palmOne VersaMail User manual

User Guide for the
VersaMail® Application

VersaMail®application ii
Copyright and Trademark
© 2004 palmOne, Inc. All rights reserved.
palmOne, HotSync, the HotSync logo, Palm, Palm OS, the Palm logo, and VersaMail are among the
trademarks or registered trademarks owned by or licensed to palmOne, Inc. All other brand and product
names are or may be trademarks of, and are used to identify products or services of, their respective owners.
palmOne, Inc. uses the Bluetooth wireless technology trademark under express license from
Bluetooth SIG, Inc. ActiveSync is a registered trademark of Microsoft Corporation.
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.
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.
Software Download Available
Palm®Desktop software is supplied on a CD. If you do not have access to a CD drive for your computer, you
can download Palm Desktop software from www.palmOne.com/intl/support.
IMPORTANT
[!]

VersaMail®application iii
Table of Contents
Chapter 1: Introduction ...........................................................1
Upgrading an existing email account ........................................................2
About email accounts...................................................................................3
Chapter 2: Working with Email Accounts ............................7
Transferring settings from an existing account ........................................8
Creating an account....................................................................................10
Editing an account ......................................................................................26
Deleting an account ....................................................................................28
Adding ESMTP to an account ....................................................................29
Chapter 3: Getting and Reading Messages ........................30
Getting email messages.............................................................................30
Auto Sync with notification........................................................................31
Inbox icons in the VersaMail application..................................................37
Setting preferences for getting messages................................................37
Reading email messages ...........................................................................40
Adding or updating a contact directly from a message .........................41
Chapter 4: Sending Email Messages ..................................42
Sending an email message........................................................................42
Addressing a message ...............................................................................44
Attaching a personal signature..................................................................47
Chapter 5: Managing Your Messages .................................49
Working with email folders........................................................................49
Forwarding an email message .................................................................55
Replying to an email message ..................................................................56
Working with URLs, email addresses, and phone numbers
in a message .........................................................................................59

VersaMail®application iv
Deleting a message ....................................................................................59
Emptying the trash .....................................................................................62
Marking messages as read or unread .......................................................64
Chapter 6: Working with Attachments ...............................66
Working with a downloaded attachment .................................................67
Attaching files to outgoing messages.......................................................70
Chapter 7: Advanced Topics .................................................73
Creating and using filters ...........................................................................73
Setting connection preferences.................................................................79
Setting server preferences .........................................................................80
Changing email header details ..................................................................82
Synchronizing IMAP mail folders wirelessly ............................................83
Working with root folders ..........................................................................85
Using Secure Sockets Layer (SSL) ............................................................86
Chapter 8: Working with Microsoft Exchange
ActiveSync® ...........................................................................87
What do I need to use Microsoft Exchange ActiveSync? ........................87
How does a Microsoft Exchange ActiveSync email account
differ from other accounts? .................................................................88
Setting up a Microsoft Exchange ActiveSync account ............................89
Getting email messages.............................................................................97
Previewing attachments.............................................................................99
Working with meeting invitations .............................................................99
Working with Calendar events.................................................................102
Chapter 9: Common Questions .........................................104
Index ......................................................................................107

VersaMail®application 1
CHAPTER 1
Introduction
You already know how efficient email
is for staying in touch with personal
and business contacts. Now the
VersaMail®application brings you a
new level of convenience: email on the
go. Enjoy the ease and speed of
communicating with friends, family,
and colleagues anywhere you can
make an Internet connection.
You can email photos to your friends
and family. Or, use Documents on your
device to create Microsoft Word or
Excel files, and send them to your
colleagues. You can also receive any of
these file types as attachments to view
and edit at your convenience.
Benefits
• Access email on the go
• Send and receive photos, sound files,
Word and Excel files, and more
• Save messages from your computer
to view at a convenient time
I
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hi
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h
apter
Upgrading an existing email
account
About email accounts

