Nokia E66 User manual

Nokia Mail for Exchange 2.4
User Guide
N452132003
Issue 1 EN

© 2007. All rights reserved.
Reproduction, transfer, distribution or storage of part or all of the contents in this
document in any form without the prior written permission of Nokia is prohibited.
Nokia and Nokia Connecting People are registered trademarks of Nokia
Corporation. Other product and company names mentioned herein may be
trademarks or trade names of their respective owners.
Nokia operates a policy of ongoing development. Nokia reserves the right to make
changes and improvements to any of the products described in this document
without prior notice.
Under no circumstances shall Nokia be responsible for any loss of data or income
or any special, incidental, consequential or indirect damages howsoever caused.
The contents of this document are provided “as is”. Except as required by
applicable law, no warranties of any kind, either express or implied, including, but
not limited to, the implied warranties of merchantability and fitness for a
particular purpose, are made in relation to the accuracy, reliability or contents of
this document. Nokia reserves the right to revise this document or withdraw it at
any time without prior notice.
Reverse engineering of any software in the Nokia device is prohibited to the extent
permitted by applicable law.
Insofar as the Nokia device user guide contains any limitations on Nokia's
representations, warranties, damages and liabilities, such limitations shall likewise
limit any representations, warranties, damages and liabilities of Nokia's licensors
Use of the Mail for Exchange is limited to over-the-air synchronization of PIM
information between the Nokia device and the authorized Microsoft Exchange
server.
N452132003 / Issue 1 EN

Contents
What is Mail for Exchange?.....................5
What is synchronization?.................................................... 5
How do I use Mail for Exchange?..................................... 5
Installing Mail for Exchange ....................7
Installing from Internet ....................................................... 7
Installing from CD or other media.................................... 7
Installing for other languages ........................................... 8
Upgrading Mail for Exchange............................................ 8
Starting and exiting from Mail for
Exchange ....................................................9
Starting Mail for Exchange ................................................9
Exiting from Mail for Exchange ........................................9
Working with a profile........................... 10
Connection settings............................................................10
Credentials settings ............................................................11
Sync content settings.........................................................11
Sync schedule settings.......................................................11
Calendar settings.................................................................12
Contacts settings ................................................................12
Tasks settings .......................................................................13
Email settings.......................................................................13
Editing a profile...................................................................13
Deleting a profile.................................................................14
Creating a Company Directory profile ..........................14
Synchronizing your account ...................16
Synchronizing the first time ............................................16
Getting information about the last sync......................16
Working with email.................................17
Working with email attachments...................................18
Working with meeting requests......................................20
Working with Search..........................................................20
How email is synchronized...............................................20
Working with calendar, contacts, and
tasks..........................................................21
Working with calendar......................................................21
Working with contacts......................................................21
Working with tasks.............................................................22

Additional information ...........................23
Getting online help............................................................. 23
Device security features.................................................... 23
Troubleshooting .......................................25
Error messages..................................................................... 25
Resynchronizing content .................................................. 26
Troubleshooting logs.......................................................... 26
Improving battery life ........................................................ 26

What is Mail for Exchange?
5
What is Mail for Exchange?
With Mail for Exchange, you can access the email,
calendar, contacts (address book), and tasks of your
Microsoft® Exchange account on your mobile device.
Keeping the entries on your mobile device updated with
the entries on your Exchange account is possible through
the process of synchronization.
You need an Exchange email account and your Exchange
administrator must have enabled your account for
synchronization. Contact your administrator or email
account provider for details.
Note: You can also install the standalone Company
Directory application instead of Mail for Exchange. With
Company Directory, you can search for contacts within the
company directory. The same search function is included in
Mail for Exchange as well. You cannot send Mail for
Exchange email with the standalone Company Directory.
What is synchronization?
Synchronization updates the email, calendar, contacts, and
tasks content on your mobile device with the content of
your Microsoft Exchange account. You can customize the
way you synchronize by setting up a profile in which you
can:
• Select the content you want to synchronize—email,
calendar, contacts, tasks, or any combination of the
four.
• Set up a schedule by which Mail for Exchange
automatically synchronizes. (You can also synchronize
manually at any time.)
• Resolve content conflicts during synchronization by
specifying whether the content of your account on the
Microsoft®Exchange server or your mobile device
prevails when a conflict occurs.
• Select Secure Sockets Layer (SSL) to increase the
security between your mobile device and the Exchange
server.
• Select how you want to be alerted when you receive an
email.
How do I use Mail for Exchange?
The basic steps in using Mail for Exchange are:
1Install and start Mail for Exchange on your mobile
device.
2Create a synchronization profile that controls what
and when you synchronize.

