Handspring Treo 90 Handheld User Guide

							Chapter 8Page 181
To add a signature to your e-mail item:
1. In the New Message screen, tap Details.
2. Tap the Signature check box to select it and add your signature to the e-mail item.
Note: The check box stays selected, so all subsequent e-mail items you create will also 
contain your signature until you deselect the Signature option. 
3. Hold Option   and press Return   to finish.
Note: The signature does not display in your e-mail item; only your recipient sees the signature.
Requesting confirmations
To receive a confirmation when your e-mail item is read:
1. In the New Message screen, tap Details.
2. Tap the Confirm Read check box to select it. 
3. Hold Option   and press Return   to finish.
To receive a confirmation when your e-mail item is delivered:
1. In the New Message screen, tap Details.
2. Select the Confirm Delivery check box to select it. 
3. Hold Option   and press Return   to finish.
Storing e-mail to be sent later
When you send e-mail from your handheld, it actually stores the e-mail in the Outbox folder until 
the next time you synchronize your handheld with your computer. During synchronization, all e-
mail stored in the Outbox folder is transferred to the Outbox folder in your desktop e-mail 
application. E-mail created on your handheld is sent out the next time you send mail from your 
desktop e-mail application.
To send e-mail:
nAfter you create an e-mail item, tap Send. 
Editing unsent e-mail
You can make changes to an e-mail that has not yet been sent, as long as you have not yet 
performed a HotSync operation. When you edit an e-mail item, your handheld removes the item 
from the Outbox folder and takes you back to the New Message screen, where you can edit the 
item and resend it, save it as a draft, or delete it. 
						

							Page 182  Advanced HotSync® Operations
To retrieve an e-mail item:
1. In the Message list, tap Outbox from the pick list in the upper-right corner.
2. Use the scroll buttons to select the e-mail item you want to retrieve.
3. Tap Edit.
Draft e-mail
Sometimes you may not want to send an e-mail item immediately; for example, you may want to 
add additional information before sending it. Your handheld stores such e-mail items in the Draft 
folder until you are ready to edit them again.
Note: When you’re creating or editing an e-mail item, you can also save the item as a draft by 
canceling it. When you cancel an item, your handheld opens a dialog asking if you want 
to save the e-mail item. If you tap Yes, your handheld saves the item in the Draft folder.
To save an e-mail item as a draft:
1. Create an e-mail item.
2. Press Menu  . 
3. Under Message, select Save Draft (/W).
Tap here to display folder list
Tap here to 
select item
Tap to 
edit item 
						

							Chapter 8Page 183
To edit an e-mail item saved as a draft:
1. In the Message list, tap Draft from the pick list in the upper-right corner.
2. Use the scroll buttons to select the draft you want to display.
3. Tap Edit.
4. Enter your changes; then either save the e-mail item again as a draft, or tap Send to move 
the item to your Outbox folder.
Filing e-mail
Your handheld can store e-mail you receive or create in the Filed folder. The contents of this 
folder do not automatically synchronize with your desktop e-mail application during a HotSync 
operation. Your handheld, however, stores a backup copy of the Filed folder on your computer 
hard disk.
To file e-mail:
1. Open an e-mail item.
2. Press Menu  . 
3. Under Message, select File (/I).
4. Tap No to save the e-mail item and move it to the Filed folder, or tap Yes to file the item and 
keep a copy in the Inbox.
To remove e-mail from the Filed folder:
1. In the Message list, tap Filed from the pick list in the upper-right corner.
2. Tap the e-mail item you want to restore. 
3. Tap Edit to display and modify the item.
Tip: After you display and modify the e-mail item, you can send it, save it as a draft, or return 
it to the Filed folder.
Selected 
item
Tap to 
edit item 
						

