Palm Tungsten T3 Instructions Manual

							Getting, sending, and managing e-mail
207
4.Tap the Type pick list, and then select the file type. The VersaMail application 
displays all file types that reside on the card. You can select a particular file type, 
or select All Files to view all files on the card.
5.Tap the file that you want to attach, and then tap Add.
The selected file appears in the Attachments box.
6.Repeat steps 6 and 7 for each attachment you want to add, and then tap Done.
TIPTo delete an attachment from an e-mail message, tap the attached file in 
the Attachments box and then tap Delete.
7.Tap Send or Outbox. 
						

							Chapter 16 Using Palm™ VersaMail™ Personal E-mail Software
208
Forwarding an attachment
You can include an attachment on any message you forward, up to the maximum 
message size.
To forward a message with an attachment:
1.Tap the folders pick list, and then select the folder that contains the e-mail. 
2.Tap the e-mail message to display it.
3.Tap the Forward button.
4.Tap the word To. On the Recipient List screen, enter or look up the recipient 
address. See the procedure for creating e-mail earlier in this chapter for more 
information on addressing messages. 
5.Follow the procedure for attaching files presented earlier in this chapter.
Deleting messages
You can delete one or more e-mail messages from any folder. For example, you can 
delete old messages in the Inbox or messages that you were working on in the 
Drafts folder. When you delete a message, it is placed in the Trash folder. See 
“Emptying the trash” later in this chapter.
To delete messages on the server when you empty the trash on your handheld, you 
can select the Delete Msgs on Server setting in VersaMail Preferences. If you don’t 
periodically empty the trash and delete messages on the server, any incoming 
e-mail may “bounce” back to the sender. See “Setting preferences for getting and 
deleting e-mail” later in this chapter. 
To delete one or more messages:
1.Tap the folders pick list, and then select the folder that contains the message you 
want to delete.
2.Do one of the following:
3.Press Right on the navigator to move to and open the Message menu.
Item to delete Action
One message Tap the bullet next to the message’s icon.
Multiple 
messagesTap the bullet next to the icon of each message that you want 
to delete.
A group of 
adjacent 
messagesDrag the stylus along the left of the message icons. To select 
another group, lift the stylus and select the next group of 
messages.  
						

							Getting, sending, and managing e-mail
209
4.Press Down on the navigator to move to the Delete option, and then press Select 
to delete the message.
TIPAlternately, you can tap the message icon next to a selected e-mail 
message, and then tap Delete, or tap the 
Menu icon , and then select Delete. 
5.Ta p  O K .
6.(Optional) Tap Also delete message(s) on server if you want to delete the 
messages from the server now.
The selected messages move to the Trash folder and are deleted from your 
handheld when you empty the trash. You can empty the trash manually, or set 
the preference to automatically empty the trash. By default, the trash auto-
empties all deleted e-mail older than one week. See “Emptying the trash” later 
in this chapter for more information. 
IMPORTANTIf you delete a message on the server, you cannot retrieve it and view it 
again later.
To delete messages before a certain date:
1.Tap the Menu icon  , and then tap Delete Old from the Message menu.
2.Tap the Folder pick list, and then select the folder that contains the messages 
you want to delete.
3.Tap the Older than pick list, and then tap One Week, One Month, or Choose 
Date.
Displays the current 
folder for deleting 
messages 
						

							Chapter 16 Using Palm™ VersaMail™ Personal E-mail Software
210
If you tap Choose Date, you can select a date from the calendar.
4.Tap Delete.
5.(Optional) Tap Also delete message(s) on server if you want to delete the 
message from the server now.
6.Tap OK. 
Emptying the trash
Deleted e-mail accumulates in the Trash folder and takes up space on your 
handheld. To increase memory, you should empty the trash regularly. If you want 
to automatically empty the trash, you can set a preference to empty the trash 
immediately or empty any e-mail older than a certain number of days. 
To empty the trash:
1.Tap the Menu icon  , and then select Empty Trash from the Message menu.
NOTEIf Auto-Empty Mail from Trash is selected in VersaMail Preferences, a 
message asks if you want to delete the trash. 
2.(Optional) Tap Details to see how many messages are in the trash and whether 
the messages are set to be deleted on the server.
3.If you want to delete messages from the handheld as well as from the server, tap 
Both. A message asks if you want to update the server now. 
To delete the message from only the handheld now, tap Handheld. 
NOTEMany e-mail providers, such as Yahoo, have size restrictions for mail storage. 
If your mailbox on the server becomes full, messages are returned to the senders. 
Tap a date to select it, 
or tap Today 
						

							Getting, sending, and managing e-mail
211
To have the trash emptied automatically:
1.Tap the Menu icon  , select Options, and then select Preferences.
2.Tap Advanced.
By default, Auto-Empty Mail from Trash is selected, and the time interval is set 
at Older Than 1 Week.
3.Tap the pick list, and then select how often you want the e-mail messages 
automatically emptied from the trash. 
– Immediately
– Older Than 1 Day
– Older Than 3 Days
– Older Than 1 Week
– Older Than 1 Month
4.Tap OK. 
Marking messages as read or unread
You can mark messages as read or unread. When you tap a message to read it, it is 
automatically marked as read.
To mark messages as read or unread:
1.Tap the folders pick list, and then select the folder you want.
2.Tap the icon next to the message you want to mark. 
						

							Chapter 16 Using Palm™ VersaMail™ Personal E-mail Software
212
3.Tap Mark Read or tap Mark Unread.
TIPTo mark multiple messages, tap the bullets next to the messages you 
want, tap the Menu
 icon , and then select Mark Read or Mark Unread.
4.For IMAP accounts only: Tap Handheld to mark the messages as read or unread 
on your handheld. Tap Both to mark the messages on both the handheld and the 
server.
If you tap Both, this screen 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. 
						

							Getting, sending, and managing e-mail
213
– 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 it is deselected, 
messages are retrieved according to the option you select in 
the Get pick list.
Confirm DeletionsDisplays a confirmation dialog before deleting e-mail.
Delete Msgs on 
ServerIf this is selected, it automatically deletes messages on the 
server that you have deleted on your handheld. If it is 
deselected, 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.  
						

							Chapter 16 Using Palm™ VersaMail™ Personal E-mail Software
214
Adding or updating a Contacts record directly from a message
You can add or update an e-mail address in Contacts directly from the body of a 
received e-mail message.
To add a new Contacts record:
1.On the Message screen, tap the Menu icon  , tap Options, and then select Add 
to Contacts.
A dialog box appears with the “From” address displayed. If a Display Name 
exists for this Contacts record, 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 Contacts, and then tap OK in the 
confirmation dialog box.
You can also update an existing Contacts record with a new e-mail address, or 
create a second Contacts record for a name that has an existing record. The 
procedure is the same as for adding a new Contacts record. If you tap Add to 
Contacts 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.
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
215
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. 
Configuring account settings 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. 
						

							Chapter 16 Using Palm™ VersaMail™ Personal E-mail Software
216
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.
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.
Click plus 
sign