Palm MultiMail Deluxe Desktop Link User manual

MultiMail®Deluxe
Desktop Link Handbook

Copyright
Copyright © 2002 Palm, Inc. All rights reserved. HotSync and MultiMail are registered trademarks of
Palm, Inc. The HotSync logo, Palm, and the Palm logo are trademarks of Palm, Inc. Other product and
brand names may be trademarks or registered trademarks of their respective owners.
Disclaimer and Limitation of Liability
Palm, Inc. assumes no responsibility for any damage or loss resulting from the use of this guide.
Palm, Inc. assumes no responsibility for any loss or claims by third parties which may arise through the use
of this software. Palm, Inc. assumes no responsibility for any damage or loss caused by deletion of data as
a result of malfunction, dead battery, or repairs. Be sure to make backup copies of all important data on
other media to protect against data loss.
IMPORTANT Please read the End User Software License Agreement with this product before using the
accompanying software program(s). Using any part of the software indicates that you accept the terms of the
End User Software License Agreement.
PN: 406-4254A-US

iii
Palm™ MultiMail®Deluxe Desktop Link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
How it works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Setting up e-mail accounts on your handheld . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Securing e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
System requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Installing Desktop Link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Before you begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Installing Desktop Link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Checking the installation of Desktop Link . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Sending and receiving business e-mail on your handheld . . . . . . . . . . . . . . . . . 9
Setting up secure e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Receiving e-mail messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Using the Reminders screen for e-mail notification . . . . . . . . . . . . . . . . . . . 12
Managing e-mail messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Manually downloading messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Sending messages from your handheld . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Sending and receiving attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Filtering e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Important things to know . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Contents

Contents
iv

1
Palm™MultiMail®Deluxe Desktop Link
Palm™ MultiMail®Deluxe Desktop Link provides you with secure, wireless
access to your business e-mail from your Palm™ i705 handheld. Desktop Link
runs continuously in the background on your Windows computer.
How it works
Desktop Link relays e-mail messages wirelessly between Microsoft Outlook on
your business computer and your handheld.
For your handheld to receive messages from and send messages to Desktop Link,
it must be receiving a signal of adequate strength from the wireless network. For
more information about the radio in your handheld and checking wireless
coverage, see “Sending and receiving business e-mail on your handheld” later in
this handbook.
IMPORTANT Before installing and using Desktop Link, be sure to read “Important
things to know” later in this handbook. Understanding the issues presented in that
section ensures your successful use of Desktop Link.
Setting up e-mail accounts on your handheld
Activating Desktop Link on your desktop computer automatically creates a
Business e-mail account. This account receives e-mail from Outlook on your
business computer and can send e-mail to any e-mail address via Desktop Link.
MultiMail Deluxe can have up to eight e-mail accounts. One of these accounts is
reserved for your Business account; another is for your Palm.com account.
NOTE Desktop Link processes e-mail only for your Business account. These
messages are forwarded to only one handheld.
Business computer Palm i705 handheld
Wireless network
Desktop Link

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Securing e-mail
When new e-mail arrives in your Outlook mailbox, Desktop Link encrypts the
e-mail and securely forwards it to your handheld. MultiMail Deluxe on your
handheld decrypts the message.
Messages sent from your handheld are encrypted and sent to your desktop.
Desktop Link decrypts the messages and delivers them to the recipients.
The security key used to encrypt and decrypt messages is generated when you
install Desktop Link.
System requirements
■Pentium-class computer running Windows 98/2000/NT 4.0/XP Professional
■Microsoft Exchange Server 5.5 or 2000
■32MB of RAM minimum (64MB recommended for Windows 2000; 128MB
recommended for Windows XP)
■10MB of available hard disk space
■Microsoft Outlook 98, 2000, or XP installed and set as the default e-mail client
(see “Setting the default e-mail program” later in this handbook)
■Palm i705 handheld
■Palm USB or serial cradle (computers running Windows NT 4.0 require a serial
cradle)
NOTE Your handheld is supplied with a USB cradle. To obtain a serial cradle,
go to www.store.palm.com or contact your Palm dealer (for a list of dealers,
see www.palm.com/products/wheretobuy).
■Internet connection
Installing Desktop Link
This section describes installing Desktop Link on your business computer. The
installation has three parts:
■Activating your handheld
■Installing Desktop Link software on your business computer
■Performing a HotSync® operation to create a Business e-mail account and to
install the security key for transmitting messages
NOTE To install Desktop Link on a computer running Windows XP or Windows 2000,
you must be logged on as an Administrator or a member of the Administrators
group.