VersaMail®application 2
CHAPTER 1 Introduction
Upgrading an existing email account
If you already use the VersaMail application on a different device and wish to keep your username,
you can upgrade your existing email account for use on your new device.
0
1Synchronize your new device
with your computer. Select the
username associated with your
old device; this contains your
existing account information.
2On your device, go to Applications and select VersaMail .
3Select Yes to accept the upgrade.
Done

VersaMail®application 3
CHAPTER 1 Introduction
About email accounts
The VersaMail application is software that lets you use your device to access email from an
account with an email provider (either an Internet service provider (ISP) such as Earthlink or
Yahoo! or a wireless carrier) or from your corporate email account. For each email account you
want to access, you must set up an account in VersaMail. For example, if you have an Earthlink
account and a corporate account, set up one account for each in VersaMail.
After you set up an account, you can send and receive email directly to and from your device
wirelessly. Or you can download new messages from your computer to your device—and upload
messages from your device to be sent from your computer’s email program—when you
synchronize.
You must have an account with an email provider or a corporate account.
VersaMail works with these accounts to transfer messages to and from your device. The
application is not an email service provider.
Using an email provider
If you are setting up a new email account and have a well-known email provider (ISP or wireless
carrier) such as Earthlink or Yahoo!, many of the settings you need during account setup are
automatically filled in.
For other ISPs, you need the following information:
• Your email address and password
• The protocol used for incoming mail, such as Post Office Protocol (POP) or Internet Message
Access Protocol (IMAP)
Some free web-based email providers such as Hotmail do not support either the POP or
the IMAP protocol. You cannot use VersaMail to download messages to your device from an
account with one of these providers.
• The name of the incoming mail server
Did You Know?
You can create up to eight
email accounts.
Did You Know?
The VersaMail application
provides strong 128-bit
AES encryption for your
password.
Tip
Go to your email
provider’s website or
contact their customer
support to obtain the
setup information you
need.
IMPORTANT
[!]
NOTE

VersaMail®application 4
CHAPTER 1 Introduction
• The name of the outgoing mail (Simple Mail Transfer Protocol, or SMTP) server
• Your account’s security feature (if it has one), such as Secure Sockets Layer (SSL), Authenticated
Post Office Protocol (APOP), or Extended Simple Mail Transfer Protocol (ESMTP)
Using a corporate email account
If you want to access email on your device using your corporate email account, you create this
account in exactly the same way as any other account, with one exception: For a corporate email
account, you may need to set up a virtual private network (VPN).
If your company has a Bluetooth®network located behind the corporate firewall, or if you are
using an 802.11b (also called Wi-Fi) SDIO card (sold separately) in your device and your company
has an 802.11b network located behind the corporate firewall, you may not need to set up a VPN to
access your corporate email account. See the next section for details.
To set up a corporate email account, you need certain information. Check with your company’s
server administrator to obtain the following:
Username and password This might be your Windows username and password, your Lotus
Notes ID username and password, or something else.
Protocol Most corporate mail servers use the IMAP protocol for retrieving mail. In rare cases,
your company server may use the POP protocol.
Some corporate mail servers do not use either protocol. If so, you cannot send and
receive email wirelessly using VersaMail. You can, however, synchronize email on your device
with email in Outlook or Lotus Notes on your computer.
Incoming and outgoing mail server settings Check with your company’s server administrator to
obtain these settings.
If your corporate mail system uses Microsoft Exchange Server 2003, you may be able to
set up an account that uses Microsoft Exchange ActiveSync on your device. For more information,
see Working with Microsoft Exchange ActiveSync®.
»
Key Term
Firewall A system set up
to protect against
unauthorized access into
a private network.
Did You Know?
With a corporate email
account, you may be able
to access Microsoft
Exchange, IBM Lotus
Domino, or Sun iPlanet
mail servers, among
others.
NOTE
NOTE

