Palm Mail User manual

Palm™ Mail
User Guide
Windows Edition

Page 2 Palm™ Mail User Guide
Copyright
Copyright © 2001 Handspring, Inc. All Rights Reserved. Handspring and the
Handspring logo are trademarks of Handspring, Inc., and may be registered in some
jurisdictions. Portions copyright © 1998-2001 Palm, Inc. or its subsidiaries. All rights
reserved. Graffiti, and HotSync are registered trademarks, and Palm and the HotSync
logo are trademarks of Palm, Inc., and are used by Handspring under license. All other
trademarks and trade names are the property of their respective owners.
Disclaimer and limitation of liability
Handspring, Inc. and its suppliers assume no responsibility for any damage or loss
resulting from the use of this handbook.
Handspring, Inc. and its suppliers assume no responsibility for any loss or claims by
third parties which may arise through the use of this software. Handspring, Inc. and its
suppliers assume no responsibility for any damage or loss caused by deletion of data as
a result of malfunction, dead batteries, or repairs. Be sure to make backup copies of all
important data on other media to protect against data loss.
Warranty and License Agreement
For warranty information and a copy of the End User License Agreement applicable to
your Handspring product, please see the Handspring web site at http://support.hand-
spring.com/esupport/forms/hsFileList.jsp?Type=Warranties. If you would like a copy
of these materials mailed to you, or if you have any questions, please contact
Handspring Customer Support.
The information included on this web site sets forth Handspring's sole and complete
warranty and software licensing obligations with respect to your Handspring product.
Use of the product indicates your acceptance of the terms of the warranty and the End
User License Agreement.
Software download available
Wireless setup and desktop synchronization software are supplied on the Handspring
CD-ROM disc. If you do not have access to a CD-ROM drive for your computer, you can
download this software from www.handspring.com.

Contents Page 3
Contents
What is Palm™ Mail?..............................................................................5
Setting up Palm Mail on the desktop ...................................................6
Using Palm Mail on your communicator...............................................8
Opening Palm Mail ...............................................................................8
Viewing e-mail items ............................................................................8
Displaying full header information ................................................9
Creating e-mail items..........................................................................10
Looking up an address .......................................................................12
Adding details to e-mail items ..........................................................13
Setting a priority ..............................................................................14
Sending a blind carbon copy .........................................................14
Adding a signature to your e-mail item ......................................15
Requesting confirmations ..............................................................16
Storing e-mail to be sent later ............................................................16
Editing unsent e-mail .....................................................................17
Draft e-mail ......................................................................................18
Filing e-mail .........................................................................................19
Deleting e-mail.....................................................................................19
Removing e-mail from the Deleted folder ...................................20
Purging deleted e-mail ...................................................................20
Message list options............................................................................20
Date column .....................................................................................21
Sorting the Message list ..................................................................22
HotSync options ..................................................................................22
Creating special filters ....................................................................24
Truncating e-mail items .................................................................28
Palm Mail menus.................................................................................29
Message menus ...............................................................................29
Options menus ................................................................................29
Index ......................................................................................................31

Page 4 Palm™ Mail User Guide

Page 5
What is Palm™ Mail?
Palm Mail is an application that lets you manage the e-mail that
you send and receive through the e-mail application on your
desktop computer. You can read, reply to, compose, and delete
e-mail on your communicator. To send or receive e-mail, you
must perform a HotSync®operation either locally, using the
HotSync cable or the infrared port on your communicator, or
remotely, using the built-in wireless modem or a network.
The key to Palm Mail is that it truly synchronizes the mail in the Inbox
of your desktop e-mail application with the mail on your
communicator. For example, if you delete e-mail items from Palm
Mail, your next HotSync operation also deletes the e-mail items from
your desktop e-mail application, so you never have to delete e-mail
items twice. Similarly, if you read an e-mail item on your
communicator and leave it in your Inbox, your next HotSync
operation marks it as read in your desktop e-mail application.
In Palm Mail, you can do the following:
■View, delete, file, and reply to incoming mail.
■Create outgoing e-mail items and drafts of e-mail items.
■Create simple or complex filters, which allow you to decide the
type of e-mail that your communicator retrieves from your
desktop E-mail application.
■Use your communicator and its HotSync cable or with infrared
communication to send and retrieve e-mail items from your
desktop e-mail application.

Page 6 Setting up Palm Mail on the desktop
Setting up Palm Mail on the desktop
Before you use Palm Mail for the first time, make sure your desktop
E-Mail application is up and running. You must also set up Palm™
Desktop software for use with your desktop e-mail application.
Palm Mail supports a number of Windows desktop e-mail
applications, such as Microsoft Outlook (version 4.0 or higher),
QUALCOMM Eudora (version 3.0.3 or higher), and Lotus cc:Mail
(versions 2.5, 6.0, and 7.0). You can see the full list of the supported
applications when you set up Palm Mail.
If your desktop e-mail application does not appear on the list, you
may still be able to manage your desktop e-mail application from your
communicator by means of special connection software, called a
conduit, that lets you synchronize your desktop e-mail application
and your communicator. Contact the vendor of your e-mail
application or visit the web site www.handspring.com for more
information.
Note: The following instructions assume that you have already
installed Palm Desktop software on your computer and that
you did not set up Palm Mail during the installation. If you
have not yet installed Palm Desktop software, install it now.
To set up Palm Mail:
1. Click Start in the Windows taskbar.
2. Highlight Programs, highlight Handspring (or Palm), and then
click Mail Setup to begin setup.
3. Follow the instructions onscreen to set up your communicator for
use with your desktop e-mail application.
To select HotSync options:
1. Click the HotSync icon in the Windows system tray (bottom-
right corner of the taskbar).
2. Choose Custom.
Tip: You can also choose Custom from the HotSync menu in
Palm Desktop software.
3. Select Mail in the list box.