Installing Desktop Link
3
Before you begin
Before you install Desktop Link, you must set up your handheld and your
computer.
Installing Palm™ Desktop software
Install the Palm™ Desktop software on your business computer. If you are already
using a different version of Palm Desktop software, you must install the i705
Palm Desktop software from the CD-ROM that came with your handheld. This
installation provides files that your handheld requires for activation on the
wireless network.
For installation instructions, see Getting Started with Palm™ i700 Series Handhelds.
Checking activation
Check to see that the wireless service is activated on your handheld.
IMPORTANT Do not install Desktop Link on your handheld until the handheld is
activated.
To check that your handheld is activated:
1. Press and hold the Wireless button to open the Wireless Preferences screen.
2. Tap Details.
The Wireless Details screen should show Yes for Service Activated.

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If the Wireless Details screen shows No for Service Activated, you must activate
service on your handheld (see the following procedure).
To activate the wireless service on your handheld:
1. Tap the Applications icon on your handheld.
2. Tap Activate.
Enter the activation key that you received when you installed Palm Desktop
software.
If you did not record the activation key, see the procedure “How do I obtain my
activation key?” in “Troubleshooting.”
3. If activation is unsuccessful, re-install Palm Desktop software from the
installation CD-ROM.
4. If you still cannot activate your handheld, call Palm Customer Care at
847-262-PALM (7256).
For more information on activating your handheld, see Getting Started with Palm™
i700 Series Handhelds.
Obtaining your HSN and MAN numbers
During installation of Desktop Link, you are required to provide the HSN and
MAN numbers found on your handheld.
To find your HSN and MAN numbers:
1. Press and hold the Wireless button to open the Wireless Preferences screen.
2. Tap Details.
Use this activation key

Installing Desktop Link
5
When your handheld is activated (Service Activated is Yes), the Wireless Details
screen displays the HSN and MAN numbers. The HSN number also appears on
the back of your handheld.
Record the HSN and MAN numbers exactly as they appear. The HSN number
requires forward slashes, for example, nn/n/nnn/n/n/nn.
Checking radio coverage
Check that the radio in your handheld has adequate coverage (signal strength) on
the wireless network.
To check the coverage for the radio in your handheld:
■Press and hold the Wireless button .
A bar graph in the Wireless Preferences screen indicates the signal strength. The
numeric value of signal strength (0 to 100%) appears below. For successful
operation of the radio, the graph should show at least three bars (40-50% signal
strength).
NOTE If the signal strength is low, move the handheld to a different location,
place it in a window, or aim the top of the handheld (which contains the radio
antenna) in a different direction.
Obtaining your MAPI profile and password
Confirm with your system administrator your MAPI profile and password.
The MAPI profile is often MS Exchange Setting, but may also be NT Password
Authentication or None.
The MAPI profile password is the password used to log in to Microsoft Exchange.
This is usually the same password that you use to log in to your business
computer.
If you do not supply the correct MAPI profile password, Desktop Link cannot
start. See “Why can’t I start Desktop Link?” in “Troubleshooting.”
Setting the default e-mail program
Check that Microsoft Outlook is the default e-mail program on your business
computer. If Outlook is not the default e-mail program, you receive an error
message when you install Desktop Link.
To set the default e-mail client:
1. From the desktop Start menu, select Settings, select Control Panel, and then
double-click Internet Options.
2. Click the Programs tab.
3. In the E-mail field, select Microsoft Outlook.
4. Click OK.

