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Palm Tungsten T2 Instructions Manual

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    							Getting, sending, and managing e-mail
    257
    If you tap Both, this message appears. 
    Tap OK to connect with the server and immediately mark the messages as read 
    or unread on the server. This action also processes any other pending actions on 
    the server, such as messages not yet deleted.
    Tap Cancel if you want the messages marked during the next HotSync 
    operation or the next time you connect to the server.
    NOTEBecause POP servers do not support the read or unread message 
    feature, the message is in bold or regular typeface for POP accounts on the 
    handheld, but you can’t connect with the server to change the message state. 
    Read messages appear in plain text; unread messages appear in bold text.
    Setting preferences for getting and deleting e-mail
    VersaMail Preferences determine how the VersaMail application gets, sends, and 
    deletes e-mail. 
    To set e-mail preferences:
    1.Tap the Menu icon  , tap Options, and then select Preferences.
    2.Select preferences:
    GetEnables you to retrieve the subject only or the entire message.
    Ask Every TimeDisplays a dialog box for choosing subjects only or entire 
    messages each time you retrieve e-mail. If deselected, 
    messages are retrieved according to the option you select in 
    the Get pick list. 
    						
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    Adding or updating an Address Book entry directly from a message
    You can add or update an e-mail address in the Address Book directly from the 
    body of a received e-mail message.
    To add a new Address Book entry:
    1.On the Message screen, tap the Menu icon  , tap Options, and then select Add 
    to Address Book.
    Confirm 
    DeletionsDisplays a confirmation dialog before deleting e-mail.
    Delete Msgs on 
    ServerIf selected, automatically deletes messages on the server that 
    you have deleted on your handheld. If not selected, you will 
    be asked each time you delete messages on your handheld 
    whether you want to also delete them on the server. Because 
    mailboxes on the server usually have size restrictions, we 
    recommend periodically deleting messages on the server. 
    Download 
    AttachmentsCauses files attached to e-mail to be automatically 
    downloaded to your handheld. Attachments that exceed the 
    maximum message size cannot be downloaded. See 
    “Working with attachments” earlier in this chapter for more 
    information.
    Receive FormatEnables you to retrieve messages in HTML format or in plain 
    text format. If you choose HTML, any messages sent to you in 
    HTML format will be displayed with basic HTML formatting 
    intact. Other messages will be displayed as plain text. If you 
    choose Plain Text, all messages will be displayed as plain text, 
    regardless of the format in which they were sent. Default 
    setting is HTML.
    See “Working with URLs” earlier in this chapter for more 
    information on receiving e-mail in HTML format.
    SignatureEnables you to attach a default signature to all your outgoing 
    messages. See “Attaching a personal signature” earlier in this 
    chapter for more information.  
    						
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    A dialog box appears with the “From” address displayed. If a Display Name 
    exists for this Address Book entry, the Last name and First name fields show the 
    display name.
    2.(Optional) If the Last name and First name fields are blank, enter the first and 
    last name associated with the “From” e-mail address.
    3.Tap OK to add the e-mail address to the Address Book, and then tap OK in the 
    confirmation dialog box.
    You can also update an existing Address Book entry with a new e-mail address, or 
    create a second Address Book entry for a name that has an existing record. The 
    procedure is the same as for adding a new Address Book entry. If you tap Add to 
    Address Book from the body of an e-mail message and a record already exists for 
    the recipient name, you are prompted either to update the e-mail address for the 
    recipient or to create a new record for the recipient.
    Synchronizing e-mail between the handheld and the desktop
    IMPORTANTYou must have a Windows computer to synchronize e-mail between 
    your handheld and your computer.
    To manage your e-mail on your desktop as well as on your handheld, you can 
    synchronize an e-mail account on the handheld with an e-mail application on the 
    desktop. You can use many popular e-mail applications, called clients, such as 
    Microsoft Outlook, Eudora, Lotus Notes, Outlook Express, or any other e-mail 
    clients that use MAPI. 
    This chapter describes the following:
    ■Starting the Palm VersaMail HotSync Conduit
    ■Configuring and activating accounts in the HotSync Manager 
    ■Synchronizing e-mail on the handheld with a desktop e-mail application
    ■Converting attached files using attachment conversion plug-ins 
    						
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    Configuring an account in HotSync Manager
    Before synchronizing an e-mail account, you configure the account’s settings in the 
    Palm VersaMail HotSync Conduit. The settings have to be specified only once 
    unless you need to make changes. 
    To start Palm VersaMail HotSync Conduit:
    1.Click the HotSync Manager icon  in the Windows system tray.
    2.Select Custom.
    3.Select VersaMail in the Conduit list. 
    4.Click Change.
    5.Select Synchronize Active Accounts.
    6.(Optional) Select the check box Enable Informational Logging if you want the 
    HotSync log to record information, such as errors encountered, about the 
    conduit during a HotSync operation.
    7.(Optional) Select the check box Set Selection As Default to make the current 
    settings the default settings for all accounts. 
    						
