palmOne Treo 650 Service manual

Microsoft Exchange
ActiveSync®
Administrator’s Guide

Copyright
© 2005 palmOne, Inc. All rights reserved.
palmOne, HotSync, Treo, VersaMail, and Palm OS are among the trademarks or registered trademarks
owned by or licensed to palmOne, Inc. ActiveSync is a registered trademark of Microsoft Corporation. All
other brand and product names are or may be trademarks of, and are used to identify products or services
of, their respective owners.
Disclaimer and Limitation of Liability
palmOne, Inc. assumes no responsibility for any damage or loss resulting from the use of this guide.
palmOne, Inc. assumes no responsibility for any loss or claims by third parties which may arise through the
use of this software. palmOne, 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.

iii
Chapter 1: Using the Treo™ 650 Smartphone with
Exchange ActiveSync® . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
How Exchange ActiveSync works on the Treo 650 smartphone . . . . . . . . . . . . 1
Advantages of Exchange Server 2003 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
What users can do with Exchange ActiveSync and the
Treo 650 smartphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Chapter 2: System and Smartphone Requirements . . . . . . . . . . . . . . . . . . . 5
Exchange server requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Treo 650 smartphone requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Internet connection and security requirements . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Typical Exchange ActiveSync server implementation . . . . . . . . . . . . . . . . . . . . 6
For more information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Chapter 3: Setting Up an Exchange
ActiveSync®Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
How to set up an Exchange ActiveSync account . . . . . . . . . . . . . . . . . . . . . . . . . 9
On a Windows computer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
On the device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Advanced mail options on the device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Chapter 4: Synchronizing Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Retrieving email messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Calendar events and Exchange ActiveSync . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Deleting an Exchange ActiveSync account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Appendix A: Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Multiple Domains . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Using ISA 2000 or 2004 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
SSL issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Contents

Contents
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1
CHAPTER 1
Using the
Treo™ 650 Smartphone with
Exchange ActiveSync®
Mobile workers can have wireless access to Microsoft Exchange Server 2003 email
and calendar information using the Treo™ 650smartphone by palmOne with built-
in Exchange ActiveSync®technology. With this solution, companies don’t incur
additional expense and management overhead involved in evaluating,
purchasing, installing, and updating third party behind-the-firewall servers. While
these additional servers do provide some unique benefits, many businesses won’t
need more than what's offered through Exchange ActiveSync—functionality that’s
built in to Exchange Server 2003 and the Treo 650 smartphone.
With the latest mobile technology, Treo 650 smartphone users have fast and easy
access to the most current email and calendar information on the corporate
Exchange server wherever they can get a cellular signal.
How Exchange ActiveSync works on the Treo 650 smartphone
The Internet, wireless technology, mobile devices, and advanced software are
allowing mobile workers access to business information without imposing time or
location constraints, enabling them to be more competitive and have more freedom
to shift their work hours and location. Whether their business information is on the
web or on an Exchange server, mobile professionals want to access it.
The Treo 650 smartphone by palmOne has the portability and speed you won't get
from a laptop computer. A Treo smartphone is much easier to carry than a laptop,
and a Treo smartphone can be turned on and ready for work quicker than the
fastest laptop. Smartphones broaden an organization's traditional computing
model—a desktop computer accessing corporate server(s)—to include wireless
access to information on the corporate server. Mobile professionals who carry a
Treo smartphone can be connected and productive in hallways, restaurants, hotel
rooms, convention centers, or anywhere else where coverage is available.
Commercial carriers have invested heavily to expand the coverage of their
networks and increase the speed of connections, so mobile professionals can
connect quickly and stay connected. The Treo 650 smartphone is a great choice for
mobile professionals because it combines the convenience and simplicity of a