Palm™ MultiMail®Deluxe Desktop Link
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Installing Desktop Link
After you have set up your handheld and your computer, you are ready to install
Desktop Link on your business computer. You must be connected to the Internet
during installation.
Downloading the Desktop Link installer
If you have just finished installing Palm Desktop software, the last installation
screen contains a hyperlink to the Desktop Link installer. Click this hyperlink to
download the installation program.
If you are re-installing Desktop Link or would like to install it at another time, you
can download the installer from the following URL:
www.palm.com/support/i705/desktoplink/
Installing Desktop Link
After you have downloaded the installation file, you can install Desktop Link.
To install Desktop Link:
1. Using Windows Explorer, find the MultiMail_Desktop_Link.exe file on your
computer and double-click it to start the installation.
2. Click Next and follow the instructions to install the Desktop Link files.
3. Make sure your computer is connected to the Internet.
Click to download
Desktop Link

Installing Desktop Link
7
4. Select the MAPI profile and provide the MAPI profile password (see
“Obtaining your MAPI profile and password” earlier in this handbook). Click
Next.
5. Click Next.
6. Enter the HSN and MAN numbers that you found on your handheld (see
“Obtaining your HSN and MAN numbers” earlier in this handbook), and then
click Next.
You must enter the HSN and MAN numbers exactly as they appear. The HSN
number requires forward slashes, for example, nn/n/nnn/n/n/nn.

Palm™ MultiMail®Deluxe Desktop Link
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7. When prompted, place your handheld in the cradle. Make sure the cradle is
connected to your computer. Click Next.
8. Click Next.
9. Press the HotSync button ™. If the HotSync operation appears stalled, see
“Why does the HotSync operation stop before the end of the Desktop Link
installation?” in “Troubleshooting.”
Once the HotSync operation finishes, Desktop Link installation is complete, and
the Desktop Link icon appears in the Windows system tray.
The HotSync operation creates a Business e-mail account in MultiMail Deluxe on
your handheld and installs a security key on your handheld and desktop computer
for secure exchange of messages.

Sending and receiving business e-mail on your handheld
9
Checking the installation of Desktop Link
When your Business account is successfully installed, you receive a Welcome
message in MultiMail Deluxe on your handheld.
IMPORTANT Do not proceed until you see the Welcome message in your Business
account. It may take two to five minutes for this message to appear.
To check for a Welcome message:
1. Press the MultiMail Deluxe button .
2. Tap the Menu icon .
3. Tap Accounts, and then tap Business.
4. Wait at least two minutes for the Welcome message.
5. If the Welcome message does not appear, tap Get Mail to download new
messages.
To receive this message, your handheld must have adequate wireless coverage.
Next, test Desktop Link by sending an e-mail message to yourself from your
desktop computer. The message should appear on your desktop computer and on
your handheld.
Sending and receiving business e-mail on your handheld
Once Desktop Link is installed on your business computer and you have verified
its installation, e-mail is automatically sent wirelessly between Outlook on your
business computer and MultiMail Deluxe on your handheld.
To send and receive messages on your handheld, the radio in your handheld must
be on and have adequate wireless network coverage.
There may be times when the radio in your handheld is not on, because you have
turned it off or decided to turn it on only at specific, scheduled times, or your
handheld is out of range of a wireless transmitter.
To turn on the radio in your handheld:
1. Press and hold the Wireless button .
2. Tap Always On to keep the radio on all the time, even when the handheld is
turned off.
To conserve the battery, you may want to schedule the radio to turn on and off at
specific times each day.

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To schedule the radio to turn on and off:
1. Press and hold the Wireless button .
2. Tap Scheduled.
3. Tap the Start Time and End Time fields to set when the radio turns on and off.
NOTE To learn more about using MultiMail Deluxe and setting options for sending
and receiving e-mail, see “Using MultiMail®Deluxe” in the Handbook for
Palm™ i700 Series Handhelds. This handbook is available in the Help menu of
Palm Desktop software.
Setting up secure e-mail
To prevent anyone from intercepting and reading your e-mail, Desktop Link
encrypts messages for wireless transmission. When messages reach your
handheld, MultiMail Deluxe decrypts the messages.
Messages sent from your handheld are also encrypted. On your business
computer, Desktop Link decrypts the messages and Outlook sends them to
recipients through your business network or the Internet.
Your handheld and Desktop Link share a security key for coding and decoding
messages. The HotSync Manager on your desktop computer generates and
distributes this key.
To protect your e-mail, it is recommended that your periodically change your
security key (see the following procedure).
NOTE Before you change your security key, make sure Desktop Link is running and
that you tap Get Mail on your handheld to transfer all messages (incoming and
outgoing). After you change your security key, you will not be able to read messages
that have not yet passed through Desktop Link.
To change your security key:
1. Right-click the HotSync Manager icon in the Windows system tray.
2. Select Custom, and then select MultiMail.
3. Click Change.
4. Click Synchronize Active Accounts, and then click Configure Accounts.