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    Setting synchronization options and account settings
    Next, you must configure each e-mail account’s general synchronization settings. 
    For example, if you created an Earthlink e-mail account on the handheld and want 
    to synchronize that with the desktop, set the synchronization options for the 
    Earthlink account. During a HotSync operation, the Earthlink account on the 
    handheld and the e-mail application specified in the conduit are synchronized.
    To configure an account and set the synchronization options:
    1.On the VersaMail Configuration For User … screen, click the plus sign to the left 
    of the account you want to configure.
    2.Under the account name, click Mail Client Sync Setup.
    Click plus 
    sign 
    						
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    3.Select the option Check this box to synchronize this mail account when you 
    perform a HotSync operation; otherwise, the account cannot be synchronized.
    4.Click the Mail Client pick list and select the desktop e-mail application you will 
    use to synchronize the selected account with your handheld. For each 
    application, additional setup information is displayed in the Setup Notes box. 
    See the following table for additional setup information for each client.
    TIPIf your e-mail application is compatible with Extended MAPI, try Microsoft 
    Exchange 5.0 or later as a choice for the Mail Client option. If your e-mail 
    application is compatible with Simple MAPI (SMAPI), try Microsoft Outlook 
    Express as a choice for the Mail Client option. Although Netscape uses SMAPI, 
    Netscape is not supported. 
    (Optional) If prompted, enter profile and password information for the client 
    you selected.
    IMPORTANTYou must select the synchronize check box and select a mail client in 
    order to synchronize the account between your desktop and your handheld.
    Mail Client Action
    Microsoft 
    Exchange 5.0 or 
    laterSelect a MAPI profile to access the mail server. The conduit 
    displays any existing MAPI profiles in the list. Enter your 
    password for Exchange.
    Microsoft 
    Outlook 97 or 
    later Select the MAPI profile to access the mail server. The conduit 
    checks for any existing MAPI profiles and displays them in the 
    list. Enter your password for Outlook. See “Configuring 
    Microsoft Outlook” later in this chapter for the changes you 
    need to make in Outlook.
    Microsoft 
    Outlook 
    Express 5.5 or 
    laterIf you select Microsoft Outlook Express, enter the password for 
    your e-mail account. See “Configuring Microsoft Outlook 
    Express” later in this chapter for details.  
    						
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    Lotus Notes Enter your Lotus Notes ID and password. Click Browse if you 
    need to locate your Notes ID.
    If you want to synchronize to a local mail file instead of a server 
    mail file, select the Synchronize to local (replicated) mail file 
    check box. You must do all of the following in order to 
    synchronize to a local mail file:
    ■Replicate the server mail file to the desktop.
    ■Make sure the replicated mail file is in the Notes data 
    directory.
    ■If you have performed a custom Notes installation and have 
    replicated the server mail file to another directory on your 
    desktop, make sure that it is the path found in the notes.ini 
    file.
    Eudora 5.0 or 
    laterSee “Configuring Eudora” later in this chapter for more 
    information about the settings to make in Eudora.
    Direct POP 
    connection to 
    serverSelect this option to synchronize an account by connecting 
    directly with a POP server. You must enter the information 
    about the server in the VersaMail application on your handheld 
    when you create the e-mail account to access the server. You 
    will enter information about the incoming (POP) server, the 
    outgoing (SMTP) server, your e-mail username, your 
    password, and your e-mail address. You can change these 
    settings under Handheld Settings in the conduit; see the 
    procedure for setting handheld synchronization settings later in 
    this chapter.
    During the HotSync operation, the conduit reads the settings 
    you made. If the settings do not exist or all server information 
    is wrong, an error is reported in the HotSync.log file. However, 
    if the incoming server (POP) is correct, the Inbox is 
    synchronized if the option to synchronize the Inbox is selected. 
    If the outgoing server (SMTP) is correct, the Outbox is 
    synchronized (send e-mail) if you selected the option to 
    synchronize the Outbox. If neither is correct, then nothing 
    happens.
    If you want to synchronize e-mail for an account that requires 
    APOP authentication, you must select the option to use APOP 
    on your handheld. See “Adding APOP to an account” later in 
    this chapter for details.
    If you want to synchronize e-mail for an account that requires 
    ESMTP authentication (for example, Yahoo accounts require 
    ESMTP authentication), you must select the option to use 
    ESMTP on your handheld. See “Adding ESMTP to an account” 
    later in this chapter for details.
    The conduit does not support SSL for accounts set up as direct 
    POP.
    Mail Client Action 
    						