VersaMail®application 5
CHAPTER 1 Introduction
VPNs
If you want to access email on your device using your corporate email account, you may need to
set up a virtual private network (VPN) on your device. A VPN enables you to log in to your
corporate mail server through the company’s firewall (security layer). Without a VPN, you cannot
pass through the firewall to gain access to the mail server.
You need to set up a VPN to access corporate email in either of the following two situations:
• Your company’s wireless local area network (LAN) is located outside the firewall.
• Your company’s wireless LAN is located inside the firewall, but you are trying to access the
network from outside the firewall (for example, from a public location or at home).
Check with your company’s server administrator to see if a VPN is required to access the corporate
network.
Your device software installation CD contains a link to download the VPN software for the device.
Once you download the software, you set up a VPN connection in Preferences on your device. If
you are using a VPN connection, make sure the connection is on in VersaMail. In the message list,
open the Options menu, and then select Turn VPN On.
The Auto Sync feature in VersaMail may not work with a VPN connection.

VersaMail®application 6
CHAPTER 1 Introduction
Connecting to a VPN
After you set up a VPN, you need to connect to it in order to retrieve email messages from your
corporate mail server. You must do this each time you open VersaMail to retrieve messages from
the server.
0
0
1Go to Applications and select VersaMail .
2Connect to your VPN:
a. Open the menus .
b. Select Options, and then select Connect VPN.
c. Enter the username and password you use to log in to the VPN.
d. Select OK.
Done

VersaMail®application 7
CHAPTER 2
Working with Email Accounts
Before you can use the VersaMail®application with a given email account, you need to set up the
account in VersaMail. If you have multiple email accounts, you must set up a VersaMail account
for each one. You have three setup options:
• On a Windows computer, if the email account is already set up on your computer—for example,
if you use Outlook Express on your computer to access your Earthlink account—you can transfer
the account settings to your device in just a few steps.
• On a Windows computer, if this is a new account, you can quickly set up the account on your
computer and synchronize the information to your device.
• For either a new or an existing account, you can set up the account directly on your device.
If you are setting up a Microsoft Exchange ActiveSync®account to synchronize email and Calendar
information with Microsoft Exchange Server 2003, see Working with Microsoft Exchange
ActiveSync®for setup instructions.
If you plan to synchronize your new device with an existing username from
another device, you must do so before you enter your email account information in VersaMail. If
you enter the email account information first and then synchronize your device to an existing
username, the email account information you entered is overwritten.
I
n t
hi
s c
h
apter
Transferring settings from an
existing account
Creating an account
Editing an account
Deleting an account
Adding ESMTP to an account
IMPORTANT
[!]

VersaMail®application 8
CHAPTER 2 Working with Email Accounts
Transferring settings from an existing account
WINDOWS ONLY
0
1Select the option to set up your email software on the final screen of software
CD installation. Or select Start > Programs > palmOne > VersaMail Setup.
2Select your 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.
3Select the option to synchronize with an email account detected on your PC,
and then select the account from the list. Click Next.
4Enter the basic account
information:
a. In the Name this account field,
enter a descriptive name or
use the one shown.
b. In the Enter your Password
field, enter your email
account password.
c. Click Next.
Continued
Did You Know?
Your username and email
address are already
entered based on the
account settings
VersaMail finds on your
computer.

VersaMail®application 9
CHAPTER 2 Working with Email Accounts
5Select whether to synchronize
the information for this account
to your device or to set up
another account, and then click
Next.
6When you are finished setting up
all accounts, click Finish.
7Synchronize to transfer all account information to your device.
Done

VersaMail®application 10
CHAPTER 2 Working with Email Accounts
Creating an account
The steps for setting up an account on your computer depend on whether you are using a
common email provider such as Earthlink or Yahoo!, or whether you are using a less-common
provider.
Setting up an account on your computer: Common providers
WINDOWS ONLY
The settings for many common providers are already included in VersaMail. If you have an
account with one of these providers, you just need to enter your username and password during
account setup.
0
0
1Select the option to set up your email software on the final screen of software
CD installation. Or select Start > Programs > palmOne > VersaMail Setup.
2Select your 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.
3Select the option to synchronize with a mail service from this list, and then
select your mail service from the list. Click Next.
Continued

VersaMail®application 11
CHAPTER 2 Working with Email Accounts
4Enter the basic account
information:
a. Enter a descriptive name for
the account or use the one
shown.
b. Enter your account username
and password. Your email
address will be entered
automatically based on the
username you enter.
5[ & ] OPTIONAL Do one of the following:
•Toenteradvanced settings for this account, click Advanced Settings.
• To test the account settings you have entered, click Test My Settings. Click OK
after settings have been tested.
6Click Next.
Continued
Did You Know?
Your incoming and
outgoing server settings
and whether the account
needs ESMTP
authentication are
already entered based on
the account type you
select.