Sending and receiving business e-mail on your handheld
11
5. Select the Business account from the selector.
6. Select Generate Security Key, and then click OK twice.
7. Click Done.
8. Perform a HotSync operation.
Receiving e-mail messages
To receive e-mail in the Business account on your handheld, you must leave your
computer turned on with Desktop Link running. Messages are forwarded
automatically to your handheld.
When the radio in your handheld is on, you are notified of new e-mail messages.
Depending on your settings, your handheld may vibrate, the LED may blink, or
you may hear a beep to alert you. The asterisk in the upper-left corner of the
screen also blinks.
To see your e-mail:
■Press the MultiMail Deluxe button .
Tap the subject line of any message to see the rest of the message.
■Tap the blinking asterisk in the upper-left corner of any screen.
Tap a reminder to see the message.

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Icons in the MultiMail Deluxe Screen
The icons to the left of messages in the MultiMail Deluxe Inbox indicate the status
of the message.
Using the Reminders screen for e-mail notification
The Reminders screen alerts you to the following events:
■E-mails received by your Business account or your Palm.com account
■Appointments set in Date Book
■Notes created in Note Pad
■Alarms set in Clock
Your handheld receives e-mail reminders automatically. The Reminders screen
shows e-mail notifications marked with an e-mail icon .
Tap a reminder to see the associated e-mail message in MultiMail Deluxe. If the
message corresponding to this reminder is not downloaded (marked with an !),
tapping the message reminder downloads the message.
Removing reminders
Removing reminders does not delete e-mail messages. Messages remain in the
MultiMail Deluxe Inbox and in the Outlook Inbox on your desktop computer until
you specifically delete them.
Only the subject header information is
downloaded.
Only the subject header and attachment
information are downloaded.
Part or all of the message text is downloaded.
Part or all of the message text and attachment
information are downloaded.
An exclamation point (!-) to the left of a
reminder means that the e-mail message
was not automatically downloaded to your
handheld. Tap the reminder to download the
message.

Sending and receiving business e-mail on your handheld
13
To remove a single reminder:
■Tap the reminder.
To remove all reminders:
■Tap Clear All.
Turning reminders off
You can choose to not be notified of new e-mail messages.
If notification is off, messages are not automatically downloaded to your Business
account Inbox. To retrieve all new messages, tap Get Mail in MultiMail Deluxe and
wait for the messages to download.
To turn notification off:
1. Press the MultiMail Deluxe button on your handheld.
2. Tap the Menu icon .
3. Tap Options, and then tap Notification.
4. Tap Off.
5. Tap OK.
This setting applies only to the e-mail account that is selected in the MultiMail
Deluxe screen.
Setting Alerts
Reminders can also provide an alert sound or vibration for incoming e-mail
messages.
To set alerts for e-mail:
1. Press the MultiMail Deluxe button .
2. Tap the Menu icon , and then tap Options.
3. Tap Notification.
4. Tap On or Off for e-mail notification.
5. If you select On, tap Notification Sound and select an alert type:
System. This is a sound alert that you can set in Preferences (see the following
steps).
None. This selects no sound, but allows for a vibration alert and a blinking LED.
6. Tap OK.
7. Tap the Applications icon .
8. Tap the Prefs icon .
9. In the Preferences menu (upper-right corner), tap General.
10. Set the System Sound to Off, Low, Medium, or High.

