setting up email - cell phones, mobile phones & wireless...

Setting Up Email

on Your Sprint Mobile Broadband Smart Device Treo™ 700wx by Palm

Intellectual Property Notices© Sprint Nextel. All rights reserved. No reproduction in whole or in part without prior written approval. Sprint, the “Going Forward” logo, and other trademarks are trademarks of Sprint Nextel.

© 2006 Palm, Inc. All rights reserved. Trademark, copyright, patent, and other intellectual property notices are set forth on page ii within the user guide, entitled Sprint Mobile Broadband Smart Device Treo™ 700wx by Palm, installed on the user’s computer.

Disclaimer and limitation of liabilityPalm, Inc. and its suppliers assume no responsibility for any damage or loss resulting from the use of this guide. Palm, Inc. and its suppliers assume no responsibility for any loss or claims by third parties that may arise through the use of this software. Palm, Inc. and its suppliers assume no responsibility for any damage or loss caused by deletion of data as a result of malfunction, dead battery, or repairs. Be sure to make backup copies of all important data on other media to protect against data loss.

PN: 406-10616-00

v. 1.0

Table of Contents

Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Which Email Application Should I Use? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Setting Up Messaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

What If I Have Problems? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Setting Up Your Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Setting Up a VPN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Setting Up Exchange ActiveSync® . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Setting Up Your Smart Device for an Exchange Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Displaying Sent Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Installing a Security Certificate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Setting Up GoodLink™ Wireless Messaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Accessing a Hotmail Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Using the Web Browser to Access Email . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

1 Getting Started

Getting Started

You have several options for reading and sending email on your Treo™ 700wx smart device. Just like on your computer, you can choose from various email applications to manage your email. (Additional fees may apply for email services.) This guide shows you the various email options and walks you through setting them up, so that you can use your device to get the most out of your current email accounts.

Your Treo700wx smart device comes with five email options:

This guide explains how to determine which email application is right for each of your existing email accounts. If you want to, you can set up more than one application to work with separate email accounts.

Messaging Microsoft Exchange

ActiveSync®

GoodLink™

Wireless Messaging

Pocket MSN Web Browser

Enables you to send and receive email messages with a corporate email account or an account you have with an Internet service provider (ISP).

Enables you to wirelessly synchronize your email and other information directly with the information stored on a Microsoft Exchange Server 2003.

Provides access to your Microsoft Outlook email, calendar, contacts, tasks, and notes.

Enables you to send and receive email messages with an MSN Hotmail account.

Enables you to access Web-based email.

Getting Started 2

Gettin

g Started

Which Email Application Should I Use?For two of the email options—Exchange ActiveSync and GoodLink—your corporate email system must be set up in a certain way. This table shows when you may be able to use either of these email options.

If my company uses ... I may be able to use ...

If I want to ... For more information, I should see ...

Microsoft Exchange Server 2003

Exchange ActiveSync

Sync my email and organizer information directly with my company’s Exchange server

“Setting Up Exchange ActiveSync®” on page 14

Good Server software GoodLink � Sync my email and organizer information directly with my company’s Exchange server

� Use the Advanced Encryption Standard (AES) while sending and receiving messages

� Check email from a POP or IMAP account

� Check fee-based Internet mail, such as Yahoo! Mail Plus or AOL

“Setting Up GoodLink™ Wireless Messaging” on page 26

3 Getting Started

You can set up the other email options yourself. This table shows what you can do with each of these options.

I can use ... If I want to ... For more information, I should see ...

Messaging � Check email from a POP or IMAP account

� Access email from multiple email accounts

� Check fee-based Internet mail, such as Yahoo! Mail Plus or AOL

“Setting Up Messaging” on page 4

Pocket MSN Check my Hotmail account “Accessing a Hotmail Account” on page 29

Web Browser Check other free Web mail, such as Gmail or Yahoo!

“Using the Web Browser to Access Email” on page 32

Messaging 4

Messagin

g

Setting Up Messaging

You can send and receive email messages with an email account that you have with an Internet service provider (ISP), an email account that you access using a VPN (virtual private network) server connection (such as a work account), or any other IMAP (Internet Message Access Protocol) or POP3 (Post Office Protocol) email account. You enter the settings for your account in the Messaging application on your device.

Before You Begin:

� To send and receive email in the Messaging application, you must activate Sprint PCS Vision® data services. See the Getting Started Guide for more information.

