Palmone Palmpilot Professional Organizer Handbook

							Chapter 1: Mail page 27
Specialized filters work on the premise of ignoring or retrieving
messages that contain specific information in their header fields.
To create a specialized filter, you must decide whether you want to
ignore or retrieve certain messages.  Then, based on that decision,
you must tell your PalmPilot what it needs to look for in the To,
From, and/or Subject header fields to single out those messages.
You use the Additional Filter settings from the HotSync Options
dialog to define the elements of a specialized filter.
To access the additional filter settings:
nFrom the HotSync Options dialog, tap the Filter setting.  The
HotSync Options dialog changes to display additional filter
settings, as shown in the following diagram:
Tap here to display
Filter options
Ignoring or Receiving Messages
The first step in establishing a specialized filter is to determine
whether you want to ignore or retrieve certain messages.  In
general, you control the amount of mail you receive during
synchronization by selecting either to ignore or retrieve messages
that match the information you specify. 
						

							page 28PalmPilot Professional Handbook
To define whether to ignore or receive
messages:
1. In the HotSync Options dialog, tap the “Ignore Messages
Containing” text.  A pick list appears, as shown in the
following diagram:
Tap here
Select fitering option
2. Tap to select a filtering option.  The following settings are
available:
nIgnore Messages Containing.  When you select this setting,
you are telling your PalmPilot to exclude only the messages
that meet the defined criteria and download all other messages
during synchronization.  In general, this filter allows more
mail to be downloaded during synchronization because it is
only blocking the one defined subset of mail.
nRetrieve Only Messages Containing.  When you select this
setting, you are telling your PalmPilot to exclude every message
during synchronization that does not meet the defined criteria.
This filter has the potential of blocking more mail during
synchronization because it allows only one subset of mail to be
downloaded.
Defining Filter Strings
Messages are filtered on the basis of the information contained in
their To, From, and/or Subject header fields.  The information that
defines what your PalmPilot is looking for is called a filter string.
You create a filter string by listing the words you want your
PalmPilot to find, separated by either a comma or a space.  Each
word in the PalmPilot organizer’s filter string is joined by an 
						

							Chapter 1: Mail page 29
implicit OR; because of this, you should not enter connecting
words, such as AND or OR.
To create a more complex filter, you can define filter strings for
the To, From, and Subject fields simultaneously.  Your PalmPilot
joins the filter strings for these fields using an implicit AND.  Once
again, you should not add connecting words.  Your PalmPilot will
do that for you.
For example, suppose you want to receive only messages from
John Smith ([email protected]) or Jack Jones ([email protected])
concerning the Apollo Project.  You would create the following
filter strings:
To filter string: [email protected], [email protected]
Subject filter string: Apollo Project
Your PalmPilot interprets this as, “Accept messages about the
Apollo Project from John Smith or Jack Jones.  Do not accept
messages from other people.  Do not accept messages from John
or Jack about any other subject.”
When you define a string, note that your PalmPilot will search for
any instance of that collection of characters.  For example, if you
create a filter where only messages containing the string “info” are
retrieved, PalmPilot considers “info,” “rainforest,” and “kinfolk,”
appropriate matches.
To define filter strings:
1. In the HotSync Options dialog, tap the line that corresponds to
a specific header field.  A cursor appears at the beginning of
that line, representing the point where new text will appear, as
shown in the following diagram: 
						

							page 30PalmPilot Professional Handbook
Tap here to insert cursor
2. Use the stylus to write Graffiti character strokes (or the on-
screen keyboard) to define your filter string for the selected
header field.
Note:  Use commas or spaces to separate words in a string.  Do
not add connecting words, 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, as
shown in the following diagram:
Tap hereEnter filter data
Tap Done to return
to HotSync Options dialog
For more information about header field Notes screens, refer
to the section, Creating a Message.  Tap the Done button to
return to the HotSync Options dialog.
4. Tap the OK button to confirm your filter strings and close the
HotSync Options dialog. 
						

							Chapter 1: Mail page 31
High Priority Messages
The Retrieve All High Priority setting lets you retrieve messages
marked high priority, even if those messages would have been
blocked by a defined filter.
To retrieve high priority messages:
1. In the HotSync Options dialog, tap the word “Filter” to display
additional filter options.
2. Tap the Retrieve All High Priority check box (so that it’s
checked) to retrieve all messages marked high priority.  Tap
the check box again (so that it’s empty) to disable this feature.
Tap check
box
3. Tap OK to confirm your selection and close the HotSync
Options dialog.
Note:  This setting is applicable only if your e-mail application has
the capacity to flag high priority messages.
Truncating Messages
The Truncate feature lets you set a point at which long messages
are truncated when downloaded to your PalmPilot.  By default, this
value is 4000 characters.  By truncating long messages, you reduce
the time it takes to synchronize your desktop e-mail and PalmPilot
Mail as well as the amount of storage space e-mail uses in your
PalmPilot.
Note:  Truncation is separate and independent from filtering. 
						