Page 7
4. Click Change.
5. Click one of the following settings:
Tip: To turn off Palm Mail, select Do Nothing and then select the
Set As Default check box.
Synchronize
the files
Synchronizes the mail on your communicator and
your desktop e-mail application.
Desktop
overwrites
handheld
Replaces the mail on your communicator with the
mail in your desktop e-mail application. You should
use this option only if, for some reason, the two
inboxes get out of sync. This setting applies for only
one HotSync operation and then reverts back to the
default setting.
Do Nothing Turns off communication between your
communicator and desktop e-mail application. This
setting applies for only one HotSync operation and
then reverts back to the default setting.
Set As
Default
Changes the default setting on an ongoing basis.
(When you first set up Palm Mail, Synchronize the
files is the default setting.)

Page 8 Using Palm Mail on your communicator
To change your Palm Mail setup options:
1. Click the HotSync icon in the Windows system tray.
2. Choose Custom.
Tip: You can also choose Custom from the HotSync menu in
Palm Desktop software.
3. Select Mail in the list box.
4. Click Change.
5. Modify your settings as needed.
6. Click OK.
Using Palm Mail on your
communicator
After you enable and configure Palm Mail, you need to perform a
HotSync operation to synchronize Palm Mail with your desktop
E-Mail application. For a complete explanation of HotSync
technology, see the electronic User Guide.
Opening Palm Mail
To open Palm Mail:
1. Tap the Applications icon on Graffiti®models, or press Option
and then press Menu on keyboard models.
2. Tap the Mail icon .
Viewing e-mail items
The Message list displays a list of your incoming e-mail items, who
sent them, and the date they were received. E-mail items you’ve read
have a check next to them. High-priority e-mail items appear in bold.

Page 9
To open an e-mail item:
■Tap an e-mail item to open it.
To close an e-mail item:
■Tap Done to close the e-mail item.
Displaying full header information
By default, Palm Mail displays abbreviated header information,
which comprises only the From: and Subj: fields. The full header
provides complete information about the sender, receiver, and copied
recipients, in addition to the subject and date the e-mail item was
created. Palm Mail uses the header type you select for all your e-mail
items.
To display full header information:
1. Open an e-mail item.
2. Tap the Complete Header icon.
Tip: To redisplay the abbreviated header, tap the Abbreviated
Header icon.
Previously read
Recipient
Sender
Time and date sent
E-mail body
Subject
Header mode icons

Page 10 Using Palm Mail on your communicator
Creating e-mail items
You create e-mail items with your communicator the same way you
create e-mail with your desktop E-mail application: you identify the
recipient(s) of the e-mail item, define a subject, and create the body of
the e-mail item.
You create original e-mail items and replies in the New Message
screen. All e-mail items must, at the very least, contain information in
the To: and Subj: fields.
To create an e-mail item:
1. Tap New.
Tip: You can also create an e-mail item by tapping New from
the Message menu.
2. Enter the e-mail address of the recipient.
Note: Enter the address as if you were entering it from your
desktop e-mail application. For example, network users
sending an e-mail item to a user on the same network do
not need to add Internet information, such as
@mycorp.com.
Tap New

Page 11
3. To send a copy of this e-mail item to additional recipients, tap the
CC: field, and then enter the e-mail addresses of the additional
recipients, separating the addresses with a comma followed by a
space.
4. Tap the Subj: field and enter a subject for your e-mail item.
5. Tap the Body: field and enter the text of your e-mail item.
Tip: If the address, CC, subject, or body exceeds the capacity
of the screen display, tap the name of the field (for
example, tap “To:”) to expand that field. Tap the Done
button to return to the New Message screen.
To reply to an e-mail item:
1. Tap an e-mail item in the Message list to display it onscreen.
2. Tap Reply.
3. Select whom you want to receive the reply: Sender only, All
recipients, or someone who didn’t see the original e-mail item
(Forward).
4. Select whether you want to include original text or comment
original text.
5. Tap OK.
Tap to return to New Message screen
Tap the name of the field to open

