Palmone VII Wireless Handheld Instructions Manual

							Chapter 6 Page 173
Editing unsent e-mail
You can make changes to an e-mail that has not yet been sent, as long 
as you have not yet performed a HotSync operation. When you edit an 
e-mail item, your handheld removes the item from the Outbox folder 
and takes you back to the New Message screen, where you can edit the 
item and resend it, save it as a draft, or delete it.
To edit an e-mail item:
1. In the Message list, tap Outbox from the pick list in the upper-right 
corner.
2. Tap the e-mail item you want to edit.
3. Tap Edit.
Tap here to display folder 
Tap here 
to select 
item
Tap to 
edit item 
						

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Draft e-mail
Sometimes you may not want to send an e-mail item immediately; for 
example, you may want to add additional information before sending 
it. Your handheld stores such e-mail items in the Draft folder until you 
are ready to edit them again.
Note:When you’re creating or editing an e-mail item, you can also 
save the item as a draft by canceling it. When you cancel an 
item, your handheld opens a dialog asking if you want to save 
the e-mail item. If you tap Yes, your handheld saves the item 
in the Draft folder.
To save an e-mail item as a draft:
1. Create an e-mail item.
2. Tap the Menu icon  .
3. Tap Message, and then tap Save Draft.
To edit an e-mail item saved as a draft:
1. In the Message list, tap Draft from the pick list in the upper-right 
corner.
2. Tap the draft you want to display.
3. Tap Edit.
4. Enter your changes; then either save the e-mail item again as a 
draft, or tap Send to move the item to your Outbox folder.
Tap here 
to select 
item
Tap to 
edit item 
						

							Chapter 6 Page 175
Filing e-mail
Your handheld can store e-mail you receive or create in the Filed 
folder. The contents of this folder do not automatically synchronize 
with your desktop E-Mail application during a HotSync operation. 
Your handheld, however, stores a backup copy of the Filed folder on 
your computer hard disk.
To file e-mail:
1. Open an e-mail item.
2. Tap the Menu icon  .
3. Tap Message, and then tap File.
4. Tap No to save the e-mail item and move it to the Filed folder, or 
tap Yes to file the item and keep a copy in the Inbox.
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 or Reply to 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 handheld stores deleted e-mail in the Deleted folder until you 
perform the next HotSync operation. If you delete an e-mail item from 
the handheld, 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. 
						

							Page 176  Managing Desktop E-Mail and Beaming Information
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.
Purging deleted e-mail
Because your handheld 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 handheld provides folders for categorizing your mail. The 
Message list displays the e-mail items in the folder you select. 
						

							Chapter 6 Page 177
To select a folder:
1. Tap the pick list in the upper-right corner to open the list of folders:
Inbox: Contains the e-mail from your desktop E-Mail application 
Inbox, minus any that you have excluded using filtering op-
tions. See “Creating special filters” later in this chapter.
Outbox: Contains the e-mail you created and sent on the hand-
held 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 handheld.
Draft: Contains the e-mail you created using the handheld but 
are not yet ready to send.
2. Select the folder you want to display in the Message list screen.
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.
Tap 
Show 
						

							Page 178  Managing Desktop E-Mail and Beaming Information
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:
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 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 subject and displays items in ascending 
alphabetical order, based on the first word of the Subj: field.
3. Tap OK. 
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 handheld. 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 
handheld 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 7.
Tap here 
to display 
HotSync 
options  
						

							Chapter 6 Page 179
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 handheld, and all e-mail 
items in your handheld Outbox are sent to your desktop E-Mail 
application.
Send only: During synchronization, only the e-mail items in your 
handheld Outbox are sent to your desktop E-Mail application; 
from there, they are sent to their destinations.
Filter: During synchronization, all e-mail items in your hand-
held Outbox are sent to your desktop E-Mail application, and 
items in your desktop E-Mail Inbox that meet specific criteria 
download to your handheld. 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 handheld from your desktop E-Mail Inbox, 
and all items in your handheld Outbox are sent to your desktop 
E-Mail application.
Note:The All setting does not mean that all information 
included in each e-mail item downloads to your 
handheld. Truncation settings (explained in a following 
section) for long e-mail items still apply. Also, Mail never 
downloads any attachments to your handheld. 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 handheld 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 handheld what it needs to look for in the To:, From:, and 
Subj: fields to single out those e-mail items.  
						

							Page 180  Managing Desktop E-Mail and Beaming Information
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 if 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 Containing: Tells your handheld 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.
Retrieve Only Msgs Containing: Tells your handheld 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.
Tap here 
to display 
Filter 
options
Select Filter option
Tap here  
						

							Chapter 6 Page 181
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 
handheld is looking for is called a filter string. You create a filter string 
by listing the words you want your handheld 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 handheld joins the filter 
strings for these fields using an implicit AND; once again, you do not 
need to add the logical connector. Your handheld 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 handheld 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 handheld searches for any 
instance of that character sequence. For example, if you create a filter 
that retrieves only e-mail items containing the string “info,” your 
handheld finds “info,” “rainforest” and “kinfolk” as matches.
To define a filter string:
1. Tap a header field in the HotSync Options dialog box. 
Tap here 
to insert 
cursor 
						

							Page 182  Managing Desktop E-Mail and Beaming Information
2. Enter your filter string with commas or spaces between the words. 
Do not add connectors, such as AND or OR, 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.
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.
Tap here 
Tap Done 
to return 
to HotSync 
Options
Enter 
filter data
Tap 
check 
box