Palmone Palmpilot Professional Organizer Handbook

							Chapter 1: Mail page 17
3. To enter text to be used as your signature, tap anywhere in the
Signature Text 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.  You can enter up to six lines of
text for this field.  Tap the OK button to confirm your selection
and return to the previous screen.
To add a signature to your message:
1. From the New Message screen, tap the Details button.  The
Message Details dialog appears.
2. Tap the Signature check box (so that it’s checked) to add a
signature to the end of your message.  Tap the check box
again (so that it’s empty) to disable this feature.
3. Tap the OK button to confirm your selection and return to the
New Message screen.
Note:  The signature block is not displayed in your message; only
your recipient sees the signature block.
Requesting Confirmations
To receive a confirmation that your message
has been read:
1. From the New Message screen, tap the Details button.  The
Message Details dialog appears.
2. Tap the Confirm Read check box (so that it’s checked) to
request a confirmation that your message has been read by
the recipient.  Tap the check box again (so that it’s empty) to
disable this feature.
3. Tap the OK button to confirm your selection and return to the
New Message screen. 
						

							page 18PalmPilot Professional Handbook
To receive a confirmation that your message
has been delivered:
1. From the New Message screen, tap the Details button.  The
Message Details dialog appears.
2. Tap the Confirm Delivery check box (so that it’s checked) to
request a confirmation that your message has been delivered
to the recipient.  Tap the check box again (so that it’s empty)
to disable this feature.
3. Tap the OK button to confirm your selection and return to the
New Message screen.
Sending Messages
When you send a message from your PalmPilot, it is stored in the
Outbox folder until the next time you synchronize your PalmPilot
organizer with your PC.  During synchronization, depending on
your desktop e-mail application, all messages stored in the Outbox
may be transferred to the desktop Outbox folder.  Messages
created on your PalmPilot are transmitted the next time you send
mail from your desktop e-mail application.
To send a message:
nAfter you have created a message (which must, at the very
least, contain information in the To and Subject fields) tap the
Send button from the New Message screen.  Your PalmPilot
stores that message in the Outbox folder until the next time
you perform a HotSync operation.
Editing an Unsent Message
You can edit or make changes to a message that has not yet been
sent, as long as you have not yet performed a HotSync operation.
When you edit a message, your PalmPilot removes the message
from the Outbox folder and takes you back to the New Message
screen, where you can edit the message and resend it, save it as a
draft, or cancel it. 
						

							Chapter 1: Mail page 19
To retrieve a message:
1. Tap the black triangle or the word in the right corner of the
header.  A folder pick list appears as shown in the following
diagram:
Tap OutboxTap to display
the folder list
2. Tap Outbox.  The Message List will display the messages
contained in the Outbox.
3. Tap the entry of the message you want to retrieve to display
the message, as shown in the following diagram:
Tap to
retrieve message
Tap message to select
4. Tap the Edit button to remove the message from the Outbox
folder and place the message back in the New Message
screen. 
						

							page 20PalmPilot Professional Handbook
Draft Messages
There are times when you may not want to immediately send a
message you have composed — for example, you may want to add
additional information before sending it.  Your PalmPilot enables
you to save such messages as drafts.  Draft messages are stored in
the Draft folder until you are ready to edit them.  Once edited, a
draft becomes a new message again.
Note:  You can also save a message as a draft by canceling it.
When you cancel a message, your PalmPilot displays a dialog,
asking you if you want to save the message as a draft.  If you tap
the Yes button, your PalmPilot will save your message as a draft.
To save a message as a draft:
1. From the New Message screen, tap the Menu button to
display the Mail menu options.
2. From the Message menu, tap the Save Draft command.  Your
PalmPilot saves the message as a draft and immediately moves
it to the Draft folder.
To edit a message saved as a draft:
1. Tap the word in the right corner of the header.  A folder pick
list appears.
2. Tap Draft.  The Message List will display the messages
contained in the Draft folder.
3. Tap the entry of the draft you want to display, as shown in the
following diagram: 
						

							Chapter 1: Mail page 21
Tap to edit draft in the
New Message screenTap to select
4. Tap the Edit button.  Your PalmPilot moves your draft to the
New Message screen.
Once your draft is displayed in the New Message screen, your
message changes from a draft to a new message.  As such, you
must save it again as a draft to return it to the Draft folder, or tap
the Send button to move the message to your Outbox folder if you
are now ready to send it.
Filing a Message
Any message that you receive or create can be stored as a filed
message on your PalmPilot.  The contents of this folder are not
automatically synchronized to your desktop e-mail system during a
HotSync operation.  However, your PalmPilot does store a back-up
copy of the Filed folder on your desktop hard drive.
To file a message:
1. From the message view of the message, tap the Menu button
to display the Mail menu options.
2. From the Message menu, tap the File command.  Your
PalmPilot saves the message as a filed message, and moves it
from its previous folder to the Filed folder.
3. Tap the Done button to confirm your selection and close the
message view. 
						

