Palmone Palmpilot Professional Organizer Handbook

							Chapter 1: Mail page 7
Synchronizing Mail with your E-Mail Application
After you have enabled and configured Mail, you need to perform
a HotSync operation to synchronize Mail with your desktop e-mail
application.  For a complete explanation of how to use the HotSync
feature, refer to the PalmPilot Handbook.
Activating Mail on your PalmPilot
You activate Mail by either selecting the Mail icon from the
Application Picker or by pushing a physical button that you have
assigned for Mail.
Note:  For more information on how to assign physical keys to
activate applications, refer to the PalmPilot Handbook.
To activate Mail
1. Tap the Applications button.  The Application Picker appears.
2. Tap the Mail icon.  The screen will change to display the
Message List screen.
or
1. Push the assigned button on the front of your PalmPilot.  The
screen will change to display the Message List screen.  For
more information on how to assign physical keys to activate
applications, refer to the PalmPilot Handbook.
Note:  When working with Mail, you can immediately change to
any other application (Address Book, etc.) of your PalmPilot by
using the front panel buttons.  Any work you have done with Mail
will be saved and will reappear when you return. 
						

							page 8PalmPilot Professional Handbook
Viewing Messages
When the Message List first appears, it lists your incoming
messages, who sent them, and the date they were received, as
shown in the following diagram:
Check means
previously readBold means
high priority
To open a message:
nTap anywhere on the message listing.  PalmPilot displays the
selected message as shown in the following diagram:
Recipient
Message
body Time and
date sentSubject SenderAbbreviated
mode selected
Messages appear by default in the abbreviated mode.  To switch
from the abbreviated mode to the full header mode, see the
Displaying Full Header Information section below.
To close a message:
nTap the Done button to close the message and return to the
Message List. 
						

							Chapter 1: Mail page 9
Message Font Size
You can modify the way messages appear by changing the screen
display to show a larger font (text) size.
To change the message font size:
nWith the message open, tap the Font button as shown in the
following diagram:
Tap to change size
Scroll bar appears
when text exceeds
screen
Tap the Font button again to revert to the normal size font in
the message.  The font size that you select will be used when
viewing all messages.
Displaying Full Header Information
By default, Mail displays abbreviated header information.  The
abbreviated header displays only the To: and From: fields.  The full
header provides complete information about the sender, receiver,
and CC: recipients, in addition to the subject and date the message
was created.  You switch between full and abbreviated header
information by tapping the Header button.
To display full header information:
nWith the message open, tap the Header button as shown in the
following diagram: 
						

							page 10PalmPilot Professional Handbook
Complete header Abbreviated header
Tap the Header button again to display the full header.  The
header type that you select will be used when viewing all
messages.
Creating Messages
You create messages with your PalmPilot the same way you create
messages with your desktop e-mail application: you identify the
recipient(s) of the message, define a subject, and then create the
body of the message.
All new messages, whether they are original or replies, are
composed in the New Message screen.  There are two ways to
access the new Message screen: by selecting the New command
from the Message menu or by tapping the New button from the
Message List View.
All fields in the New Message screen can be expanded by tapping
the name of the field, as shown in the following diagram:
Tap the name of the field to
open the expanded view
Tap to return to the
New Message screen 
						

							Chapter 1: Mail page 11
When you have completed the data entry for that particular field,
tap the Done button to return to the New Message screen.
To create a message:
1. Click New from the Message menu.  The New Message
screen appears, as shown in the following diagram:
cursor of
new message
tap New
Note:  You can also open the New Message screen by tapping
the New button from the Message List view.
2. A cursor is displayed at the To field of your new message,
representing the point where new text will appear.
Use the stylus to write Graffiti
® character strokes (or the on-
screen keyboard) to enter the e-mail address of the recipient,
as shown in the following diagram:
Note:  The address should be entered as if you are entering it
from your desktop e-mail application.  For example, local users
sending a message internally do not need to add Internet
information, such as @3com.com.
3. To send a carbon copy of this message to additional recipients,
tap anywhere in the CC field to move the cursor to that field,
then enter the e-mail addresses of the additional recipients. 
						

							page 12PalmPilot Professional Handbook
You can enter multiple addresses for this field.  Addresses
must be separated with a comma, followed by a space, as
shown in the following diagram:
4. To enter a subject for your message, tap anywhere in the Subj
field to move the cursor to that field, then enter the subject.
5. To compose the body of your message, tap anywhere in the
Body field to move the cursor to that field, then enter the body
text.
Note:  If the address, CC, subject, or body of the message exceeds
the capacity of the screen display, tap the name of the field (for
example, “Body”) to display the expanded Notes-like screen for
that field.  Tap the Done button to return to the New Message
screen.
Looking Up an Address
To identify the recipient of a message, you need to enter that
person’s e-mail address in the appropriate field of the New
Message screen.  There are two different ways of doing this: either
by entering the data directly into the field or by using the Look Up
command.
The Look Up command lets you access the information contained
in your Address Book.  To use the Look Up command, enter a few
letters of the recipient’s name in the To or CC field, then tap the
Look Up button.  If your PalmPilot can identify an unique address,
it will enter the appropriate address for you.  If not, it will display a
dialog, which contains the Address List from your Address Book.
By tapping a selection, you can enter a specific e-mail address from
your Address Book into the To or CC field of any message you are
creating. 
						