							page 32PalmPilot Professional Handbook
To truncate messages:
1. In the HotSync Options dialog, tap the Truncate button to
display the Truncate Options dialog, as shown in the following
diagram:
Tap Truncate
Tap to select
maximum
message length
2. The list box displays the truncation settings available.  These
values range from 250 characters to 8000 characters.  Tap to
select the truncation setting you want.
Tip:  If you select a low truncation value, you will have more room
on your PalmPilot to store messages.
3. Tap OK to confirm your selection, close the Truncate Options
dialog, and return to the HotSync Options dialog.
Mail Menu Commands
The Mail application includes menu commands to make it fast and
easy to perform common file and editing tasks.  This section
explains the menu commands that are specific to the Mail
application.
Refer to the PalmPilot Handbook for information about menu
commands that are common to all of your PalmPilot applications.
Message Menu
The Message menu varies, depending on whether you are viewing
a message, creating a message, or viewing the Message List, as
shown in the following diagram: 
						

							Chapter 1: Mail page 33
Message menu
when creating a
message
Message menu
when viewing
Message ListMessage menu
when viewing a
message
nNew. The New command opens the Create Message view,
where you can create a new e-mail message.
nDelete. The Delete command removes the message being
viewed from its current folder and moves it to the Deleted
folder. Your PalmPilot stores deleted messages in the Deleted
folder until you perform a HotSync operation, at which time
deleted messages are removed permanently.
nReply.  The Reply command displays a dialog, where you can
select how to reply to a specific message and select who
receives the reply.  When you tap OK to confirm your
selection, your PalmPilot displays the New Message screen
where you can create your reply.
nFile.  The File command removes the message being viewed
from its current folder and moves it to the Filed folder.  Filed
messages are stored on your PalmPilot until you delete them.
nSend.  The Send command moves the message you’ve just
created to the Outbox folder.  Your PalmPilot stores all
messages sent from your PalmPilot in the Outbox folder until
you perform a HotSync operation.
nSave Draft.  The Save Draft command saves the message you
are currently composing as a draft and moves it to the Draft
folder.  Draft messages are stored on the PalmPilot until sent
or deleted.
Options Menu
When you select the Options menu, its menu commands appear on
the screen as shown in the following diagram: 
						

							page 34PalmPilot Professional Handbook
Option menu
when creating a
message
Option menu
when editing a
message
nShow.  The Show Options command displays a dialog, where
you can select different ways to sort and view the Message
List.  By selecting specific settings, you can hide or display the
Date column and sort the Message list using the date, the
sender, or the subject of the message as the key field.
nLook Up.  The Look Up command displays a dialog, which
contains the Address List from your Address Book.  By
tapping a particular selection, you can enter that address from
your Address Book into the To field of any message you are
creating.
Note:  The Look Up command is only available from Options
menu when you are creating a message.
nPreferences.  The Preferences command enables you to
define a specific string of text to be used as a signature and to
select whether or not your PalmPilot displays an alert when
you delete a message.
nHotSync Options.  The HotSync Options command displays
a dialog, where you can select different ways to filter messages
synchronized between your desktop e-mail application and
your PalmPilot.  Using the options from this dialog, you can
create simple or complex filters to control the type of
messages downloaded to your PalmPilot.  In addition, you can
define separate settings for local and remote synchronizations.
nPurge Deleted.  The Purge Deleted command enables you to
empty (purge) the contents of the Deleted folder.  Your
PalmPilot stores deleted messages in the Deleted folder until
you perform a HotSync.  By purging deleted messages, you 
						

							Chapter 1: Mail page 35
can get back storage space on your PalmPilot before your next
HotSync operation.
The Purge Deleted command displays an alert, prompting you
to confirm that you want to purge all messages from the
Deleted folder.  If you tap Yes, all deleted messages are
purged from the memory of your PalmPilot.
Important:  Messages that have been purged
will be deleted from your desktop e-mail
application during the next HotSync.
nAbout Mail.  The About Mail command shows version
(revision) information about the Mail application.
Deleting Messages
There are two ways to delete a message: use the Delete button or
use the Delete command from the Message menu.  Deleted
message are stored in the Deleted folder until you perform the
next HotSync operation.
To delete a message:
1. From the Message View screen, tap the Delete button or from
the Message menu, tap the Delete command.  If you have
selected to confirm delete messages from the Preferences
dialog, your PalmPilot will display a Delete Message alert.
2. Tap the Yes button to confirm that you want to delete the
currently selected message.  Your PalmPilot then stores this
message in the Deleted folder until you perform the next
HotSync operation.
Important:  If you delete a message from PalmPilot, it will be
deleted on your desktop e-mail system after you perform a
HotSync operation. 
						

							page 36PalmPilot Professional Handbook
Removing a Message from the Deleted Folder
Deleted messages are stored in the Deleted folder until you
complete the next HotSync.  Because of this, you can reverse the
deletion of a message (by removing it from the Deleted folder) as
long as your have not performed either a HotSync or purged the
contents of the Deleted folder.
Note:  Your PalmPilot moves the selected message from the
Deleted folder to the Filed folder.  After you perform a HotSync
operation, it will still be deleted from your desktop e-mail system.
To remove a message from the deleted 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 the
Deleted folder
2. Tap the word Deleted to display the contents of the Deleted
folder.
3. Tap to select the message you want to restore.  Your PalmPilot
will display the contents of the message.
4. Tap the Menu button to display menu options.  From the
Message menu, tap the File command.
5. Tap the Done button to confirm that you want to restore this
message.  Your PalmPilot moves the selected message from
the Deleted folder to the Filed folder.
Purging Deleted Messages
Because your PalmPilot stores deleted messages in the Deleted
folder until you perform a HotSync operation, deleted messages
can monopolize storage space.  To avoid or correct this problem,