Blackberry Os 7 User Guide

							Email
How to: Email Composing and sending email
Send an email 1. On the Home screen, click the  Messages icon.
2.  Press the 
 key >  Compose Email .
3. In the  To field, type an email address or a contact name.
4. Type a message.
5.  Press the 
 key >  Send.
Related information
Search for a contact, 184
Personal distribution lists, 188
I can't send messages, 35
Attach a file to an email, 79
Attach a file to an email
To attach a file that is saved on your organization's network, your email account must use a BlackBerry® Enterprise Server that supports this feature. For more information, contact your administrator.
When you are composing an email, press the 
 key >  Attach  > File .
• To attach a file that is saved on your BlackBerry smartphone or media card, find and click the file. • To attach a file that is saved on your organization's network, press the 
 key >  Go To. Find and click the file. If
necessary, type the credentials that you use to connect to your organization's network.
Change the email address that you use to send messages or meeting invitations 1. On the Home screen or in a folder, click the  Options icon.
2. Click  Device > Advanced System Settings  > Default Services .
3. Change the  Messaging (CMIME)  field or the Calendar (CICAL)  field.
4. Press the 
 key >  Save.
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							Delete the disclaimer from an email
If your email account uses a BlackBerry® Enterprise Server that supports this feature, the BlackBerry Enterprise Server might
add a disclaimer to your email after you send it.
When you are composing an email, press the 
 key >  Remove Disclaimer .
To add the disclaimer again, press the 
 key >  Add Disclaimer .
Delete the original text from a reply message When you are replying to a message, press the 
 key >  Delete Original Text .
Set the importance level for an email or a PIN message that you send If you change the importance level of an email or a PIN message, a high priority indicator 
 or low priority indicator  appears
beside that message on your BlackBerry® smartphone. If the recipient's messaging application supports importance levels for messages, the importance level will also be indicated to the recipient.
1.  When you are composing an email or a PIN message, press the 
 key >  Options .
2. Change the  Importance field.
3. Press the 
 key >  Save.
Stop a message from sending You can stop a message from sending only if a clock icon appears beside the message.
1. On the Home screen, click the  Messages icon.
2. Highlight the message.
3. Press the 
 key >  Delete .
Email filters
About email filters
You can create email filters to specify which email is forwarded to your BlackBerry® smartphone and which remains in the email application on your computer.
Email filters are applied to email based on the order in which they appear in your list of email filters. If you create multiple email filters that could apply to the same email, you must decide which one should be applied first by placing that filter higherin the list.
Create an email filter
To perform this task, your work email account must use a BlackBerry® Enterprise Server that supports this feature. For more information, contact your administrator.
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							For information about completing this task for a personal email account that you have on your BlackBerry smartphone (such as
Google Mail™ or Windows Live™ Hotmail®), visit  www.blackberry.com/docs/smartphones and click the link under Email Setup.
1. On the Home screen, click the  Messages icon.
2. Press the 
 key >  Options  > Email Filters .
3. Press the 
 key >  New.
4. Type a name for the email filter.
5. Set the email filter options.
6. Press the 
 key >  Save.
Create an email filter based on a contact or subject 1. On the Home screen, click the  Messages icon.
2. Highlight an email.
3.  Press the 
 key >  Filter by  > Sender  or Subject .
4. Type a name for the email filter.
5. Set the email filter options.
6. Press the 
 key >  Save.
