Palm Tungsten T3 Instructions Manual

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CHAPTER 16
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. 
VersaMail™ application features
Key features of the VersaMail 2.6 application include the following:
nSupport for both the Palm™ Tungsten™ T3 navigator and keyboard, 
simplifying data entry and navigation
nSupport for the built-in Bluetooth radio in your handheld, enabling wireless 
e-mail connectivity
nEnhanced use of color, fonts, styles, and user-selected display options
nBasic Hypertext Markup Language (HTML) formatting display for e-mail 
messages received in HTML format
nIncreased number of file types supported for being sent and received as 
attachments
nScheduled retrieval of new e-mail, with notification
nImproved message-addressing capabilities
nEnhanced security
Getting started with the VersaMail application
To start using the application, tap the VersaMail icon   on the Home screen of 
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. 
						

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Synchronizing an existing username
If you plan to synchronize your Palm Tungsten T3 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 an earlier version of the VersaMail application, you can 
upgrade your e-mail database for use with the VersaMail 2.6 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, tap the HotSync icon  , and then select a profile that 
contains an e-mail database from the displayed list of users.
2.Tap the VersaMail icon  .
3.Tap Yes to accept the upgrade.
Setting up and managing e-mail accounts
With the VersaMail application, you can set up accounts on your handheld to 
access e-mail accounts from providers such as Earthlink or Yahoo; to 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); or to 
synchronize e-mail messages with a desktop e-mail application.
You can add up to eight e-mail accounts on your handheld. 
						

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Account and connection types
Two types of e-mail accounts are supported:
nNetwork: You can send and receive e-mail directly to and from your handheld 
by connecting with an e-mail service provider.
nSynchronize 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 HotSync 
cradle. 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 by using any 
of the following connection methods:
nBuilt-in Bluetooth radio
nPalmModem® accessory (sold separately)
nExternal modem sled (sold separately)
nInfrared (IR) port on the handheld to IR port on a mobile phone
nDirect connection to a mobile phone by means of a physical cable
nHotSync cradle connected to your desktop (Windows users only)
Network e-mail account prerequisites
Before you can set up a network e-mail account, you must do the following:
nEstablish 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 Global System for Mobile Communications 
(GSM) or high-speed wireless (GPRS) carrier such as VoiceStream, Cingular, or 
Vodafone. You may also use a corporate e-mail account.
nConfigure the service connection settings for this account on your handheld 
using your handheld’s Network Preferences and Connection Preferences 
screens. See“Connection Preferences” in Chapter 21 for more information. 
						

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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 Yahoo, many of the required settings during the account setup are 
automatically configured. 
For other ISPs, you need the following information:
nThe protocol used for incoming mail, such as Post Office Protocol (POP) or 
Internet Message Access Protocol (IMAP)
nThe name of the incoming mail server
nThe name of the outgoing mail (Simple Mail Transfer Protocol, or SMTP) server
nWhether your e-mail account requires any security, such as Secure Sockets 
Layer (SSL), APOP, or Extended Simple Mail Transfer Protocol (ESMTP)
nYour e-mail address and password
nThe 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.
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.
Infrared to infrared phone Infrared-enabled mobile phone.
Direct connection to a phone by 
means of a physical cableConnector cable and mobile phone.
HotSync cradle connected to 
desktopHotSync cradle (Windows users only). 
						

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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 “Creating an e-mail account” 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 an 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.
With a corporate e-mail account, you can access the following types of mail servers, 
among others:
nMicrosoft Exchange
nLotus Domino
nSun 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.
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 2.6 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. 
						

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You need to set up a VPN to access corporate e-mail in either of the following two 
situations:
nYour company’s wireless local area network (LAN) is located outside the 
firewall.
nYour company’s wireless LAN 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.
NOTEThe auto get mail with notification feature in the VersaMail application may 
not work with a particular VPN connection. Also, you cannot use 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 an e-mail account
You create a new account in Account Setup, which guides you through the process. 
The steps for creating a network account and a synchronize-only account are 
identical except for selection of a single check box for a synchronize-only account; 
see step 4 in the procedure below.
To create a network e-mail account:
1.Tap the Menu icon  , select Accounts, and then select Account Setup.
2.Ta p  N e w. 
						

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3.Enter the following:
If the VersaMail application knows the protocol for the mail service you 
selected, it displays the correct protocol.
4.For synchronize-only accounts only: On the same screen, select the Synchronize 
Only Account check box.
NOTEYou must be using a Windows computer to use a synchronize-only 
account.
5.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 2.6 application provides strong128-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 then select the provider to 
which you are connecting. Select Other if your ISP is not listed.
ProtocolTap the Protocol pick list, and then select POP or IMAP. (Most 
e-mail providers use POP.)
Select check box for a 
synchronize-only account 
						

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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 incoming and outgoing 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.
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 
						

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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.
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. If you set up a synchronize-only e-mail account, 
you need to configure this account on your desktop. See “Configuring 
account settings in HotSync Manager” later in this chapter for information. 
You will not be able to synchronize e-mail between your handheld and your 
desktop until you configure the account on your desktop.
– 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 POP or IMAP. 
						

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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.
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.
Po rt Nu m b erThe port number setting defaults to 110 for POP and to 143 
for IMAP servers. 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.