Page 12 Using Palm Mail on your communicator
6. Enter the text of your reply.
Tip: You have several options including setting the priority.
See page 13 for details.
7. Tap Send to place your reply in the Outbox.
Looking up an address
To identify the recipient of an e-mail item, you need to enter that
person’s e-mail address. You can do this either by entering the data
directly into the field or by using the Look Up command to access the
information in your Contacts list.
To look up an e-mail address:
1. Tap either the To: or CC: field name to expand it.
2. Enter the first few letters of the last name of the person whose
address you want to find.
3. Tap Lookup.
4. If the letters you enter identify a unique listing from your Contacts
list, your communicator completes the address for you. If not, the
Lookup dialog box appears and lists all records that contain
information in an E-mail field.
Tip: You can also open the Look Up dialog box in the New
Message screen by tapping Lookup from the Options
menu or by using the Graffiti®Command stroke /L.
5. Enter the first letter of the entry you want to find to scroll to the
first entry that begins with that letter. If you write an additional
letter, the list scrolls to the first entry that starts with those two
letters. For example, writing an “s” scrolls to “Sanders,” and
writing “sm” scrolls to “Smith.”
Tap
Lookup

Page 13
6. Tap an address to select it.
7. Tap Add.
Adding details to e-mail items
Before you send your e-mail item, you can attach additional attributes
to it, such as a signature or a priority level. These features are
dependent on the desktop E-mail application you use. If your
application does not support the attribute you select, your
communicator cannot attach that attribute to the e-mail item.
The following details are available:
Note: The Priority and BCC settings are valid only for the current
e-mail item and must be set for each item you create.
Priority Flags an e-mail item as High, Normal, or Low
priority.
BCC Creates a blind carbon copy field in the New
Message screen.
Signature Attaches previously defined text as the closing of an
e-mail item. See page 15 for details.
Confirm
Read
Requests a confirmation telling you when the
e-mail item was read.
Confirm
Delivery
Requests a confirmation telling you when the
e-mail item was delivered.
Tap here to enter address in field
Tap to select

Page 14 Using Palm Mail on your communicator
Setting a priority
To set a priority for your e-mail item:
1. In the New Message screen, tap Details.
2. Tap the Priority pick list and select the priority you want.
3. Tap OK.
Tip: Your communicator can flag e-mail items with a specific
priority only if your desktop e-mail application supports this
feature.
Sending a blind carbon copy
To add a BCC field to your e-mail item:
1. In the New Message screen, tap Details.
2. Tap the BCC check box to select it.
3. Tap OK.
Tap here
Tap here
Tap to select priority

Page 15
4. Tap the BCC: field and enter an address.
Adding a signature to your e-mail item
A signature consists of information about yourself that is appended to
your e-mail item as its closing. For example, a signature can contain
your name, address, phone and fax numbers, and any other text you
want to include. By defining such information as a signature, you save
yourself the trouble of having to enter it every time you create an
e-mail item.
Adding a signature to your message is a two-part process. First, you
create your signature. Then you select the Signature option.
To create a signature:
1. Tap the Menu icon on Graffiti models, or press Menu on
keyboard models.
2. Tap Options, and then tap Preferences.
3. Tap the Signature text field and enter the text of your signature.
4. Tap OK.
BCC field
Add signature
text here

Page 16 Using Palm Mail on your communicator
To add a signature to your e-mail item:
1. In the New Message screen, tap Details.
2. Tap the Signature check box to select it and add your signature to
the e-mail item.
Note: The check box stays selected, so all subsequent e-mail
itemsyou create will also contain your signature until you
deselect the Signature option.
3. Tap OK.
Note: The signature does not display in your e-mail item; only your
recipient sees the signature.
Requesting confirmations
To receive a confirmation when your e-mail item is read:
1. In the New Message screen, tap Details.
2. Tap the Confirm Read check box to select it.
3. Tap OK.
To receive a confirmation when your e-mail item is delivered:
1. In the New Message screen, tap Details.
2. Select the Confirm Delivery check box to select it.
3. Tap OK.
Storing e-mail to be sent later
When you send e-mail from your communicator, it actually stores the
e-mail in the Outbox folder until the next time you synchronize your
communicator with your computer. During synchronization, all e-
mail stored in the Outbox folder is transferred to the Outbox folder in
your desktop e-mail application. E-mail created on your
communicator is sent out the next time you send mail from your
desktop e-mail application.
To send e-mail:
■After you create an e-mail item, tap Send.

Page 17
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. Whenyou edit an
e-mail item, your communicator 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 retrieve 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 retrieve.
3. Tap Edit.
Tap here to display folder
Tap here
to select
item
Tap to
edit item

Page 18 Using Palm Mail on your communicator
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 communicator 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 communicator opens a dialog asking if you want to
save the e-mail item. If you tap Yes, your communicator 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 on Graffiti models, or press Menu on
keyboard models.
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

Page 19
Filing e-mail
Your communicator 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 communicator, 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 on Graffiti models, or press Menu on
keyboard models.
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 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 communicator stores deleted e-mail in the Deleted folder until
you perform the next HotSync operation. If you delete an e-mail item
from the communicator, 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.

Page 20 Using Palm Mail on your communicator
Removing e-mail from the Deleted folder
You canreverse 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.
Purging deleted e-mail
Because your communicator 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 on Graffiti models, or press Menu on
keyboard models.
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.