Options for email filters
OptionDescriptionFromSpecify one or more contacts or email addresses that the email filter should search for in the From field of your email. Separate
multiple contacts or email addresses with a semicolon (;). To specify that the email filter should search for all contacts or
email addresses that contain specific text, type the text and
use an asterisk (*) as a wildcard character to represent the rest
of the contact or email address.Sent toSpecify one or more contacts or email addresses that the email
filter should search for in the Sent To field of your email. Separate multiple contacts or email addresses with asemicolon (;). To specify that the email filter should search for all contacts or email addresses that contain specific text, typethe text and use an asterisk (*) as a wildcard character to
represent the rest of the contact or email address.SubjectSpecify the text that the email filter should search for in the Subject field of your email.User GuideMessages81 
						

							OptionDescriptionMessageSpecify the text that the email filter should search for in the
body of your email.Sent directly to meSet whether the email filter applies to email that includes your
email address in the To field.Cc to meSet whether the email filter applies to email that includes your
email address in the Cc field.Bcc to meSet whether the email filter applies to email that includes your
email address in the Bcc field.ImportanceSet the importance level of email that the email filter applies to.SensitivitySet the sensitivity level of email that the email filter applies to.ActionSet whether email that the email filter applies to is forwarded to your  BlackBerry®  smartphone. If email is forwarded, specify
whether it is forwarded with high importance or with the email
header only.
Turn on an email filter
1. On the Home screen, click the  Messages icon.
2. Press the 
 key >  Options  > Email Filters .
3. Select the check box beside an email filter.
4. Press the 
 key >  Save.
Change, prioritize, or delete an email filter 1. On the Home screen, click the  Messages icon.
2. Press the 
 key >  Options  > Email Filters .
3. Highlight an email filter.
4. Press the 
 key.
• To change an email filter, click  Edit. Change the options for the email filter. Press the 
 key >  Save.
• To prioritize an email filter, click  Move. Click the new location.
• To delete an email filter, click  Delete.
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							Synchronizing email
About synchronization and reconciliation
The wireless data synchronization feature is designed to synchronize organizer data (contacts, calendar entries, tasks, and memos) between your BlackBerry® smartphone and the email application on your computer over the wireless network.
The wireless email reconciliation feature is designed to reconcile email between your smartphone and the email application on your computer over the wireless network. When you file or delete email messages on your smartphone, these email messagesshould be filed or deleted in the email application on your computer. Likewise, any changes that you make to email messagesin the email application on your computer should be reflected on your smartphone.
In rare cases, if your smartphone doesn't recognize fields in a contact, calendar entry, or email account, some data or email
can't be synchronized or reconciled.
If wireless data synchronization isn't available on your smartphone or if you turned off this feature, you can use the BlackBerry® Desktop Software to synchronize your organizer data. For more information, see the Help in the BlackBerry Desktop Software.
Research In Motion recommends that you regularly create and save a backup file on your computer, especially before you update any software. Maintaining a current backup file on your computer might allow you to recover smartphone data if yoursmartphone is lost, stolen, or corrupted by an unforeseen issue.
Synchronize email over the wireless network You can set the Wireless Reconcile option for each email address that is associated with your BlackBerry® smartphone, whichwill synchronize your email over the wireless network.
1. On the Home screen, click the  Messages icon.
2. Press the 
 key >  Options  > Email Reconciliation .
3. If the  Message Services  field appears, set this field to the appropriate email account.
4. Select the  Wireless Reconcile  checkbox.
5. Press the 
 key >  Save.
Delete email on your smartphone and in your email application on your computer You can set the Delete On option for each email address that is associated with your BlackBerry® smartphone.
1. On the Home screen, click the  Messages icon.
2. Press the 
 key >  Options  > Email Reconciliation .
3. If the  Message Services  field appears, set this field to the appropriate email account.
4. Change the  Delete On field to Mailbox & Handheld .
5. Press the 
 key >  Save.
It takes a short period of time for email to be deleted over the wireless network.
Related information
Delete a message, 76
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							Empty the deleted items folder on your computer from your smartphone
To perform this task, your work email account must use a BlackBerry® Enterprise Server that supports this feature. For more
information, contact your administrator.
1. On the Home screen, click the  Messages icon.
2. Press the 
 key >  Options  > Email Reconciliation .
3. If the  Message Services  field appears, set this field to the appropriate email account.
4.  Press the 
 key >  Purge Deleted Items .
About synchronization conflicts A synchronization conflict occurs when you change the same email or organizer data item on your BlackBerry® smartphone and
in the email application on your computer.