Chapter 1 Using the Treo™ 650 Smartphone with Exchange ActiveSync®
2
phone with heavy-duty enterprise security and Microsoft Exchange ActiveSync
technology, the latest in mobile wireless technology.
VersaMail®and Calendar software by palmOne preinstalled on the Treo 650
smartphone includes Microsoft Exchange ActiveSync technology, so smartphone
users can send, receive, and manage email and calendar information from the
smartphone with a wireless connection. Treo 650 smartphone users can
synchronize Exchange Server 2003 email and calendar data without going to a
desktop, plugging in a cable, and pressing a synchronize button.
This makes the Treo 650 smartphone ideal for corporate executives, sales people,
managers, field engineers, and others who need to stay on top of email and
calendar appointments while on the move. Treo smartphones connected to an
Exchange server enable users to access the information and services they need to
do high-quality work faster.
Advantages of Exchange Server 2003
Exchange Server 2003 includes built-in server support for wireless synchronization
of email and calendar information with devices that support Exchange ActiveSync,
such as the Treo 650 smartphone. The improved features, tools, and scalability of
Exchange Server 2003 help reduce costs and provide the following benefits:
■Enhanced security—The new and improved security features include
restricting access to the local Exchange server, setting restrictions on large email
messages, and preventing spam and viruses.
■Improved mobility features—The mobile and client features let users access
Exchange Server 2003 without using a Virtual Private Network (VPN). On a
Treo 650 smartphone from palmOne, mobile users have direct access to email
and calendar information on an Exchange Server 2003. Your company doesn’t
have to purchase a third-party server to manage and get email or calendar
information.
■Better management of and collaboration on documents—Exchange Server 2003
provides more ways to share documents and information. It also provides ways
to integrate that information into various supported applications.
NOTE For more information about Microsoft Exchange Server 2003, visit
www.microsoft.com/exchange.

What users can do with Exchange ActiveSync and the Treo 650 smartphone
3
What users can do with Exchange ActiveSync and the Treo 650 smartphone
The VersaMail and Calendar applications are preinstalled on the Treo 650
smartphone. These applications can synchronize directly and wirelessly with
email and calendar information on Exchange Server 2003.
With Exchange ActiveSync and the Treo 650 smartphone, users can do the
following:
■Send and receive email wirelessly. Newly composed mail is sent from, and new
mail that has arrived at the server is received onto the Treo 650 smartphone.
■Work while offline. On the Treo 650 smartphone, mail can be read, deleted,
composed, and addressed while offline, and then transferred by synchronizing
with the Exchange server when it is convenient.
■Synchronize all messages in the email Inbox.
■Synchronize only the email attachments that you want on the Treo 650
smartphone.
■Synchronize all of the email Inbox, including replies and forwarded messages.
VersaMail appends the original reply or forwarded part of the message from the
server and only the actual response is sent from the device. This reduces the
time used for sending messages and may save on data charges.
■Synchronize automatically or manually. Users can synchronize wirelessly based
on a schedule they create or synchronize manually when they want.
■Accept, tentatively accept, or decline meeting invitations. Users can respond to
meeting invitations in VersaMail software and view the meeting location and
attendees in Calendar.
■Synchronize new or updated events from Calendar. Whether users update or
create events in Calendar on the device or new events are created on the server,
the Calendar information is synchronized.
■Include time zone information for each calendar event so that events appear in
the time zone selected on the user’s smartphone.
NOTE Users can't use Exchange ActiveSync to synchronize Contacts, Tasks, or Notes
in this release.