VersaMail®application 12
CHAPTER 2 Working with Email Accounts
7Select whether to synchronize
the information for this account
to your device or to set up
another account, and then click
Next.
8When you are finished setting up
all accounts, click Finish.
9Synchronize to transfer all account information to your device.
Done

VersaMail®application 13
CHAPTER 2 Working with Email Accounts
Setting up an account on your computer: Other providers
WINDOWS ONLY
0
1Select the option to set up your email software on the final screen of software
CD installation. Or select Start > Programs > palmOne > VersaMail Setup.
2Select your 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.
3Select the option to synchronize with a mail service from this list, and then
select Other. Click Next.
4Select the protocol for this account. Check with your system administrator if
you do not know the protocol.
Continued
»
Key Term
Protocol Settings your
email provider uses to
receive email messages.
Most providers use the
Post Office Protocol
(POP); a few use the
Internet Message Access
Protocol (IMAP).

VersaMail®application 14
CHAPTER 2 Working with Email Accounts
5Enter the basic account information:
a. Enter a descriptive name for the account.
b. Enter your account username and password.
c. Enter your email address for this account.
d. Click Next.
6Enter the names of the incoming and outgoing mail servers for this account,
whether the account requires Extended Simple Mail Transfer Protocol (ESMTP),
and, if so, the username and password required for ESMTP. Check with your
email service provider for this information.
7[ & ] OPTIONAL Do one of the following:
•Toenteradvanced settings for this account, click Advanced Settings.
• To test the account settings you have entered, click Test My Settings. Click OK
after settings have been tested.
8Click Next.
Continued
Did You Know?
Your incoming mail
server is also called your
POP or IMAP server; your
outgoing mail server is
also called your SMTP
server.

VersaMail®application 15
CHAPTER 2 Working with Email Accounts
9Select whether to synchronize the information for this account to your device or
to set up another account, and then click Next.
10 When you are finished setting up all accounts, click Finish on the Transfer
Settings screen.
11 Synchronize to transfer all account information to your device.
Done

VersaMail®application 16
CHAPTER 2 Working with Email Accounts
Entering advanced account settings on your computer
When you set up an account, VersaMail automatically enters advanced settings such as incoming
and outgoing server names, any authentication required, maximum message size, and so on. You
can check the advanced settings to verify that VersaMail entered the information you want, or if
you want to change a default entry—for example, to change the maximum message size.
0
1Click Advanced Settings on the Account Information screen.
2Click the General tab and verify
or edit any of the following settings:
Synchronize Local Notes (Lotus
Notes accounts only) Check the box
to synchronize with the local copy of
Notes on your computer. You are
prompted to enter your Lotus Notes
ID and password. Click Browse if
you need to locate your Notes ID.
Enable HotSync synchronization
By default, this box is checked,
meaning you can both send and
receive email wirelessly and
transfer messages to your device
from your computer when you
synchronize. If you uncheck the
box, you can send and receive email wirelessly only.
Continued
Did You Know?
The POP protocol does
not support retrieval of
unread mail only from the
server. If you have a POP
email account, VersaMail
downloads all messages
from the server
regardless of whether
you have read them (for
example, on your desktop
or on the web), and
regardless of whether
this box is checked.
Did You Know?
The Desktop Connection
field displays the mail
client you use to
download messages to
you computer—for
example, Microsoft
Outlook, Lotus Notes, and
so on—based on the
settings VersaMail
detects. If no client is
detected, VersaMail
displays Direct POP or
Direct IMAP connection
to server, depending on
your account protocol.
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