What is Mail for Exchange?
6
3Synchronize to get your email, calendar, contact, and
task entries on your mobile device from your account
on the Exchange server.
4Start to use your email, calendar, contacts, and tasks
on your mobile device.

Installing Mail for Exchange
7
Installing Mail for Exchange
Note that you should not use any other method, such as
Nokia PC Suite, to sync email, contacts, calendar entries, or
tasks after installing and using Mail for Exchange on your
device.
Simultaneous use of other methods may cause data loss,
duplication, or corruption.
Installing from Internet
You may have received an installation package on a CD or
other media, but you can get the most up to date version
from the following location:
http://businesssoftware.nokia.com/mail_for_exchange
Use your device's browser to go to the web page and fill in
the requested information. You can then download Mail
for Exchange. After the download, installation will start
automatically.
Installing from CD or other media
You may receive the installation file on a CD or other
media included with the device you purchased, or it may
be downloaded via browser or your PC.
You need an installation file named
MailForExchange_x.y.z.sis(x). The name of the file may
vary. For example, the version number (x.y.z) or the
extension (.sisx) may be different.
To install Mail for Exchange on your device you must:
1Copy the installation file onto your mobile device, for
example:
•If you downloaded the installation file to your
computer: Copy the installation file from your
computer onto your mobile device or memory card
by using a USB cable, Bluetooth, Nokia PC Suite, or
infrared file transfer. For information about where
the installation file is saved, see your mobile device’s
user guide.
•If the installation file came on a CD: Transfer the
installation file from the CD onto your desktop
computer. Then copy the installation file from your
computer onto your mobile device by using a USB
cable, Bluetooth, Nokia PC Suite, or infrared file
transfer. For information about where the
installation file is saved, see your mobile device’s
user guide.
•If the installation file came on a memory card:
Insert the card into your mobile device’s memory

Installing Mail for Exchange
8
card slot. For information about using a memory
card, see your mobile device’s user guide.
2Navigate to the installation file on your device and
open it to install Mail for Exchange.
Installing for other languages
The language used for Mail for Exchange menus and
settings is determined when Mail for Exchange is
installed. If you install Mail for Exchange and then change
the language of the device, Mail for Exchange still appears
in the originally installed language. If you want to make
the Mail for Exchange language match the language of
the device, you can re-install Mail for Exchange.
Upgrading Mail for Exchange
To upgrade to a newer version of Mail for Exchange,
acquire a new installation file and install it on your mobile
device. Doing so overwrites your current Mail for
Exchange installation while retaining your existing profile
and personal information.

Starting and exiting from Mail for Exchange
9
Starting and exiting from Mail for Exchange
Starting Mail for Exchange
To start Mail for Exchange, go to the MfE folder on your
mobile device where Mail for Exchange is installed. Select
the Mail for Exchange icon:
When you start Mail for Exchange for the first time, you
are prompted to create a profile. A profile lets you
customize how you want Mail for Exchange to work. Select
Yes to this prompt because to use Mail for Exchange, you
will need to enter some information in the profile.
A menu appears that lists categories of settings you can
set to create a profile, as shown:
•Connection. Enter information that lets Mail for
Exchange communicate with the Microsoft Exchange
server that hosts your account.
•Credentials.Enter information that identifies you to
the Exchange server.
•Sync content. Specify whether you want to
synchronize email, contacts, calendar, tasks, or any
combination of the four.
•Sync schedule. Specify when you want
synchronization to occur.
•Calendar. Specify how you want to synchronize your
calendar.
•Tasks. Specify how you want to synchronize your tasks.
•Contacts. Specify how you want to synchronize your
contacts. Specify how you want email to behave on
your device.
•Email. Specify how you want email to behave on your
device
If you want to create a profile at a later date, you can
select Options > Create Profile to access this menu again.
Exiting from Mail for Exchange
To exit from Mail for Exchange, select Exit from any Mail
for Exchange menu. Synchronization continues in the
background according to the schedule you have defined in
your profile. For more information, see “Sync schedule
settings” on page 11.