							Chapter 1: Mail page 13
Note:  The Address List displays entries sorted by Company Name
or by Last Name, depending on the sort option you select for your
Address Book.  Refer to Chapter 4: Address Book in your PalmPilot
Handbook for more information about sorting the Address List.
Tip:  You can use the command stroke /L to execute a Lookup
without opening the menus.  See the PalmPilot Handbook for more
information about the command stroke.
To look up an address:
1. From New Message screen, enter a few letters of the address
you want to look up in either the To or CC field.
2. Tap Lookup from the Options menu.  If the letters you entered
identify a unique listing from your Address Book, your
PalmPilot will complete the address for you.  If not, the
Lookup dialog appears, as shown in the following diagram:
Tap here to enter
address in fieldTap to select
Note: You can also open the Look Up dialog by tapping the
Lookup button from the To or CC expanded field view
screens, as shown in the following diagram:
Tap here 
						

							page 14PalmPilot Professional Handbook
3. Enter the first letter of the entry you want to find in your
Address List.  The Lookup feature scrolls to the first entry in
the list that begins with that letter.  If you write an additional
letter, the list will scroll to the first entry that starts with those
two letters.  For example, writing an “s” might scroll to
“Sanders,” and writing “sm” might scroll further to “Smith.”
4. Tap to select an address (so that it’s highlighted), then tap the
Add button.  The selected address will be entered in the
appropriate To or CC field.
Adding Message Details
Before you send your message, you can attach additional
attributes (called message details) to your message, such as a
signature block, or flagging the message as high priority.  These
features are dependent on the desktop e-mail application you use.
If your e-mail application does not support the message detail you
have selected, your PalmPilot will not be able to attach that
attribute to your message.
The following message details are available:
nPriority.  This option lets you flag a message as high, normal,
or low priority.
nSignature.  This option lets you attach previously defined text
as a signature block.  Creating a signature block will be
explained in a following section.
nBCC. This option creates a blind carbon copy field in the New
Message screen.  This setting is valid only for the current
message.
nConfirm Read.  This option lets you request a confirmation
telling you when the message was read.
nConfirm Delivery.  This option lets you request a
confirmation telling you when the message was delivered.
Note:  The Priority and BCC settings are only valid for the current
message and must be set with each subsequent message you
create. 
						

							Chapter 1: Mail page 15
Setting a Priority
To set a priority for your message:
1. From the New Message screen, tap the Details button.  The
Message Details dialog appears, as shown in the following
diagram:
Tap here
2. Tap the black triangle to the right of the word, Priority.  The
Priority pick list appears, as shown in the following diagram:
Tap to
select a
priority Tap here
3. Tap to select the priority you want.  The following choices are
available: Low, Normal (this is the default setting) and High.
4. Tap OK to confirm your selection and return to the New
Message screen.
Note:  Your PalmPilot can only flag messages with a specific
priority if this feature is supported by your desktop e-mail
application.
To add a BCC field to your message:
1. From the Message Details dialog, tap the BCC check box (so
that it’s checked) to add the BCC field to your message in the
New Message screen.  Tap the check box again (so that it’s
empty) to disable this feature. 
						

							page 16PalmPilot Professional Handbook
2. Tap the OK button to confirm your selection and return to the
New Message screen, which will now display a BCC field
below the CC field, as shown in the following diagram:
BCC field
3. To enter a BCC for your message, tap anywhere in the BCC
field to move the cursor to that field.  Use the stylus to write
Graffiti character strokes (or the on-screen keyboard) to enter
the subject.  If the subject exceeds the capacity of the screen
display, tap the word, “BCC,” to display the expanded Notes-
like screen for this field.  From the BCC screen, tap the Done
button to return to the New Message screen.
Adding a signature to your message
Adding a signature to your message is a two-part process: first, you
must create the text string to be used as your signature, then you
must select the signature option from the Message Detail dialog.
To create a signature:
1. Tap the Menu button.  The menu for Mail appears at the top of
the screen.
2. From the Options menu, tap the Preferences menu command.
The Preferences dialog appears, as shown in the following
diagram:
Add signature
text here