� Work with your email provider or system administrator to gather the following information:� Account type (POP3 or IMAP).� Mail server name for receiving mail.� Mail server name for sending mail.� Your username and password.� Any special security requirements, such as SSL (Secure Sockets

Layer) authentication.

Note: You can set up more than one IMAP or POP email account in the Messaging application.

5 Messaging

What If I Have Problems?The following online resources are available to help with IMAP/POP3 account setup:

� If you have problems configuring your account, go to www.palm.com/emailsetup for more information.

� For general setup information for common ISPs, go to http://kb.palmone.com/SRVS/CGI-BIN/WEBCGI.EXE?New,Kb=PalmSupportKB,ts=Palm_External2001,Case=obj(41456)

� To obtain email settings for many common ISPs, go to http://kb.palmone.com/SRVS/CGI-BIN/WEBCGI.EXE?New,Kb=PalmSupportKB,ts=Palm_External2001,Case=obj(41727)

Setting Up Your Account

1. On your device, press Power/End to wake up the screen, and then press Center to turn off Keyguard.

2. Press Phone/Talk to go to your Today screen.

http://www.palm.com/emailsetup

http://kb.palmone.com/SRVS/CGI-BIN/WEBCGI.EXE?New,Kb=PalmSupportKB,ts=Palm_External2001,Case=obj(41456)




Messaging 6

Messagin

g

3. Press Messaging (left softkey).

4. Press Menu (right softkey) and select Tools > New Account.

5. Enter the email address that you want to set up, and then press Next (right softkey).

7 Messaging

6. Wait until the Status box displays Completed, and then press Next (right softkey).

7. Enter your name as you want it to appear to message recipients, the username you use to log in to your email account, and the password for your account.

Note: As you are setting up an account, the name of the account you were last using is displayed at the top of the screen (the default is Outlook E-mail). The current account name is displayed when you complete the setup.

Note: If the setup application recognizes your email provider based on your email address, your username may already be entered.

Messaging 8

Messagin

g

8. If you want to enter your password each time you access this account, do not check the Save password box. (If you want your password entered automatically, check this box.)

9. Press Next (right softkey).

10. Select the Account type list, and then select POP3 or IMAP.

9 Messaging

11. Enter a name for this account, and then press Next (right softkey). (For example, if this is your work email account, enter “Work” or your company’s name.)

12. Enter the name of the Incoming mail and Outgoing mail servers you obtained from your email provider or system administrator. (Do not enter anything in Domain. It is not needed for POP3 or IMAP accounts.)

Tip: If the setup application recognizes your email provider based on your email address, your server settings may already be entered. Do not change these settings if they are already entered.

Messaging 10

Messagin

g

13. (Optional) Select Options to do any of the following:

� Set up a schedule for automatically downloading email messages.

� Change how many days’ worth of messages are displayed in the Inbox.

� Enter any security settings obtained from your email provider or system administrator.

� Select whether to download full messages or to increase the amount of each message downloaded with the header.

(Press Next (right softkey) to move through the Options screens. Press Finish (right softkey) when you have finished entering your options.)

14. If prompted, select whether to download messages for this account now.

Tip: If the setup application recognizes your email provider based on your email address, your security settings may already be entered. You can select Options to verify that the security settings are correct.

11 Messaging

15. Press Finish (right softkey).

Setting Up a VPNIf you want to use your smart device to access your corporate email account, you may need to set up a VPN (virtual private network). A VPN enables you to log in to your corporate server through the company’s firewall (security layer).

Check with your company’s system administrator to see if a VPN is required for accessing the corporate network. If you need a VPN, you must purchase and install a third-party VPN client to use this feature.

Tip: To set up additional IMAP or POP accounts in Messaging, press Menu, select Tools, and then select New Account. Enter the account information in the E-Mail Setup wizard.

Before You Begin:

Ask your system administrator for the following information:� Your username and password.� Your server’s domain name.� Your server’s TCP/IP settings. � Your server’s host name or IP address.� The VPN type: IPsec/LT2P or PPTP.

Messaging 12

Messagin

g

1. Install your third-party VPN client (see the User Guide on the CD for instructions on installing third-party applications).

2. Press Start and select Settings.

3. Select the Connections tab, and then select Connections .

13 Messaging

4. On the Tasks tab, select Add a new VPN server connection.

5. On the following series of screens, enter the settings provided by your corporate system administrator. Press Next (right softkey) to go through the screens.