Working with a profile
10
Working with a profile
In the profile menu, select a category to display the
settings in that category. Mail for Exchange provides
default profile settings. However, you must provide a
value for all settings marked by an asterisk (*) in this user
guide.
Connection settings
In the Connection tab, you must specify at least the name
of the Microsoft Exchange server your account uses and
the Internet access point.
The Connection settings are:
•Exchange server*. The Exchange server with which
your mobile device connects. For the name of your
Exchange server, contact your system administrator or
email account provider.
•Secure connection. Note that this setting must match
the SSL setting for the server.
•Access point*. Enter the Internet access point your
mobile device will use to connect with the Microsoft
Exchange server. You must select an access point. For
information about your access point, contact your
wireless carrier.
•Sync while roaming. Synchronization while roaming
may be more expensive than synchronization at other
times. You can control the synchronization schedule
while you are roaming by selecting one of the
following:
•No. Synchronization does not occur while roaming,
unless you use steps to manually synchronize.
•Yes, on peak only. Synchronization occurs only
during the peak hours you have defined in the off-
peak hours while roaming.
•Yes, always. This is the default. Automatic
synchronization occurs according to the
synchronization schedule even while roaming.
•Use default port. Use the server default connection
port. If you select No, then you must specify a port in
the port number field that appears. To obtain the port
settings, contact your system administrator or email
account provider.

Working with a profile
11
Credentials settings
Credentials identify you to the Microsoft Exchange Server
and provide privacy:
•Username*. Field is initially empty. To obtain your
username, contact your system administrator or email
account provider.
•Password. Field is initially empty. When you enter a
password, each letter appears as an asterisk. If you do
not enter a password, you will have to enter a password
the next time you synchronize.
•Domain. Contact your system administrator or email
account provider for the domain name. The setting is
optional.
Sync content settings
You can select what to synchronize (email, contacts,
calendar, or tasks) and what to do in case of content
conflicts during a synchronization:
•Synchronize calendar. Enable or disable the
synchronization of calendar entries.
•Synchronize tasks. Enable or disable the
synchronization of contacts.
•Synchronize contacts. Enable or disable the
synchronization of contacts.
•Synchronize email. Enable or disable the
synchronization of email.
•In case of conflict. Specify whether the entries on
your mobile device or the entries on the server prevail
if a conflict occurs during synchronization. This may
occur when an item has been changed on both the
mobile device and Exchange server since the last
synchronization.
Note: If an entry is deleted on one side (server or the
mobile device) and modified on the other, the entry is
deleted regardless of this setting.
Sync schedule settings
You can configure when to synchronize based on your
schedule. With Mail for Exchange, you can set up two
synchronization schedules: peak and off-peak. For
example, if you need to have the latest updates during
business hours, you can schedule synchronization
frequently and automatically during peak hours. When
you do not need to have the latest updates all the time
(evenings and weekends), you can synchronize less
frequently or manually.
The setting selections for peak and off-peak hours are
identical:
•Manual. Synchronizations occur only when you select
Options > Synchronize.