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    NOTEA profile contains configuration information, such as the location of 
    incoming e-mail, your personal address book, and other information services 
    that you can use. The profile may be MS Exchange Settings, your name, or 
    something different. For more information on profiles, see your e-mail 
    application’s documentation. Direct IMAP 
    connection to 
    serverSelect this option to synchronize an account by connecting 
    directly with an IMAP server. You must enter the information 
    about the server in the VersaMail application on your handheld 
    when you create the e-mail account to access the server. You 
    will enter information about the incoming (IMAP) server, the 
    outgoing (SMTP) server, your e-mail username, your 
    password, and your e-mail address. You can change these 
    settings under Handheld Settings in the conduit; see the 
    procedure for setting handheld synchronization settings later in 
    this chapter.
    During the HotSync operation, the conduit reads the settings 
    you made. If the settings do not exist or all server information 
    is wrong, an error is reported in the HotSync.log file. However, 
    if the incoming server (IMAP) is correct, the Inbox is 
    synchronized if the option to synchronize the Inbox is selected. 
    If the outgoing server (SMTP) is correct, the Outbox is 
    synchronized (send e-mail) if you selected the option to 
    synchronize the Outbox. If neither is correct, then nothing 
    happens.
    If you want to synchronize e-mail for an account that requires 
    ESMTP authentication (for example, Yahoo accounts require 
    ESMTP authentication), you must select the option to use 
    ESMTP on your handheld. See “Adding ESMTP to an account” 
    later in this chapter for details.
    The conduit does not support SSL for accounts set up as direct 
    IMAP.
    Other e-mail 
    applicationsSelect Microsoft Exchange 5.0 or later as a choice for the Mail 
    Client option if your e-mail application is compatible with 
    extended MAPI. If your e-mail application is compatible with 
    SMAPI, select Microsoft Outlook Express as a choice for the 
    Mail Client option. 
    Mail Client Action 
    						
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    5.Under the account name, click Advanced Sync Options.
    6.Enter the synchronization options you want:
     
    Maximum 
    message size 
    (KB)Enter the maximum message size from 1 to 2048KB. If the 
    message exceeds the maximum size, the conduit truncates 
    the message. For example, the maximum message size might 
    be 50KB, and the message might have the following:
    ■Message header: 1KB
    ■Body: 20KB
    ■Attachment: 140KB
    ■Attachment: 20KB
    In this case the conduit puts the message header, body, and 
    attachment 2—totaling 41KB—on the handheld. Attachment 
    1 is removed because adding it to the message causes the 
    message to exceed the maximum. 
    Days To 
    Synchronize 
    MailSet how many days of e-mail, between 0 and 999, that e-mail 
    should be synchronized. A value of 0 synchronizes all e-mail 
    in the Inbox during the next HotSync operation. For other 
    values, the conduit synchronizes e-mail for today and the 
    number of days preceding today. For example, if you enter a 
    value of 2, e-mail is synchronized for today and yesterday, 
    but if you enter 3, e-mail is synchronized for today, 
    yesterday, and the day before.  
    						
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    7.(Optional) If you chose Microsoft Outlook, Microsoft Exchange, Lotus Notes, or 
    Direct IMAP as your mail client, click Folder Synchronization Options.
    Synchronize 
    unread mail onlySelect whether to synchronize all e-mail between your 
    desktop and your handheld, or unread e-mail only. By 
    default, the check box is unselected, meaning that all e-mail 
    will be synchronized.
    Download 
    attachmentsSelect whether to download attachments during 
    synchronization. By default, the check box is selected; if 
    unselected, only the body text of any message containing an 
    attachment will be downloaded to your handheld during 
    synchronization.
    Send e-mail 
    from OutboxSelect the check box to send any e-mail in the handheld’s 
    Outbox during the next HotSync operation.
    Synchronize 
    incoming e-mailSelect the check box to synchronize the Inbox during the next 
    HotSync operation.  
    						
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