6. Press Finish (right softkey) when you have finished entering the settings.

Tip: To connect to the VPN, press Start and select Settings. Select the Connections tab, and then select Connections. On the Tasks tab, select Manage existing connections. Tap and hold the name of the VPN connection, and then select Connect.

Exchange Server 14

Exchange Server

Setting Up Exchange ActiveSync®

You can wirelessly synchronize the email, contacts, and other information on your smart device directly with a Microsoft Exchange Server using Microsoft Exchange ActiveSync. Exchange ActiveSync offers push synchronization of email and personal information; as messages are received on the server, they are automatically downloaded to your device. Exchange ActiveSync also offers integration with your corporate Global Address List (GAL).

Before You Begin:

� To wirelessly synchronize your device with a Microsoft Exchange Server, you must activate Sprint PCS Vision data services. See the Getting Started Guide for more information.

� Check with your system administrator to make sure you have an account on the Exchange Server.

� Work with your system administrator to gather the following information:� Exchange Server address and domain name.� Your username and password.� Any special security requirements, such as SSL (Secure Sockets

Layer) authentication.� If SSL is required, whether a security certificate is needed for the

SSL connection.

15 Exchange Server

Setting Up Your Smart Device for an Exchange Server



3. If you see Phone Off in the upper-left corner, press and hold Power/End to turn on your phone.

4. Press Start and select Programs.

Note: If you see No Service in the upper-left corner, wait until you’re in a Nationwide Sprint PCS® Network coverage area before you continue.

Exchange Server 16

Exchange Server

5. Select ActiveSync .

6. Press Menu (right softkey) and select Add Server Source.

Tip: If you have already set up an Exchange Server account, Add Server Source does not appear on the menu; Configure Server appears instead. If you are already receiving email on your device from the server, your server settings are entered correctly and you can skip the rest of this procedure. If you are not receiving email, complete the rest of this procedure to verify or change your account settings.

17 Exchange Server

7. Enter the Server address. (If your system administrator indicated that SSL authentication is required, check the box if it is not already checked. Press Next (right softkey).)

8. Enter your username, password, and domain. (The password is case-sensitive. Your password can use numbers and text. Check whether your Caps Lock and Option Lock are active, because they can affect the password you are entering.)

Note: The Exchange Server settings are case-sensitive. Be sure to enter uppercase and lowercase letters properly.

Exchange Server 18

Exchange Server

9. If you want to enter your password each time you access this account, do not check the Save password box. (If you want your password entered automatically, check this box.)

10. (Optional) Select Advanced to set the rules for fixing sync conflicts. (Press Next (right softkey).)

Tip: Ask your system administrator if it is OK to store your corporate email password on your smart device. For increased security, you may need to enter your password each time you access your email.

19 Exchange Server

11. Check the boxes for the types of information you want to synchronize with Exchange Server.

12. (Optional) Navigate to the E-mail entry and select Settings to do any of the following:

� Change the number of days’ worth of messages that are synchronized.

� Change the maximum size of each message that can be downloaded; select All to download the entire message regardless of size.

� Include attachments when downloading messages.

(Press OK if you have finished and go to step 14, or select Advanced to enter security options and go to step 13.)

Exchange Server 20

Exchange Server

13. (Optional) If you selected Advanced in step 12, do any of the following:

� Check the first box to encrypt outgoing email messages.

� Check the second box to sign outgoing messages.

� Select Choose Certificate and select a certificate needed for your SSL connection. (Press Select (left softkey). See “Installing a Security Certificate” on page 23 for information on installing a certificate on your device.)

� If you choose any of the preceding options, enter you primary email address in the field.

(Press OK when you have finished entering advanced settings.)

14. Press Finish (right softkey).

Tip: Ask your system administrator if you need to enter any advanced security settings.

21 Exchange Server

(When the setup is complete, you can synchronize to retrieve email messages. You can also set up a sync schedule to automatically retrieve messages. See the Getting Started Guide for instructions.)

Displaying Sent ItemsAfter you set up your device for an Exchange Server, you can choose to display sent messages in the Messaging application. By default, sent messages do not appear for your Exchange Server account.



3. Press Messaging (left softkey).

Exchange Server 22

Exchange Server

4. Press Left until your Exchange Server account appears in the title bar.

5. Press Menu (right softkey) and select Tools > Manage Folders.

6. Check the box to the left of the Sent Items folder icon.

7. Press OK .

23 Exchange Server

Installing a Security CertificateIf your SSL connection requires a security certificate, follow these steps to install the required certificate from your computer to your device.