Working with a profile
12
•Always on. If a content change occurs on the server,
the server notifies your mobile device, so you can have
the latest content. Your mobile device automatically
checks for updates on the phone every few minutes
and synchronizes changes to the server.
• Intervals ranging from every 15 minutes to every
12 hours.
When you select Always on or any of the intervals
between 15 minutes and 12 hours for peak or off-peak,
you also need to specify:
•Peak days. Which days have peak hours (Mon, Tue,
Wed, Thu, Fri, Sat, Sun).
•Peak start time. What time of day peak hours start.
Example: 8:00 am.
•Peak end time. What time of day peak hours end.
Example: 5:00 pm.
•Heartbeat interval. This is not the same as the
interval you can select for Peak sync schedule or Off-
peak sync schedule. For more information, see “Setting
heartbeat interval” on page 27.
Calendar settings
Set how you want to synchronize your calendar:
•Sync calendar back. Specify how far back in time your
calendar entries are to be synchronized. You can
specify a range of weeks or months.
•Initial sync. Specify whether you want to keep the
device’s existing calendar entries or delete those
entries and replace them with the entries from your
account on the Microsoft Exchange server when you do
the first (initial) synchronization.
Note: If you select Keep items on phone, you may end
up with duplicate calendar entries, especially if another
sync method has been used previously. However,
selecting to delete the items may result in losing
calendar entries that are stored only on your device.
Contacts settings
In the Initial sync setting, specify whether you want to
keep the contacts on the mobile device or delete those
entries and replace them with the entries from your
account on the Exchange server when you do the first
(initial) synchronization. To keep the contacts that are
already on your mobile device, select Keep items on
phone.
Note: If you select Keep items on phone, you may end up
with duplicate contact entries, especially if another sync
method has been used previously. However, selecting to
delete the items may result in losing contact entries that
are stored only on your device.

Working with a profile
13
Tasks settings
Set how you want to synchronize your tasks:
•Sync completed tasks. Specify whether you want to
synchronize your completed tasks. If you disable this
setting, only working tasks are synchronized.
•Initial sync. Specify whether you want to keep the
tasks on the mobile device or delete those entries and
replace them with the entries from your account on the
Exchange server when you do the first (initial)
synchronization. To keep the tasks that are already on
your mobile device, select Keep items on phone.
Note: If you select Keep items on phone, you may end
up with duplicate task entries, especially if another
sync method has been used previously. However,
selecting to delete the items may result in losing task
entries that are stored only on your device.
Email settings
Set how you want your email to behave:
•E-mail address. Enter your email address so Mail for
Exchange can exclude it from the list of recipients
when you select Reply > To all.
•Show new mail popup. Enable or disable an alert
popup that appears each time you receive a new email.
This setting may be affected by other settings on the
device.
•Use signature. Include the text in the Signature field
automatically within the body of the email messages
you send.
•Signature. Enter text that is appended to the email
messages you send when you enable Use signature.
•When sending mail. Select Send immediately if you
want to send email messages immediately regardless
of synchronization schedule or Send at next sync only
if you want to wait until the next scheduled
synchronization occurs.
•Sync messages back. Specify how far back in time
your email messages are synchronized. Note that a
very large number of email messages may affect the
device's performance. Reduce this setting to improve
performance.
Editing a profile
To change the settings in a profile at any time, select
Options > Edit profile.
A list of profile settings categories appears. Select the
category you want and change the values in it.
Note: Changing some values causes all synchronized data
to be temporarily removed from the device and copied
from the server. For example, changing Username or

Working with a profile
14
Domain, will cause a temporary removal of the
synchronized data.
Deleting a profile
To delete a profile, select Options > Delete profile.
If you do not create another profile, you will be prompted
to create a profile whenever you start Mail for Exchange.
Note: When you delete your profile, your contacts,
calendar items, and tasks will remain on your device.
Emails are deleted.
Creating a Company Directory
profile
You can also install the standalone Company Directory
application, without installing Mail for Exchange. With
the standalone Company Directory application, you can
search for contacts within the company directory. This
search function is available in Mail for Exchange as well.
You cannot install the standalone Company Directory
simultaneously with Mail for Exchange.
For information about how to install applications on your
device, see your mobile device’s user guide. When you
install the standalone Company Directory, the application
is saved in the Installations folder on your mobile device.
To start Company Directory, go to the Installations folder
on your mobile device. Select the Company Directory icon:
When you use Company Directory without Mail for
Exchange for the first time, you are prompted to create a
profile.
To create a profile:
• In the profile menu, select a category to display the
settings in that category.
• Enter the required information in the Connection and
Credentials settings. For more information, see
“Connection settings” on page 10 and “Credentials
settings” on page 11.
Note: When you have created the Company Directory
profile, you will have the same options under the Options
menu as described for Mail for Exchange in this user guide,
except for the options Synchronize, View log, and Full
Resync.
In addition, the device security features discussed in
connection with Mail for Exchange apply to Company

Working with a profile
15
Directory as well. For more information, see “Device
security features” on page 23.
For more information about how to use the standalone
Company Directory for searching contacts, see “Contacts
with Company Directory” on page 21.

