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.
Chapter 17 Using Palm™ VersaMail™ Personal E-mail Software 258 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.
Synchronizing e-mail between the handheld and the desktop 259 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
Chapter 17 Using Palm™ VersaMail™ Personal E-mail Software 260 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.
Synchronizing e-mail between the handheld and the desktop 261 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
Chapter 17 Using Palm™ VersaMail™ Personal E-mail Software 262 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.
Synchronizing e-mail between the handheld and the desktop 263 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
Chapter 17 Using Palm™ VersaMail™ Personal E-mail Software 264 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
Synchronizing e-mail between the handheld and the desktop 265 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.
Chapter 17 Using Palm™ VersaMail™ Personal E-mail Software 266 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.