1. On your computer, browse to the certificate file, right-click the file, and then select Copy.

2. Connect your device to the computer using the USB sync cable.

3. On your computer, click double-click the ActiveSync icon in the taskbar in the lower-right corner of the screen.

4. On the ActiveSync window, click Tools, and then click Explore Pocket PC.

Before You Begin:

Work with your system administrator to obtain the required security certificate on your computer. The certification must be in DER encoded binary X.509 format with a .cer file name extension.

Exchange Server 24

Exchange Server

5. In the Mobile Device window, double-click the Personal folder. Right-click in the Personal folder window, and then select Paste. (This copies the certificate file from your computer to your device.)

6. On your device, press Start and select Programs.

25 Exchange Server

7. Select File Explorer.

8. Select My Documents, and then select Personal.

9. Select the certificate file. When prompted if you want to install the certificate, select Yes to continue.

10. When you have finished installing the certificate, press OK .

Tip: To verify that the certificate was installed correctly, press Start, select Settings, and then select the System tab. Select Certificates; the certificate should appear on either the Personal tab or on the Root tab.

GoodLink 26

GoodLin

k

Setting Up GoodLink™ Wireless Messaging

You can install the optional GoodLink™ software for secure access to your Microsoft Outlook email, calendar, contacts, tasks, and notes. GoodLink offers push synchronization of email and personal information; as messages are received on the server, they are automatically downloaded to your device. GoodLink also offers attachment viewing and integration with your corporate Global Address List (GAL).

For more information and to sign up, visit www.good.com.




Before You Begin:

� To use the optional Goodlink software, you must activate Sprint PCS Vision data services. See the Getting Started Guide for more information.

� Check with your system administrator to make sure you have an account on the Good Server.

http://www.good.com

27 GoodLink


5. Select Get Good .

Note: If you see No Service in the upper-left corner, wait until you’re in a Nationwide Sprint PCS Network coverage area before you continue.

GoodLink 28

GoodLin

k

6. Select I want GoodLink and follow the onscreen instructions for downloading and installing the OTA Setup application.

7. When prompted, select Save & Open, and then follow the onscreen instructions to download and install GoodLink.

After installation, the Get Good icon is replaced by the GoodLink icon .

29 Hotmail

Accessing a Hotmail Account

Pocket MSN enables you to quickly access an MSN Hotmail account. You can also manage your Hotmail folders.




Before You Begin:

� To use Pocket MSN, you must activate Sprint PCS Vision data services. See the Getting Started Guide for more information.

� If you do not have a Hotmail account, go to www.hotmail.com and follow the steps for creating a new account.


Hotmail 30

Hotm

ail


5. Select Pocket MSN .

6. Select MSN Mobile Home.

31 Hotmail

7. Select Sign in.

8. Enter the account email address and password. Your Hotmail Inbox is displayed.

Tip: You can also access your Hotmail account in the Messaging application. From the Today screen, press Messaging (left softkey), and then press Left on the 5-way until Hotmail appears in the title bar. If you have notifications or missed calls, first press the left softkey and select Messaging, and then press Left on the 5-way until Hotmail appears.

Web Browser 32

Web B

rowser

Using the Web Browser to Access Email

The Web browser gives you access to your Web-based email on your device. Although you can use the same Web address that you use on your computer, we recommend using a Web address that is designed for mobile devices when you access email on your device.

To learn more about using the Web browser, see the User Guide on the CD.




Before You Begin:

To use the Web browser, you must activate Sprint PCS Vision data services. See the Getting Started Guide for more information.


33 Web Browser

4. Press Start and select Internet Explorer.

5. Highlight the address line and enter the mobile Web address. These addresses vary slightly from the Web address you would enter on your computer. Here are a few common mobile email sites:

� Hotmail http://mobile.msn.com/hm/folder.aspx

� Yahoo! http://mobile.yahoo.com/mail

� Gmail http://m.gmail.com

Web Browser 34

Web B

rowser

6. When the page has loaded, press Menu (right softkey) and then select Add to Favorites so that you can quickly access this site in the future.

7. Select Name and enter the name of the email service, such as Hotmail.

8. Select Add to save the favorite.

35 Web Browser

9. To access your email the next time you open the Web browser, press Menu (right

softkey) and select Favorites. Press Down to highlight the page you want to view in the list, and then press Center to go to the selected page.