Synchronizing your account
16
Synchronizing your account
Synchronization occurs according to the profile you have
created. However, you may still find occasions when you
need to synchronize manually or resynchronize the
content on your mobile device.
Synchronizing the first time
Synchronization occurs according to the settings you
specified under Sync schedule in the profile settings. If
you set the synchronization to Manual, you must select
Options > Synchronize to get your content for the first
time. If you set synchronization to Always on or any of
the intervals, the first synchronization occurs when you
save the profile.
For information about special settings during an initial
(first) synchronization, see “Calendar settings” on
page 12, “Contacts settings” on page 12, and “Tasks
settings” on page 13.
To synchronize at any time, independent of
synchronization schedules in the synchronization profile,
select Options > Synchronize.
Getting information about the
last sync
Select Options > View log from the main menu to see a
log of the last synchronization. The log includes
information about when the last synchronization occurred,
whether the synchronization was successful, and a
summary about which entries were synchronized.

Working with email
17
Working with email
After you have created your profile and selected to
synchronize email, Mail for Exchange automatically
creates a Mail for Exchange folder within your mobile
device’s Messaging folder, which is located on your mobile
device’s main menu.
To open an email message in the Mail for Exchange
folder, select the message. If a message is very large, only
a portion of it has been downloaded automatically. To
download the remainder of the message body, select
Options > Fetch or keep scrolling to the bottom of the
message until the remainder of the message body is
fetched.
After you open a message, you can:
• Reply to the message (Options > Reply).
• Forward the message (Options > Forward).
• Delete the message (Options > Delete).
• Use special items such as email, numbers, and URLs
(Options > Automatic find on).
• Stop using special items (Options > Automatic find
off).
To compose a new message, select, depending on your
device, either Options > Create message > Email or
Options > Create message > Mail for Exchange. Then
you can:
• Send an email message (Options > Send).
• Change the headers (Cc, Bcc and Subject) (Options >
Additional headers).
• Specify delivery settings for the message (Options >
Sending options).
• Search for a contact’s email address by entering a few
letters of the contact’s name and selecting Options >
Check names.
• Insert text from your Templates folder (Options >
Insert).
When you compose a message, you can also search for
contacts within the company directory, in addition to your
device contacts.
Use the company directory as follows:
• To add a contact from the company directory: Go to
any recipient line of the message and select Options >
Company Directory. Enter a few letters of the
contact’s first name and/or last name in the search
field and select OK. When you find the correct contact,
select Options > Add recipient. The contact is added
as a recipient in your message
• To view details of a selected contact: Select Options >
View details. Contact information of the selected
contact is displayed.

Working with email
18
• To add a selected contact to your mobile device
contacts: Select Options > Add to Contacts. The
contact, as well as the corresponding contact
information, is added to your device contacts.
If your mobile device has a QWERTY keyboard, you can use
these keyboard shortcuts after you open an email:
•rtoReply
•ftoForward
•atoReply > To all
If your mobile device has a numeric keyboard, use these
shortcuts instead:
•1toReply
•2toReply > To all
•4toForward
You can use these keyboard shortcuts with both
keyboards:
•CallkeytoSend a message being edited
• Clear key to Delete a message (while viewing message
list)
Working with email attachments
An attachment is any file sent with an email. Mail for
Exchange does not automatically download an
attachment to your mobile device when you open the
email that carries it. You can download an attachment
after you open the email. After you download the
attachment, you can open it on your mobile device, if the
device has the application associated with the attachment.
• To retrieve an attachment: Open an email that has a
paper clip icon and then select Options >
Attachments. A list of attachments in the email
appears. Highlight an attachment in the list and select
Options > Fetch. The full attachment is downloaded.
• To open an attachment: Once you have retrieved an
attachment, highlight the attachment in the displayed
list and select Options > Open. The attachment opens
only if the device has the application that is associated
with the attachment.
• To save an attachment: Once you have retrieved an
attachment, highlight the attachment from the list and
select Options > Save. A copy of the attachment is
saved to the location you select on your mobile device
(typically on your memory card).
• To delete a downloaded attachment from your mobile
device: Once you have retrieved an attachment,
highlight the attachment from the list and select
Options > Remove. The attachment is deleted from
your mobile device, not from the server. You can
download the attachment again.
• To include an attachment: In an email being edited,
select Options > Insert. Then select the location of the
file you want to attach and the file itself.