If you reconcile your email using wireless email reconciliation, on your smartphone, you can set whether the email on your
smartphone or the email on your computer takes precedence when an email reconciliation conflict occurs.
If you synchronize your organizer data using wireless data synchronization, the organizer data on your computer takes
precedence over the organizer data on your smartphone when a data synchronization conflict occurs.
Research In Motion recommends that you regularly create and save a backup file on your computer, especially before you
update any software. Maintaining a current backup file on your computer might allow you to recover smartphone data if your
smartphone is lost, stolen, or corrupted by an unforeseen issue.
Related information
Some characters in calendar entries don't appear correctly after synchronization, 181
Synchronize organizer data over the wireless network, 174
Manage email reconciliation conflictsYou can set the On Conflicts option for each email address that is associated with your BlackBerry® smartphone.
1. On the Home screen, click the  Messages icon.
2. Press the 
 key >  Options  > Email Reconciliation .
3. If the  Message Services  field appears, set this field to the appropriate email account.
4. Change the  On Conflicts field.
5. Press the 
 key >  Save.
Stop forwarding email to your smartphone To perform this task, your work email account must use a BlackBerry® Enterprise Server that supports this feature. For moreinformation, contact your administrator.
1. On the Home screen, click the  Messages icon.
2. Press the 
 key >  Options  > Email Preferences .
3. If the  Message Services  field appears, set this field to the appropriate email account.
4. Clear the  Send Email to Handheld  checkbox.
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							5.Press the  key >  Save.
To forward email to your BlackBerry smartphone again, select the  Send Email to Handheld checkbox.
Viewing and replying to email
About email account icons
Depending on your wireless service plan or administrator, you might be able to associate your BlackBerry® smartphone with a work email account and one or more personal email accounts. If you associate your smartphone with more than one email
account, multiple email account icons might appear on your smartphone, in addition to the main Messages icon. For more
information about associating your smartphone with more than one email account, visit  www.blackberry.com/docs/
smartphones  and click the link under  Email Setup.
Depending on your theme, a separate icon might appear for text messages.
Preview more of grouped email messages
To display more lines of each email in a group, you must have set your BlackBerry® smartphone to group email messages by
subject.
1. On the Home screen, click the  Messages icon.
2. Click  Options > Message Display and Actions .
3. Change the  Preview Length field.
4. Press the 
 key >  Save.
View email in plain text format 1. On the Home screen, click the  Messages icon.
2. Press the 
 key >  Options  > Email Preferences .
3. If the  Message Services  field appears, set this field to the appropriate email account.
4. Clear the  Enable HTML Email  check box.
5. Press the 
 key >  Save.
Organizing your email inbox
About flags Depending on the message service that you use, you can add flags to email messages that you receive or send as a reminder to
you or the recipients to follow up with the messages. You can use flags of different colors, add follow-up notes, and set due dates so that your BlackBerry® smartphone reminds you to return to the email.
If wireless email reconciliation is turned on and your email account uses a BlackBerry® Enterprise Server that supports flags,
changes that you make to flags on your smartphone should be reflected in the email application on your computer. Likewise, changes that you make to flags in the email application on your computer should be reflected on your smartphone.
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							If wireless email reconciliation is turned off, you can still manage flags for email messages on your smartphone.
Add, change, or remove a flag
If you make changes to a flag in an email that you sent, the changes are reflected only on your BlackBerry® smartphone and are
not sent to the recipient. Depending on the message service you're using, you might not be able to do this task.
When you are composing or viewing an email, press the 
 key.
• To add a flag, click  Flag for Follow Up. Set the flag properties. Press the 
 key > Save.
• To change a flag, click  Flag Properties. Change the flag properties. Press the 
 key > Save.
• To remove a flag, click  Clear Flag.
Change how you group email messages 1. On the Home screen, click the  Messages icon.
2.  Press the 
 key >  Display Style  > Group by Subject  or Single Messages .
Hide messages from the Messages application
You can prevent messages from specific email accounts from appearing in the Messages application. You can also set a separate icon to appear on the Home screen for text messages. Depending on your theme, a separate icon might already appear by default.