							Page 184  Advanced HotSync® Operations
Deleting e-mail
Your handheld stores deleted e-mail in the Deleted folder until you perform the next HotSync 
operation. If you delete an e-mail item from the handheld, it is also deleted from your desktop e-
mail application when you perform the next HotSync operation.
To delete e-mail:
1. Open the e-mail item you want to delete.
2. Tap Delete. 
3. If you selected the Preferences option to confirm deletion, tap Yes. 
Removing e-mail from the Deleted folder
You can reverse the deletion of an e-mail item (by removing it from the Deleted folder) as long 
as you have not performed a HotSync operation or purged the contents of the Deleted folder.
To remove an e-mail item you received from the Deleted folder:
1. In the Message list, tap Deleted from the pick list in the upper-right corner.
2. Tap the e-mail item you want to restore. 
3. Tap Undelete to move the selected item to the Inbox and mark it as read.
To remove an e-mail item you created from the Deleted folder:
1. In the Message list, tap Deleted from the pick list in the upper-right corner.
2. Tap the e-mail item you want to restore. 
3. Tap Edit to display and modify the item.
Note: After you display and modify the e-mail item, you can send it or save it as a draft.
Purging deleted e-mail
Because your handheld stores deleted e-mail in the Deleted folder until you perform a HotSync 
operation, deleted e-mail can monopolize storage space. To avoid or correct this problem, purge 
the contents of your Deleted folder. E-mail that you purge is still deleted from your desktop e-mail 
application when you perform the next HotSync operation.
To purge the contents of the Deleted folder:
1. Press Menu  . 
2. Under Message, select Purge Deleted (/E).
3. Tap Yes. 
Note: You cannot restore e-mail items after you purge them. 
						

							Chapter 8Page 185
Message list options
Message list options enable you to manage the way the Message list displays information.
Folders
Your handheld provides folders for categorizing your mail. The Message list displays the e-mail 
items in the folder you select.
To select a folder:
1. Tap the pick list in the upper-right corner to open the list of folders:
2. Select the folder you want to display in the Message list screen.
Date column
The Date column is optional in the Message list. By default, the Date column is hidden to increase 
the available screen space. 
To show the Date column:
1. In the Message list, tap Show.
2. Tap the Show Date check box to select it. 
3. Hold Option   and press Return   to finish.InboxContains the e-mail from your desktop e-mail application Inbox, minus any that you 
have excluded using filtering options. See page 187 for details.
OutboxContains the e-mail you created and sent on the handheld since the last HotSync 
operation.
DeletedContains the e-mail you deleted since the last HotSync operation.
FiledContains the e-mail you want to store on the handheld.
DraftContains the e-mail you created using the handheld but are not yet ready to send.
Tap Show 
						

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Sorting the Message list
You can sort e-mail items by the date sent, by sender, or by subject.
Note: High-priority e-mail items always appear first, no matter how you sort the list.
To sort the Message list:
1. In the Message list, tap Show.
2. Tap the Sort by pick list and select one of the following options:
3. Hold Option   and press Return   to finish. 
Palm Mail HotSync options
Palm Mail’s HotSync options enable you to manage your e-mail more effectively by selecting 
which e-mail items download when you synchronize your computer and your handheld. You can 
define different settings for local and remote synchronization. For example, you may want to 
download all of your e-mail during local synchronization and only urgent e-mail during remote 
synchronization. Once defined, your handheld determines if synchronization is occurring locally or 
remotely and uses the appropriate settings for the HotSync operation.
Note: The default setting is All. So, if your e-mail Inbox has lots of messages, synchronization 
could be time consuming.
To open the HotSync Options dialog box:
1. Press Menu  . 
2. Under Options, select HotSync Options (/H).
3. Tap the Settings for pick list and select Local HotSync or Remote HotSync.DateSorts e-mail by date and displays the most recent e-mail item at the top of the 
screen.
SenderSorts e-mail by the sender’s user name and displays items in ascending 
alphabetical order, based on the first word of the From: field.
SubjectSorts e-mail by the subject and displays items in ascending alphabetical order, 
based on the first word of the Subj: field.
Tap here 
to display 
HotSync 
options  
						

							Chapter 8Page 187
4. Tap the filtering option you want to apply:
Note: The All setting does not mean that all information included in each e-mail item 
downloads to your handheld. Truncation settings (explained in a following section) for 
long e-mail items still apply. Also, Palm Mail never downloads any attachments to your 
handheld. The e-mail item and any text information appear, but the attachment is left 
in your desktop e-mail application.
5. If you selected All, Send only, or Unread, Hold Option   and press Return   to finish. If you 
selected Filter, continue to the next section.
Creating special filters
You can create special filters to control the type of e-mail items that download to your handheld 
during synchronization. Special filters work on the premise of ignoring or retrieving items that 
contain specific information in their header fields. 
To create a special filter, you must decide whether you want to ignore or retrieve certain e-mail 
items. Then, based on that decision, you must tell your handheld what it needs to look for in the 
To:, From:, and Subj: fields to single out those e-mail items. 
To access the special filter settings:
nTap the Filter box in the HotSync Options dialog box. AllDuring synchronization, all e-mail items in your desktop e-mail Inbox 
synchronize with your handheld, and all e-mail items in your handheld Outbox 
are sent to your desktop E-Mail application.
Send OnlyDuring synchronization, only the e-mail items in your handheld Outbox are 
sent to your desktop e-mail application; from there, they are sent to their 
destinations.
FilterDuring synchronization, all e-mail items in your handheld Outbox are sent to 
your desktop E-Mail application, and items in your desktop E-Mail Inbox that 
meet specific criteria download to your handheld. When you select the Filter 
setting, the HotSync Options dialog box opens and displays additional filter 
settings. See page 187 for details.
UnreadDuring synchronization, only unread e-mail items download to your handheld 
from your desktop e-mail Inbox, and all items in your handheld Outbox are 
sent to your desktop e-mail application.
Tap here to 
display Filter 
options 
						