Chapter 1 Using the Treo™ 650 Smartphone with Exchange ActiveSync®
4

5
CHAPTER 2
System and Smartphone Requirements
To synchronize wirelessly, users must have Exchange Server 2003 and the Treo™
650 smartphone by palmOne.
Exchange server requirements
Exchange Server 2003 has mobile capabilities built in and uses Exchange Server
ActiveSync technology for synchronizing with client applications. See “Typical
Exchange ActiveSync server implementation” for more information about typical
Exchange server setup.
To use Exchange ActiveSync technology with the Treo 650 smartphone, the email
server must be Exchange Server 2003 mailbox server with Outlook Mobile access
enabled. While not required, the following options are recommended:
■Front-end Exchange Server (Outlook Web Access) and/or a proxy server, such
as MS Internet Security and Acceleration Server (ISA) in conjunction with your
Exchange server
■Secure Sockets Layer (SSL) encryption
■Virtual Private Network (VPN)
NOTE Secure Sockets Layer (SSL) doesn’t have to be configured in all situations, but
using SSL is highly recommended. While access to Exchange Server 2003 email and
calendar information is possible without SSL, allowing non-secure access to
information is not recommended.
Treo 650 smartphone requirements
The Treo 650 smartphone comes with the VersaMail®3.0 and Calendar
applications preinstalled. If users want to synchronize other information, such as
Contacts, with the Treo 650 smartphone, they need to install the Palm®Desktop
software and choose to synchronize with either Palm Desktop or Microsoft
Outlook.
NOTE Outlook is Windows only, but Palm Desktop software works on Windows and
Mac computers.
CAUTION Earlier versions of the desktop software don’t work with the Treo 650
smartphone.

Chapter 2 System and Smartphone Requirements
6
Internet connection and security requirements
To use the Treo 650 smartphone to access information on the Exchange server, the
following is required:
■Each user must have active service with a mobile provider and must subscribe
to a wireless data service.
■The Exchange server must be reachable using the Internet.
■SSL or VPN are highly recommended. SSL is required by Microsoft when using
ISA Server as a proxy.
■The default SSL port on the server is set to 443. If you are using a different port,
users must enter the new port in the VersaMail client. For more information, see
Chapter 3.
Typical Exchange ActiveSync server implementation
NOTE The Microsoft website provides important information on planning and
deploying an Exchange Server 2003 system architecture. If you need information
about the prerequisites and procedures to successfully deploy and install Exchange
Server 2003 into your infrastructure, go to http://www.microsoft.com/technet/
prodtechnol/exchange/2003/library/depguide.mspx.
This section describes two typical implementations in which a Treo smartphone
connects to an Exchange Server 2003. Your corporation’s typical Microsoft
Exchange Server 2003 implementation may differ from both of these typical
implementations based on the organization's needs, system configuration, and
installed features.
The following figure shows how a Treo smartphone connects using a proxy server
and a Microsoft Exchange 2003 front-end server (Outlook Web Access). To connect
to the Exchange server via the Internet in this scenario, the Exchange server must
be reachable using SSL or VPN either to the front-end server or the proxy server.
We recommend using the SSL protocol for a secure transmission of messages that
you send and receive. By default, the Treo smartphone settings assume SSL is
turned on.

For more information
7
Your company may also use a proxy server, such as Microsoft Internet Security and
Acceleration (ISA) Server 6.0, to intercept incoming web requests from clients and
redirect them to the Exchange Server 2003 mailbox server or front-end server (if
used). ISA can perform content inspection and filtering and can use the URLScan
feature to check the incoming requests for valid commands and to reject buffer
overflow attacks.
For more information
If you would like additional information about deploying front-end servers for
Exchange Server 2003, go to www.microsoft.com/downloads/ and check for the
most current version of the article “Using Exchange 2000 Server and Exchange
2003 Front-End Servers.” From this web page, you can link to the Exchange Server
2003 Technical Library, which is the source for Exchange Server technical
documentation.
NOTE palmOne provides technical support for the Treo 650 smartphone and the
Exchange ActiveSync functionality built-into the VersaMail and Calendar
applications. Microsoft provides support to the Exchange server administrator or
network administrator for setting up and configuring the Exchange server depending
on your company’s support agreement with Microsoft.