Palm™ MultiMail®Deluxe Desktop Link
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11. Set Alarm Vibrate to On or Off.
12. Set Alarm LED to On or Off.
Managing e-mail messages
Receiving long messages can be time consuming. You have two ways to limit the
size of downloaded messages.
The first method downloads all messages, but shortens (truncates) those longer
than a specified size limit.
To set the maximum size of message downloads:
1. In MultiMail Deluxe, tap Get Mail, and then tap Details.
2. Enter the Max Message Size in KB.
The default size is 50KB. This is also the maximum message (40 to 50KB) that
Desktop Link can download. The size you set applies to all automatic and
manual downloads until you change this setting.
IMPORTANT If you set the maximum message size, for example, to 5KB and the
message is 10KB, Desktop Link downloads only the first 5KB. You cannot easily see
the rest of the message. To view the rest of a truncated message, see “How can I read
the rest of a message?” in “Troubleshooting.”
The second method downloads only messages less than a specified size. To limit
the size of messages that are downloaded, see “Filtering e-mail” later in this
handbook.
Deleting messages
From your handheld, you can delete messages on the handheld and on the server.
Deleting messages does not delete reminders. You must delete reminders in the
Reminders screen.
To delete messages on the handheld:
1. In the MultiMail Deluxe screen, tap a message.
2. Tap Delete.
3. In the Delete Confirmation window, tap OK.
This moves the message to the Trash.
4. Tap Done.
5. Tap the Menu icon , and then tap Message.
6. Tap Empty Trash.
7. Tap Yes.

Sending and receiving business e-mail on your handheld
15
To delete messages from Outlook and the handheld:
1. In the MultiMail Deluxe screen, tap a message.
2. Tap Delete.
3. In the Delete Confirmation window, tap Also Delete message on server, and
then tap OK.
4. Tap Done.
5. Tap the Menu icon , and then tap Message.
6. Tap Empty Trash.
7. Tap Both.
NOTE It is recommended that you delete no more than 50 messages at a time in
Outlook (on the server). Deleting more than 50 messages may cause a time out error
and may prevent deletions on the server.
Manually downloading messages
If the radio in your handheld is off or out of range for wireless reception, Desktop
Link stores incoming messages from Outlook. When your handheld again has
radio reception, most messages are automatically downloaded.
In some cases, messages are not automatically downloaded. The Reminders screen
marks these message with an exclamation point, for example, !-Message text....
To manually download messages:
■Tap the reminder that is marked with an exclamation point.
This downloads the corresponding message and all other messages that
Desktop Link did not automatically download.
■In any MultiMail Deluxe mailbox, tap Get Mail. You have the choice of
downloading only the message subjects or the complete message.
This downloads all pending messages.
■In the MultiMail Deluxe screen, tap the diamond symbol to the left of the
message.
This selects the message, and the diamond changes to a check mark.
Tap the Menu icon , and then tap Message.
Tap Get Message.
This is useful for downloading full messages when only subjects were
previously downloaded.

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All of these methods transfer outgoing messages, stored in the MultiMail Deluxe
Outbox, to the recipients by way of Desktop Link on your business computer.
NOTE If your radio has been off or out of range for an extended time, you may not
see notifications for some messages. However, you can still download these
messages.
Sending messages from your handheld
You can reply to messages that you receive on your handheld or you can compose
new messages.
Outgoing messages pass through your business desktop computer and Desktop
Link messages appear briefly in the Outlook Inbox. You may not see these
messages as they pass through the Inbox. If you do see a Desktop Link message,
do not delete it.
Copies of e-mail messages sent from your handheld are placed in your Outlook
Sent folder.
The maximum size of an outgoing message, including attachments, is 4KB.
To send an e-mail message:
1. Press the MultiMail Deluxe button .
2. Tap New.
3. Tap the To field and enter an e-mail address.
4. Tap the Subject field and enter a subject.
5. Tap the area below the Subject field and enter the text of your message.
6. Tap Send.
For more information on sending e-mail, see “Using MultiMail®Deluxe” in the
Handbook for Palm™ i700 Series Handhelds. You can find the handbook in the Help
menu of Palm Desktop software (see the following procedure).
To use the Handbook for Palm™ i700 Series Handhelds:
1. Start Palm Desktop software.
2. From the Help menu, select i705 Handbook.
The handbook opens in Acrobat Reader.
Addressing messages
If the person to whom you’re addressing a message is listed in your company’s
corporate Exchange directory, or if that person is listed in your personal Outlook
address list, you can address e-mail using an Outlook display name, for example,
John Hazen. Otherwise, you must specify the recipient’s full address, for example,
[e-mail].