Working with email
19
Note that if you have the latest version of Quickoffice on
your device, Mail for Exchange also provides additional
attachment handling capabilities for Office attachments.
With the latest version of Quickoffice, you can do the
following:
• Open Office email attachments directly from
Quickoffice.
• Reply to email directly from Quickoffice with the edited
Office attachments included.
To purchase the latest version of Quickoffice:
• Visit www.quickoffice.com/upgrade.
• Launch Quickoffice; Use your navigation keys to select
the final tab titled Quickmanager. Select Updates &
upgrades.
For more information, visit www.quickoffice.com/MFE.
Opening attachments from Quickoffice
To open email attachments directly from Quickoffice, do
the following:
1Go to Quickoffice on your device.
2To list the Office email attachments from your Mail for
Exchange folder, select Mail for Exchange.
Note that the list contains both the attachments that
you have previously downloaded on your device and
attachments that you have not yet downloaded on your
device from the server.
3To open an attachment, select the attachment from
the list and Options > Open.
An attachment that you have previously downloaded on
your device opens automatically. To open an attachment
that you have not yet downloaded on your device, you are
prompted to retrieve the attachment from the server.
Selecting Options > Open retrieves the attachment from
the server.
The attachment opens only if the device has the
application that is associated with the attachment.
Note: You cannot delete email attachments when using
Quickoffice.
Replying with edited attachment from
Quickoffice
To reply to an email and edit an attachment directly from
Quickoffice, do the following:
1Open the email attachment from Quickoffice.
2Edit the attachment as required.
3To send the reply and the attatchment, select Reply >
To sender. To send the reply to all recipients, select
Reply > To all.
Note: If the email contains multiple attachments, only the
attachment that you have edited is attached to the reply
email. You cannot attach multiple files.

Working with email
20
Working with meeting requests
You can view and respond to a meeting request just as you
would with any other email message. However, you
cannot initiate a meeting request.
To open a meeting request in the Mail for Exchange
mailbox, select the meeting request.
• To accept a meeting request: Select Options >
Response > Accept. The meeting is added to your
device calendar if calendar entries are being
synchronized.
• To accept a meeting request tentatively: Select
Options > Response > Tentative. The meeting is
added to your device calendar if calendar entries are
being synchronized.
• To reject a meeting request: Select Options >
Response > Decline. The meeting will not be in your
device calendar.
Mail for Exchange also displays a notification if the
meeting request you open conflicts with another
appointment in your calendar.
You cannot process or remove meeting request
cancellations from your calendar using Mail for Exchange.
Working with Search
With your mobile device’s Search, you can search for
information in your contacts, notes, calendar
appointments, to-do notes, email messages, multimedia
messages, and text messages. You can also search for files
by the file names in your device memory and memory card.
Now Search works with Mail for Exchange to search for
information in Mail for Exchange emails located in the
Inbox and Sent folders. For more information about the
use of Search, see your mobile device’s user guide.
Note: The Mail for Exchange Search only applies to certain
E-series devices.
How email is synchronized
Your email is synchronized according to these rules:
• The Inbox of your account on the server is synchronized
with the Mail for Exchange folder on your mobile
device.
•TheSent folder on the mobile device is not
synchronized with the Sent Items folder of your
account on the server.