Chapter 2 System and Smartphone Requirements
8

9
CHAPTER 3
Setting Up an Exchange
ActiveSync®Account
To begin using Microsoft Exchange ActiveSync® with the Treo™ 650 smartphone,
an account must be set up in VersaMail®. In some cases, you may want to set up a
user’s VersaMail account configuration, but each user can also set up an Exchange
ActiveSync account.
How to set up an Exchange ActiveSync account
Users on a Windows computer can quickly set up an Exchange ActiveSync account
on their computer, and then synchronize the settings to the device. Only one
Exchange ActiveSync account can be set up in VersaMail.
NOTE Because the VersaMail setup wizard is not available on the Mac, Mac users
must set up an Exchange ActiveSync account in the VersaMail application on their
device.
On a Windows computer
On a Windows computer, setting up an Exchange ActiveSync account is easy using
the VersaMail Account Setup Wizard. The wizard also has features for editing and
deleting accounts as well as setting options for synchronizing email accounts. The
following steps show how to set up an account in the VersaMail Account Setup
Wizard.
To set up an Exchange ActiveSync account (Windows only):
1. Select an option to set up the email software:
a. On the Discover Your Device screen of the software installation CD, choose
to set up an account at that time.
b. Or on the Windows desktop, select Start > Programs > palmOne > VersaMail
Setup.
2. Select the appropriate username from the drop-down list at the top of the
screen, and then select the option to create a new VersaMail email account. Click
Next.
3. Select the option to synchronize the device with a mail service from this list, and
then select Exchange ActiveSync. Click Next.

Chapter 3 Setting Up an Exchange ActiveSync®Account
10
4. Enter the basic account information:
a. Enter a descriptive name for the account.
b. Enter the account username and password.
c. Enter the email address for this account.
d. Click Next.
5. Enter the server information:
a. Enter the name of the Exchange server, the port number for the server, and
the maximum message size to download.
b. Check the boxes if the server requires authentication or a proxy server. is
used. You, as the system administrator, can provide this information to your
users.
6. (Optional) If a proxy server is used, enter the server name. Click Next.
7. (Optional) To test the account settings, click Test My Settings. Click OK after
settings have been tested.
8. Click Finish.

How to set up an Exchange ActiveSync account
11
9. Do one of the following:
– To synchronize the account information to the device, click the top button.
– To set up another email account, click the bottom button.
NOTE Only one Microsoft Exchange ActiveSync account can be set up. If
users want to set up another email account, it must be a different type.
10. Click Next.
When all accounts are set up, click Finish on the Transfer Settings screen.
On the device
If users don’t set up an account on their computer, they can use the Account Setup
screen in the VersaMail application to set up a new Exchange ActiveSync account.
The following steps show how users set up an account in the VersaMail application
on the device.
To set up an account on the device:
1. Go to Applications and select VersaMail.
2. Open the Account Setup screen:
a. Open the menus.
b. Select Accounts, and then select Account Setup.
c. Select New.

Chapter 3 Setting Up an Exchange ActiveSync®Account
12
3. Enter the basic account information:
a. In the Account Name field, enter a descriptive name.
b. Select the Mail Service pick list, and then select Exchange ActiveSync.
c. Select Next.
4. Enter the account username and password:
a. Enter the username used to access the email account.
b. Select the Password box, enter the email account password, and then select
OK.
c. Select Next.
5. Enter the account’s email address and Exchange mail server name. Select Next.
6. (Optional) Select Test My Settings to test settings for this account.
7. Do one of the following:
– Select Done to finish setup and go to the Inbox of the account you set up,
where you can begin getting and sending email.
– Select Advanced to set advanced mail options.

How to set up an Exchange ActiveSync account
13
Advanced mail options on the device
In most cases, the default advanced mail options don’t need to be changed. Users
can change the port number, uncheck the Use Secure Connection box, or enter
proxy server information. These steps show how users can change the advanced
mail options.
To set advanced mail options:
1. Set the incoming mail server options:
– Port Number—By default, the port number setting is 443. The port number
may need to change if users choose not to retrieve incoming mail over a
secure connection.
– Use Secure Connection—By default, this box is checked, meaning that
incoming mail is retrieved over a secure (Secure Sockets Layer, or SSL)
connection. Users should uncheck the box if they do not want to receive
email over an SSL connection.
2. Enter the proxy server name and port number and check the box if the server
requires authentication.