							Page 188  Advanced HotSync® Operations
Ignoring or receiving e-mail
The first step in establishing a special filter is to determine whether you want to ignore or retrieve 
e-mail that matches the information you specify.
To define whether to ignore or receive e-mail:
nTap the pick list in the center of the HotSync Options dialog box and select one of the 
following settings:
Defining filter strings
E-mail items are filtered based on the information contained in their To:, From:, and Subj: fields. 
The information that defines what your handheld is looking for is called a 
filter string. You create 
a filter string by listing the words you want your handheld to find and separating them with either 
a comma or a space. Each word in the filter string is joined by an implicit OR, so you do not need 
to enter logical connectors like AND or OR.
To create a more complex filter, you can define filter strings for the To:, From:, and Subj: fields 
simultaneously. Your handheld joins the filter strings for these fields using an implicit AND; once 
again, you do not need to add the logical connector. Your handheld does that for you.
For example, suppose you want to receive only e-mail items from John Smith ([email protected]) 
or Jack Jones ([email protected]) concerning the Apollo Project. You would create the following 
filter strings:
In the To: field: [email protected], [email protected]
In the Subj: field: Apollo Project Ignore 
Messages 
ContainingTells your handheld to 
exclude the e-mail items that meet the criteria you 
define and download 
all other e-mail items during synchronization. In general, 
this filter downloads more e-mail during synchronization because it blocks only 
one defined subset of e-mail.
Retrieve 
Only Msgs 
ContainingTells your handheld to 
include only the e-mail items that meet the criteria you 
define and to ignore all other e-mail items during synchronization. This filter 
has the potential to block more e-mail during synchronization because it 
downloads only one subset of e-mail.
Select Filter option
Tap here  
						

							Chapter 8Page 189
Your handheld interprets this as, “Accept e-mail items about the Apollo Project from John Smith 
or Jack Jones. Do not accept e-mail items from other people. Do not accept e-mail items from 
John or Jack about any other subject.”
When you define a string, note that your handheld searches for any instance of that 
sequence of 
characters. For example, if you create a filter that retrieves only e-mail items containing the string 
“info,” your handheld considers “info,” “rainforest” and “kinfolk” appropriate matches.
To define a filter string:
1. Tap a header field in the HotSync Options dialog box. 
2. Enter your filter string, using commas or spaces to separate the words. Do not add 
connectors, such as AND or OR, between words in a string.
3. If your string exceeds the length of the field, tap the name of the field to display the Notes 
screen for that header field. For more information about header field Notes screens, see page 
176 for details.
4. Hold Option   and press Return   twice to finish.
High-priority e-mail
The Retrieve All High Priority setting lets you retrieve e-mail items marked high-priority, even if 
those items would have been blocked by a defined filter.
Tap here to 
insert cursor
Tap here 
Enter filter data 
						

							Page 190  Advanced HotSync® Operations
To retrieve high-priority e-mail items:
1. Tap the Filter box in the HotSync Options dialog box.
2. Tap the Retrieve All High Priority check box to select it. 
3. Hold Option   and press Return   to finish.
Note: This setting is applicable only if your e-mail application has the capacity to flag high-
priority e-mail items.
Truncating e-mail items
The Truncate feature lets you set a point at which long e-mail items truncate when downloading 
to your handheld. By default, this Truncate value is 4,000 characters. By truncating long 
messages, you reduce the time it takes to synchronize your desktop e-mail and Palm Mail, as well 
as the amount of storage space e-mail uses on your handheld.
Note: Truncation is separate and independent from filtering.
To truncate e-mail items:
1. Tap Truncate in the HotSync Options dialog box.
2. Tap to select the truncation setting you want. 
Tip: If you select the maximum setting, messages can be 8,000 characters; longer 
messages are truncated. If you select a lower value, you’ll have more room for e-mail 
items.
3. Hold Option   and press Return   to finish.
Tap 
check 
box
Tap 
Truncate 
Tap to
select 
maximum 
length