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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.
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.
Displays the current 
folder for deleting 
messages
Tap a date to select it, 
or tap Today 
						

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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 tap Empty Trash on 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. 
To have the trash emptied automatically:
1.Tap the Menu icon  , tap Options, and then tap 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 
						

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– 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.
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. 
						

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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.
– 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 tap Preferences.
2.Select preferences:
GetEnables you to retrieve the subject only or the entire 
message. 
						

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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 tap 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.
Ask Every TimeDisplays a dialog box for choosing subjects only or entire 
messages each time you retrieve e-mail. If this is deselected, 
messages are retrieved according to the option you select in 
the Get pick list.
Confirm DeletionsDisplays a confirmation dialog box 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 this is 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.  
						

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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.
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. 
						

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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.
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. 
						

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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.
3.Select the option Check this box to synchronize this mail account when you 
perform a HotSync operation; otherwise, the account cannot be synchronized.
Click plus 
sign 
						

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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. 
To synchronize Microsoft Outlook 97/98/2000/XP with a 
VersaMail e-mail account, 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.
2.For Windows XP, click Network and Internet Connections, 
and then click Internet Options. 
3.Click the Programs tab.
4.Select Microsoft Outlook as the default e-mail program.
5.Click OK. 
NOTEMake sure your username and password are set up 
correctly within Microsoft Outlook. 
						

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Microsoft 
Outlook Express 
5.5 or laterIf you select Microsoft Outlook Express, enter the password for 
your e-mail account. 
To synchronize a VersaMail e-mail account with Microsoft 
Outlook Express 5.5 or 6.0, you must set Outlook Express as the 
default e-mail handler.
NOTEMake sure your username and password are set up 
correctly within Outlook Express.
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. 
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:
nReplicate the server mail file to the desktop.
nMake sure the replicated mail file is in the Notes data 
directory.
nIf 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.
Mail client Action