Chapter 3 Setting Up an Exchange ActiveSync®Account
14

15
CHAPTER 4
Synchronizing Accounts
In a Microsoft Exchange ActiveSync®account in the VersaMail®application, both
the email and calendar information synchronize directly with the info on the
Exchange server. The email and calendar info doesn’t synchronize with the
desktop software application, such as Palm®Desktop software or Microsoft
Outlook. Other information on the device, such as contacts, tasks, and memos,
continues to synchronize with information in the desktop software application.
Retrieving email messages
The following describes what takes place during message retrieval for an
Exchange ActiveSync account whether message retrieval is manual or using an
Auto Sync schedule.
■Wireless synchronization. Microsoft Exchange ActiveSync supports wireless
synchronization with the server only. In order to retrieve email messages and
Calendar events, users must select Sync in VersaMail to make a wireless
connection to the server. If users synchronize the device with their computer
during a HotSync®operation, info from other applications—Contacts, Memos,
and so on—is synchronized, but email messages and Calendar events are not.
■Message retrieval. When a user gets messages manually or through Auto Sync,
Microsoft Exchange ActiveSync not only retrieves email messages directly from
the server for the time interval set on the device (default is seven days)—it also
retrieves all Calendar events directly from the server for the preceding seven
days. The interval for Calendar event retrieval is always seven days, regardless
of the interval you set on the device.
TIP Users can increase the time interval for how many days’ worth of email to
retrieve so that recent messages are not removed from the device. You can
change the number of days by selecting Preferences from the Options menu
within VersaMail, selecting Delivery Option, and then selecting a different
interval. Note that the interval for Calendar event retrieval is always seven
days.
■Message removal. Microsoft Exchange ActiveSync removes any email messages
from the device that fall outside of the time interval set on the device, as well as
any Calendar events that are more than seven days old. For example, if the time
interval is set at seven days, any email messages or Calendar events that are
eight days old are removed from the device. This info is not removed from the
Exchange server.

Chapter 4 Synchronizing Accounts
16
■Email attachments. Microsoft Exchange ActiveSync accounts let users view a
list of all attachments to a message, with approximate file size, so users can
decide which ones to download. Users do not need to fully download a message
to view the list of attachments—it appears dimmed at the bottom of the message
screen whether or not the message is fully downloaded.
NOTE When a user synchronizes a Microsoft Exchange ActiveSync account, a copy
of any messages sent from the device is placed in the Sent Items folder on the
Exchange server. A copy of any messages deleted from the device are placed in the
Deleted Items folder on the server.
Calendar events and Exchange ActiveSync
In a VersaMail account that uses Microsoft Exchange ActiveSync, any new
Calendar events on the server for the preceding seven days are downloaded to the
device; any events older than seven days are removed from the device, although
they remain on the server. The interval for synchronizing Calendar events is
always seven days, even if a different interval is set on the device for synchronizing
email messages. If the interval is less than 14 days, then 2 weeks of calendar data
is removed; if the interval is more than 2 weeks, then one month of calendar data
is removed.
IMPORTANT Users cannot choose to synchronize Calendar events with Palm
Desktop software or Outlook once they set up a Microsoft Exchange ActiveSync email
account. If users want to stop synchronizing Calendar events with the server, they
must delete the Microsoft Exchange ActiveSync email account.
When synchronizing Calendar with Microsoft Exchange ActiveSync, the following
takes place:
■Time zones are always included for Calendar events when using Microsoft
Exchange ActiveSync. When synchronizing with the Exchange server and
downloading new events, the time zone information is included with each
event. If users travel to a different time zone, the event times are automatically
adjusted in Calendar on their device.
■For meetings, users can see a list of attendees to the meeting.
■Any events created on the device are synchronized to the server.
■Any events created or changed in Outlook on the user’s computer that are on
the Exchange server are synchronized to the user’s device.
■Any meeting invitations are displayed in the Inbox of the user’s Microsoft
Exchange ActiveSync account in VersaMail. When a user responds to an
invitation, the response is synchronized to the server, then synchronized from
the server to Calendar on the device.