Palm Tungsten W PDA Phone Instructions

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Tap Cancel if you want the messages marked during the next HotSync 
operation or the next time you connect to the server.
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.Press Command   + R.
Alternately, press Function   + Menu  , select Options, and then select 
Preferences. 
2.Select preferences:
GetEnables you 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.
Confirm 
DeletionsDisplays a confirmation dialog before deleting e-mail.
Delete Msgs on 
Ser verIf 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.  
						

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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, press Function   + Menu  , select Options, and 
then select Add to Address Book.
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.
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.
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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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
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. 
You must have a Windows computer to synchronize e-mail between your 
handheld and your computer.
This section describes the following:
nStarting the Palm VersaMail HotSync Conduit
nConfiguring and activating accounts in the HotSync Manager 
nSynchronizing e-mail on the handheld with a desktop e-mail application
nConverting attached files using attachment conversion plug-ins
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.  
						

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4.Click Change.
5.Select Synchronize Active Accounts.
Curly accesses POP servers through MAPI only, and accesses IMAP servers 
through configuration in MultiMail 
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.In the HotSync Action For VersaMail dialog box, click Configure Accounts. 
						

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2.(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. 
3.Select the account that you want to configure from the Accounts drop-down 
list.
The tab with the account’s name and settings, such as MyMail Settings or Yahoo 
Settings, is displayed.
4.Select the option Check this box to synchronize this mail account when you 
perform a HotSync operation; otherwise, the account cannot be synchronized.
5.Under Connection Information, select the desktop e-mail application, such as 
Microsoft Exchange 5.0 or later, Outlook Express, or Eudora, that you are 
synchronizing the account with and specify any necessary settings.
Select the account to configure 
and synchronize
Check here for helpful notes when 
configuring an e-mail client 
Enter the message 
size and the number 
of days before today 
that synchronization 
occurs 
						

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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. 
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.
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. 
Lotus Notes Enter your Lotus Notes ID and password. Click Browse if you 
need to locate your Notes ID. 
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, outgoing (SMTP) server, your e-mail username, your 
password, and your e-mail address.
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. 
						

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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.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.
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, outgoing (SMTP) server, your e-mail username, your 
password, and your e-mail address.
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.
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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6.Enter the Sync Mail Restrictions you want:
–
Days in Which to Synchronize Mail: Set 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. 
–
Maximum Message Size (KB) for HotSync Operation: 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:
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. 
–
Synchronize unread messages only: Select 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.
7.Select the folder synchronization you want:
– Select the Synchronize the Inbox check box to synchronize the Inbox during 
the next HotSync operation. 
– Select the Synchronize the Outbox check box to send any e-mail in the 
handheld’s Outbox during the next HotSync operation. 
8.Click Apply.
Message header1KB
Body20KB
Attachment 140KB
Attachment 220KB 
						

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Verifying handheld account settings before synchronizing accounts
Certain settings you configure on your handheld for a given e-mail account must 
be set correctly for the synchronization process as well. Before configuring an 
e-mail client on your desktop for synchronization, be sure to verify the following 
settings on your handheld:
nAPOP and ESMTP: If you want to synchronize e-mail for an account that 
requires either APOP or ESMTP authentication (for example, Yahoo accounts 
require ESMTP authentication), you must select the option to use APOP or 
ESMTP on your handheld. See “Adding APOP to an account” and “Adding 
ESMTP to an account” later in this chapter for details.
nMail filters: Any mail filters you have configured for a given e-mail account on 
your handheld also apply during the synchronization process. For example, if 
you have set filters to accept only e-mail containing the subject words “Current 
Software Project,” only those same messages are synchronized between your 
desktop and your handheld. Be sure to turn mail filters off if you want to 
synchronize all messages between your desktop and your handheld. See 
“Turning filters on and off” later in this chapter for details.
Configuring Microsoft Outlook
You can synchronize Microsoft Outlook 97/98/2000/XP with a VersaMail e-mail 
account, but you must set Microsoft Outlook as the default e-mail handler. You 
must check your username and password.
To configure Microsoft Outlook:
1.In the Control Panel, click Internet Options.
NOTEFor Windows XP, click Network and Internet Connections, and then click 
Internet Options. 
2.Click the Programs tab.
3.Select Microsoft Outlook as the default e-mail program.
4.Click OK. 
NOTEMake sure your username and password are set up correctly within Microsoft 
Outlook.
Configuring Microsoft Outlook Express
You can synchronize a VersaMail e-mail account with Microsoft Outlook Express 
5.5 or 6.0, but you must set Outlook Express as the default e-mail handler.
NOTEMake sure your username and password are set up correctly within Outlook 
Express. 
						

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To configure Outlook Express: 
1.In the Control Panel, click Internet Options.
NOTEFor Windows XP, click Network and Internet Connections, and then click 
Internet Options. 
2.Click the Programs tab.
3.Select Outlook Express as the default e-mail program.
4.Click OK. 
TIPYou can also make Outlook Express the default e-mail handler within the e-mail 
application. From the Tools menu, select Options. Click the General tab, and then click 
Make Default. 
Configuring Eudora
If you are using Eudora as your e-mail application, you must set up MAPI in 
Eudora. 
To set up MAPI in Eudora:
1.From the Eudora Tools menu, select Options.
2.Do one of the following: 
– If Eudora is the only e-mail application that you use, select Always as the 
MAPI setting.
– If you use more than one e-mail application, select When Eudora is running 
as the MAPI setting.
3.Ensure that your username and password are set up correctly within Eudora. 
This information is needed to log in to Eudora to retrieve and synchronize your 
e-mail.
IMPORTANTEudora must be running in order for you to perform a HotSync 
operation. The VersaMail application synchronizes with your Dominant Personality in 
Eudora 5.1 or later.
Converting attached files
You can use attachment conversion plug-ins to convert attached files that you are 
receiving. Documents To Go plug-ins are automatically configured; however, you 
must install Documents To Go version 5 on your desktop computer and on your 
handheld for attachments to be converted properly. Version 5 of Documents To Go 
is included on the Software Essentials CD-ROM that came with your handheld. See 
the Documents To Go Getting Started Manual for more information.