							page 22PalmPilot Professional Handbook
Message List View Options
Message List View Options enable you to manage the way
information is displayed in the Message List.
Folders
PalmPilot provides five different folders, each pertaining to a
particular mail category.  The Message List displays the messages
contained in the folder you select.  Folders provide an efficient way
to manage the mail you send and receive.
To select a folder:
1. Tap the black triangle or the word in the right corner of the
header.  A pick list appears as shown in the following diagram:
Tap to select a folder
The following subject folders are available:
nInbox.  This folder contains the mail from your desktop
Inbox, minus any that you have excluded using filtering
options.  Filtering options will be explained in a following
section.
nOutbox.  This folder contains the mail you have created on
the PalmPilot and sent to the address indicated since the last
HotSync operation.
nDeleted.  This folder contains the messages you have deleted
since the last HotSync operation.
nFiled.  This folder contains the messages you want to store on
the PalmPilot.
nDraft.  This folder contains the messages you have created
using the PalmPilot but are not yet ready to send. 
						

							Chapter 1: Mail page 23
2. Tap to select the folder you want.  The Message List will
change to reflect your folder selection.
Date Column
The Date Column is optional in the Message List.  The Date
Column is hidden by default to increase the available screen
display space.  To display the date column, check the Show Date
box in the Show Options dialog.
To show the Date Column:
1. From the Message List, tap the Show button. The Show
Options dialog appears, as shown in the following diagram:
Tap Show
2. Tap the Show Date check box (so that it’s checked) to show
the Date Column.  Tap the check box again (so that the check
disappears) to hide the Date Column.
3. Tap OK to close the Show Options dialog and return to the
Message List.
Sorting the Message List
You can sort the Message List by the date it was sent, by the
sender, or by the subject.
To sort the Message List:
1. From the Message List, tap the Show button. The Show
Options dialog appears.
2. Tap the current Sort by option.  A pick list appears as shown in
the following diagram: 
						

							page 24PalmPilot Professional Handbook
Tap here to display sort options
The following sort options are available:
nDate.  This option means that messages are sorted by date
and displayed in reverse chronological order (the most recent
message is at the top of the screen).
nSender.  This option means that messages are sorted by the
sender’s user name and displayed in ascending alphabetical
order.  Messages are sorted using the first word of the field.
nSubject.  This option means that messages are sorted using
the subject and displayed in ascending alphabetical order.
Messages are sorted using the first word of the field.
3. Tap to select the sort option you want.
4. Tap OK to close the Show Options dialog and return to the
Message List.  The Message List changes to reflect the sort
option you selected.
Note:  High priority messages are listed first, no matter how you
sort your message list.
HotSync Options
HotSync Options enable you to control what messages are
synchronized between your PC and your PalmPilot.  There may be
times when downloading all of your messages is inconvenient.
With HotSync Options, you can select which messages are
downloaded during synchronization and manage your e-mail more
effectively.  In addition, you can define different settings for local
and remote synchronization.  Once defined, your PalmPilot
determines if synchronization is occurring locally or remotely and
uses the appropriate HotSync Options settings. 
						

							Chapter 1: Mail page 25
To activate the HotSync Options dialog:
1. Tap the Menu button.  The menus for Mail appear at the top of
the screen.
2. From the Options menu, tap the HotSync Options menu
command.  The HotSync Options dialog appears as shown in
the following diagram:
To select local or remote HotSync settings:
1. In the HotSync Options dialog, tap the “Local HotSync” text.
The Settings for pick list appears, as shown in the following
diagram:
Tap here to display
HotSync options
2. Tap the Settings for option for which you want to define
settings.  The following choices are available:
nLocal HotSync.  This option means that the settings you
select apply to local HotSync operations.
nRemote HotSync.  This option means that the settings you
select apply to remote HotSync operations.
Note:  For more information about Local and Remote HotSync
operations, refer to the PalmPilot Handbook. 
						

							page 26PalmPilot Professional Handbook
To select a filtering option:
1. Tap the filtering option you want to select.  The following
filtering options are available:
nAll.  This setting means that during synchronization all of the
messages in your desktop e-mail inbox will be synchronized
with your PalmPilot and that all messages in your PalmPilot
outbox will be sent to your desktop e-mail application.
Note:  The All setting does not mean that all information
included in each message will be downloaded to your
PalmPilot.  Truncation settings for long messages still apply.
How to truncate long messages will be explained in a following
section.  Also, Mail never downloads any attachments to your
PalmPilot.  The message and any text information appear, but
the attachment is left on your desktop e-mail system.
nSend Only.  This settings means that during synchronization
only the messages in your PalmPilot Outbox will be sent to
your desktop e-mail application.
nFilter.  This settings means that during synchronization all
messages in your PalmPilot Outbox will be sent to your
desktop e-mail application but that only messages in your
remote e-mail inbox meeting specific criteria will be
synchronized with your PalmPilot.  When you select the Filter
setting, the HotSync Options dialog changes to display
additional filter settings.  These specialized filter settings will
be explained in the following section.
2. If you have selected either All or Send Only, tap the OK button
to confirm  your selection and close the HotSync Options
dialog.
Creating Specialized Filters
You can create specialized filters to control the type of messages
that are downloaded to your PalmPilot during synchronization.