Palmone III Personal Handheld Organizer Handbook

							Chapter 5 Page 123
To remove e-mail from the Filed folder:
1. In the Message List, tap Filed from the pick list in the upper-right 
corner.
2. Tap the e-mail item you want to restore. 
3. Tap Edit to display and modify the item.
Tip:After you display and modify the e-mail item, you can send it, 
save it as a draft, or return it to the Filed folder.
Deleting e-mail
Your organizer stores deleted e-mail in the Deleted folder until you 
perform the next HotSync operation. If you delete an e-mail item from 
the organizer, it is also deleted from your desktop E-Mail application 
when you perform the next HotSync operation.
To delete e-mail:
1. Open the e-mail item you want to delete.
2. Tap Delete. 
3. If you selected the Preferences option to confirm deletion, tap Yes. 
Removing e-mail from the Deleted folder
You can reverse the deletion of an e-mail item (by removing it from the 
Deleted folder) as long as you have not performed a HotSync 
operation or purged the contents of the Deleted folder.
To remove an e-mail item you received from the Deleted folder:
1. In the Message List, tap Deleted from the pick list in the upper-
right corner.
2. Tap the e-mail item you want to restore. 
3. Tap Undelete to move the selected item to the Inbox and mark it as 
read.
To remove an e-mail item you created from the Deleted folder:
1. In the Message List, tap Deleted from the pick list in the upper-
right corner.
2. Tap the e-mail item you want to restore. 
3. Tap Edit to display and modify the item.
Note:After you display and modify the e-mail item, you can send it 
or save it as a draft. 
						

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Purging deleted e-mail
Because your organizer stores deleted e-mail in the Deleted folder 
until you perform a HotSync operation, deleted e-mail can 
monopolize storage space. To avoid or correct this problem, purge the 
contents of your Deleted folder. E-mail that you purge is still deleted 
from your desktop E-Mail application when you perform the next 
HotSync operation.
To purge the contents of the Deleted folder:
1. Tap the Menu icon  . 
2. Tap Message, and then tap Purge Deleted.
3. Tap Yes. 
Note:You cannot restore e-mail items after you purge them.
Message List options
Message List options enable you to manage the way the Message List 
displays information.
Folders
Your organizer provides folders for categorizing your mail. The 
Message List displays the e-mail items in the folder you select.
To select a folder:
1. Tap the pick list in the upper-right corner to open the list of folders:
2. Select the folder you want to display in the Message List screen.Inbox
Contains the e-mail from your desktop E-Mail 
application Inbox, minus any that you have excluded 
using filtering options. See “Creating special filters” 
later in this chapter.
Outbox
Contains the e-mail you created and sent on the 
organizer since the last HotSync operation.
Deleted
Contains the e-mail you deleted since the last HotSync 
operation.
Filed
Contains the e-mail you want to store on the organizer.
Draft
Contains the e-mail you created using the organizer 
but are not yet ready to send. 
						

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Date column
The Date column is optional in the Message List. By default, the Date 
column is hidden to increase the available screen space. 
To show the Date column:
1. In the Message List, tap Show.
2. Tap the Show Date check box to select it. 
3. Tap OK.
Sorting the Message List
You can sort e-mail items by the date sent, by sender, or by subject.
Note:High-priority e-mail items always appear first, no matter how 
you sort the list.
To sort the Message List:
1. In the Message List, tap Show.
2. Tap the Sort by pick list and select one of the following options:
3. Tap OK. Date
Sorts e-mail by date and displays the most recent 
e-mail item at the top of the screen.
Sender
Sorts e-mail by the sender’s user name and 
displays items in ascending alphabetical order, 
based on the first word of the From: field.
Subject
Sorts e-mail by the subject and displays items in 
ascending alphabetical order, based on the first 
word of the Subj: field.
Tap 
Show 
						

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HotSync options
HotSync options enable you to manage your e-mail more effectively 
by selecting which e-mail items download when you synchronize 
your computer and your organizer. You can define different settings 
for local and remote synchronization. For example, you may want to 
download all of your e-mail during local synchronization and only 
urgent e-mail during remote synchronization. Once defined, your 
organizer determines if synchronization is occurring locally or 
remotely and uses the appropriate settings for the HotSync operation.
To open the HotSync Options dialog box:
1. Tap the Menu icon  .
2. Tap Options, and then tap HotSync Options.
3. Tap the Settings for pick list and select Local HotSync or Remote 
HotSync.
Note:For more information about Local and Remote HotSync 
operations, see Chapter 6.
4. Tap the filtering option you want to apply:
All
During synchronization, all e-mail items in your 
desktop E-Mail Inbox synchronize with your 
organizer, and all e-mail items in your organizer 
Outbox are sent to your desktop E-Mail 
application.
Send Only
During synchronization, only the e-mail items in 
your organizer Outbox are sent to your desktop 
E-Mail application; from there, they are sent to 
their destinations.
Tap here 
to display 
HotSync 
options  
						

