17 Using Palm™ VersaMail™ Personal E-mail Software 184 To enter the account username and password: 1.Enter the username you use to access your e-mail. This is generally the part of your e-mail address appearing before the @ symbol; it is usually not your entire e-mail address. 2.Tap the Password box, and then enter your password. 3.Tap OK. The Password box displays the word “Assigned” to indicate that a password has been entered. 4.Ta p N e x t . Entering the name of the outgoing and incoming mail server You need to verify your e-mail address for the account you are accessing, as well as enter the names of the outgoing and incoming mail servers. To enter mail server settings: 1.If you chose a preconfigured service from the Mail Services pick list on the Account Setup screen, the e-mail address field is completed automatically, based on the username and mail service you entered. Check the address to verify that it is correct, and edit it if necessary. If you chose Other from the Mail Services pick list on the Account Setup screen, enter the e-mail address for your account. 2.Enter the name of your incoming (POP) mail server, such as pop.mail.yahoo.com. If the VersaMail application knows the incoming mail server name based on the mail service you selected, the correct server name is displayed. E-mail address will be filled in automatically if you chose a preconfigured mail service Mail servers will be filled in automatically if the VersaMail application knows the names based on the mail service you chose
Setting up and managing e-mail accounts 185 3.Enter the name of your outgoing (SMTP) mail server, such as smtp.mail.yahoo.com. If the VersaMail application knows the outgoing mail server name based on the mail service you selected, the correct server name is displayed. 4.Ta p N e x t . 5.Do one of the following: – To accept these mail options and begin using the VersaMail application, tap Done. This takes you to the Inbox of the account you set up. See “Getting, sending, and managing e-mail” later in this chapter for information on getting and sending e-mail. – To set up additional mail options, tap Next. Continue with the next set of procedures. Setting mail retrieval options for a POP or IMAP account The next VersaMail Setup screen displays different options depending on whether your mail service uses a POP or an IMAP protocol. To set mail retrieval server options for a POP or IMAP account: 1.(Optional) Select any of the following: Get unread mailNOTEThe POP protocol does not support retrieval of unread mail only from the server. If you have a POP e-mail account, the VersaMail application downloads all messages from the server regardless of whether you have read them (for example, on your desktop or on the web), and regardless of whether this check box is selected. For IMAP accounts, select Get unread mail ONLY to download only unread mail to your handheld. If you don’t choose this option and you tap Get & Send, all of your e-mail messages on your provider ’s mail server are downloaded to your Inbox, including messages you have already read. To get all mail (including mail you have already read) and not just unread mail, deselect Get unread mail ONLY.
Chapter 17 Using Palm™ VersaMail™ Personal E-mail Software 186 2.Ta p N e x t . Setting outgoing mail options Outgoing mail options are the same for POP and IMAP accounts. Delete messages on serverTo delete messages on your provider ’s mail server when they are deleted in the VersaMail application, select the Delete messages on the server when they are deleted in VersaMail check box. Leave mail on server (POP account only)To get e-mail on your handheld but also leave it on the server so you can view it later on your desktop, select the Leave mail on server check box. For example, if you create an account to receive e-mail from your Yahoo account and select this option, your old Yahoo e-mail is still visible the next time you visit Yahoo.com to access your Yahoo e-mail Inbox. Port NumberThe port number setting defaults to 110 for POP and to 143 for IMAP servers, respectively. You may need to change the port number if you choose to retrieve incoming mail over a secure connection (see the next bullet item). If you are not sure about the correct port number, check with your mail server administrator. Use Secure ConnectionTo retrieve incoming mail over a secure (Secure Sockets Layer, or SSL) connection, select the Use Secure Connection check box. See “Using Secure Sockets Layer (SSL)” later in this chapter for information on SSL. Maximum Message SizeTo limit the maximum size of an incoming e-mail message, enter the size in kilobytes (KB) for Maximum Message Size. The maximum size of an incoming message is 5KB by default, but you can enter a smaller size. The maximum message size that you can retrieve is 60KB for the body text and 2MB total, including attachments. POP accounts IMAP accounts