1. On the Home screen, click the  Messages icon.
2.  Press the 
 key >  Options  > Inbox Management .
• To hide messages from specific email accounts, in the  Email Accounts section, clear the check box beside one or more
email accounts.
• To hide text messages, in the  Other Message Types section, clear the Text Messages check box.
3. Press the 
 key >  Save.
Change how a message inbox displays messages 1. On the Home screen, click the  Messages icon.
2. Press the 
 key >  Options  > Message Display and Actions .
• To change the order of the subject line and sender, change the  Display Order field.
• To change how messages are separated, change the  Separators field.
• To change how many messages can fit on the screen, change the  Display Message Header On field.
3. Press the 
 key >  Save.
Use color to differentiate work messages from other messages To perform this task, your work email account must use a BlackBerry® Enterprise Server that supports this feature. For moreinformation, contact your administrator.
1. On the Home screen or in a folder, click the  Options icon.
2. Click  Display > Message Categorization .
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							3. In the Message Outline Colors  section, do any of the following:
• To set an outline color for email that is sent to your BlackBerry smartphone through a BlackBerry Enterprise Server, change the  Enterprise Messages  field.
• To set an outline color for your other messages, change the  Other Messages field.
4. Press the 
 key >  Save.
Note:  PIN messages might use the outline color that you have set for your work email. For more information, contact your
administrator.
Mark a message as read or unread On the Home screen, click the  Messages icon.
• To mark a message as read or unread, highlight the message. Press the 
 key >  Mark Read  or Mark Unread .
• To mark all messages that are prior to a specific date as read, highlight a date field. Press the 
 key >  Mark Prior
Read .
Storing and filing email
About synchronization of email folders
You can add, change, or delete email folders in the email application on your computer or in the Messages application on your
BlackBerry® smartphone.
If wireless email reconciliation is turned on and your email account uses a BlackBerry® Enterprise Server that supports this feature, changes that you make to email folders are synchronized over the wireless network.
Related information
Synchronize email over the wireless network, 21
File an email
To perform this task, your work email account must use a BlackBerry® Enterprise Server that supports this feature. For more information, contact your administrator.
1. On the Home screen, click the  Messages icon.
2. Highlight an email.
3.  Press the 
 key >  File.
4. Highlight a folder.
5.  Press the 
 key >  File.
Related information
Synchronize email over the wireless network, 21
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							Add, move, rename, or delete an email folder
To perform this task, your work email account must use a BlackBerry® Enterprise Server that supports this feature. For more information, contact your administrator.
1. On the Home screen, click the  Messages icon.
2. Press the 
 key >  View Folder .
3. Highlight a folder. 4. Press the 
 key.
• To add a folder, click  Add Folder.
• To move a folder, click  Move Folder. Click the new location.
• To rename a folder, click  Rename Folder.
• To delete a folder, click  Delete Folder.
Forward messages from a specific email folder to your smartphone
To perform this task, your work email account must use a BlackBerry® Enterprise Server that supports this feature. For more
information, contact your administrator.
1. On the Home screen, click the  Messages icon.
2. Press the 
 key >  Options  > Email Preferences .
3. If the  Message Services  field appears, set this field to the appropriate email account.
4. Press the 
 key >  Folder Redirection .
5. Select the checkbox beside an email folder.
6. Press the 
 key >  Save.
Note:  If you click the  Select All menu item, all email, including email that appears in the sent items folder in the email
application on your computer, appears on your BlackBerry smartphone.
Related information
Stop storing messages sent from your computer on your smartphone, 88
Hide filed email from the message inbox
1. On the Home screen, click the  Messages icon.
2. Press the 
 key >  Options  > Message Display and Actions .
3. Select the  Hide Filed Messages  check box.
4. Press the 
 key >  Save.
Stop storing messages sent from your computer on your smartphone To perform this task, your work email account must use a BlackBerry® Enterprise Server that supports this feature. For more
information, contact your administrator.
1. On the Home screen, click the  Messages icon.
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