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Note:The All setting does not mean that all information 
included in each e-mail item downloads to your 
organizer. Truncation settings (explained in a following 
section) for long e-mail items still apply. Also, Mail never 
downloads any attachments to your organizer. The e-mail 
item and any text information appear, but the attachment 
is left in your desktop E-Mail application.
5. If you selected All, Send only, or Unread, tap OK. If you selected 
Filter, continue to the next section.
Creating special filters
You can create special filters to control the type of e-mail items that 
download to your organizer during synchronization. Special filters 
work on the premise of ignoring or retrieving items that contain 
specific information in their header fields. 
To create a special filter, you must decide whether you want to ignore 
or retrieve certain e-mail items. Then, based on that decision, you 
must tell your organizer what it needs to look for in the To:, From:, and 
Subj: fields to single out those e-mail items. Filter
During synchronization, all e-mail items in your 
organizer Outbox are sent to your desktop E-Mail 
application, and items in your desktop E-Mail 
Inbox that meet specific criteria download to your 
organizer. When you select the Filter setting, the 
HotSync Options dialog box opens and displays 
additional filter settings. See “Creating special 
filters” later in this chapter.
Unread
During synchronization, only unread e-mail 
items download to your organizer from your 
desktop E-Mail Inbox, and all items in your 
organizer Outbox are sent to your desktop E-Mail 
application. 
						

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To access the special filter settings:
nTap the Filter box in the HotSync Options dialog box.
Ignoring or receiving e-mail
The first step in establishing a special filter is to determine whether 
you want to ignore or retrieve e-mail that matches the information you 
specify.
To define whether to ignore or receive e-mail:
nTap the pick list in the center of the HotSync Options dialog box 
and select one of the following settings:
Ignore 
Messages 
ContainingTells your organizer to exclude the e-mail 
items that meet the criteria you define and 
download all other e-mail items during 
synchronization. In general, this filter 
downloads more e-mail during 
synchronization because it blocks only one 
defined subset of e-mail.
Tap here 
to display 
Filter 
options
Select Filter option
Tap here  
						

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Defining filter strings
E-mail items are filtered based on the information contained in their 
To:, From:, and Subj: fields. The information that defines what your 
organizer is looking for is called a filter string. You create a filter string 
by listing the words you want your organizer to find and separating 
them with either a comma or a space. Each word in the filter string is 
joined by an implicit OR, so you do not need to enter logical 
connectors like AND or OR.
To create a more complex filter, you can define filter strings for the To:, 
From:, and Subj: fields simultaneously. Your organizer joins the filter 
strings for these fields using an implicit AND; once again, you do not 
need to add the logical connector. Your organizer does that for you.
For example, suppose you want to receive only e-mail items from John 
Smith ([email protected]) or Jack Jones ([email protected]) concerning the 
Apollo Project. You would create the following filter strings:
In the To: field: [email protected], [email protected]
In the Subj: field: Apollo Project
Your organizer interprets this as, “Accept e-mail items about the 
Apollo Project from John Smith or Jack Jones. Do not accept e-mail 
items from other people. Do not accept e-mail items from John or Jack 
about any other subject.”
When you define a string, note that your organizer searches for any 
instance of that sequence of characters. For example, if you create a 
filter that retrieves only e-mail items containing the string “info,” your 
organizer considers “info,” “rainforest” and “kinfolk” appropriate 
matches.Retrieve 
Only Msgs 
ContainingTells your organizer to include only the 
e-mail items that meet the criteria you 
define and to ignore all other e-mail items 
during synchronization. This filter has the 
potential to block more e-mail during 
synchronization because it downloads only 
one subset of e-mail. 
						

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To define a filter string:
1. Tap a header field in the HotSync Options dialog box. 
2. Enter your filter string, using commas or spaces to separate the 
words. Do not add connectors, such as AND or OR, between 
words in a string.
3. If your string exceeds the length of the field, tap the name of the 
field to display the Notes screen for that header field. For more 
information about header field Notes screens, see “Creating e-mail 
items” earlier in this chapter.
4. Tap Done to return to the HotSync Options dialog box.
5. Tap OK.
High-priority e-mail
The Retrieve All High Priority setting lets you retrieve e-mail items 
marked high-priority, even if those items would have been blocked by 
a defined filter.
To retrieve high-priority e-mail items:
1. Tap the Filter box in the HotSync Options dialog box.
Tap here 
to insert 
cursor
Tap here 
Tap Done 
to return 
to HotSync 
Options
Enter 
filter data 
						

							Chapter 5 Page 131
2. Tap the Retrieve All High Priority check box to select it. 
3. Tap OK.
Note:This setting is applicable only if your E-Mail application has 
the capacity to flag high-priority e-mail items.
Truncating e-mail items
The Truncate feature lets you set a point at which long e-mail items 
truncate when downloading to your organizer. By default, this 
Truncate value is 4,000 characters. By truncating long messages, you 
reduce the time it takes to synchronize your desktop E-Mail and Mail, 
as well as the amount of storage space e-mail uses on your organizer.
Note:Truncation is separate and independent from filtering.
To truncate e-mail items:
1. Tap Truncate in the HotSync Options dialog box.
2. Tap to select the truncation setting you want. 
Tip:If you select the maximum setting, messages can be 8,000 
characters; longer messages are truncated. If you select a 
lower value, you’ll have more room for e-mail items.
3. Tap OK.
Tap 
check 
box
Tap 
Truncate 
Tap to
se lect 
maximum 
length 
						

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Mail menus
Mail menus are shown here for your reference, and Mail features that 
are not explained elsewhere in this book are described here.
See “Using menus” in Chapter 1 for information about choosing menu 
commands.
Message menus
The Message menu varies depending on whether you are viewing an 
e-mail item, creating an e-mail item, or viewing the Message List.
Options menus
The Options menu varies depending on whether you are creating or 
editing an e-mail item.
About Mail
Shows version information for Mail.
Message List
New Message 
View Message
Message List
New Message