Setting Up Email on Your Palm Treo 700wx Smartphone
Intellectual property notices 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 Using Your Palm Treo 700wx, installed on the user s computer. Disclaimer and limitation of liability Palm, 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: 406-10669-00 v. 1.0
Contents Getting started....................................................... 1 Which email application should I use?................................... 2 Chapter 1: Setting up Exchange ActiveSync....................................... 3 Setting up your smartphone for an Exchange server........................ 4 Displaying sent items................................................ 8 Installing a security certificate......................................... 10 Chapter 2: Setting up Messaging......................................... 13 Getting help with email setup......................................... 14 Setting up your account.............................................. 14 Setting up a VPN................................................... 19 Chapter 3: Accessing a Hotmail account................................... 21 Chapter 4: Using the web browser to access email.......................... 23 iii
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Getting started Your Palm Treo 700wx smartphone comes with four options for sending and receiving email. Just like on your computer, you can choose one of the email applications to help you 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 smartphone to get the most out of your current email accounts. This guide explains how to determine which email application is right for each of your existing email accounts. If you like, you can set up more than one application to work with separate email accounts. NOTE Your wireless service provider may provide additional email options. Check with your provider for information. Microsoft Exchange ActiveSync Enables you to wirelessly synchronize your email and other information directly with the information stored on a Microsoft Exchange Server 2003. 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 send and receive email messages with an MSN Hotmail account. Enables you to access web-based email. GETTING STARTED 1
Which email application should I use? For Exchange ActiveSync to work with your smartphone, your corporate email system must be set up in a certain way. 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 Exchange ActiveSync Sync my email and personal (PIM) information directly with my company s Exchange server if my company uses Microsoft Exchange Server 2003 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 Pocket MSN Check my Hotmail account Setting up Exchange ActiveSync on page 3 Setting up Messaging on page 13 Accessing a Hotmail account on page 21 Web browser Check other free web mail, such as Gmail or Yahoo! Using the web browser to access email on page 23 2 GETTING STARTEDWHICH EMAIL APPLICATION SHOULD I USE?
Setting up Exchange ActiveSync 1 If your corporation uses Microsoft Exchange Server 2003, you may be able to use Microsoft Exchange ActiveSync on your smartphone to send and receive corporate email. With Exchange ActiveSync, you can wirelessly synchronize email, contacts, and other information on your smartphone directly with Microsoft Exchange Server 2003. Exchange ActiveSync offers wireless push synchronization of email and personal information; as messages are received on the server, they are automatically downloaded to your smartphone. Exchange ActiveSync also offers integration with your corporate Global Address List (GAL). BEFORE YOU BEGIN Do the following: Install the software from the Getting Started CD. Make sure your phone is on and you have subscribed to data services from your wireless provider. Contact your service provider 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 an SSL (Secure Sockets Layer) authentication certificate. Your system administrator should check with Microsoft to determine if there is any specific SSL authentication certificate requirement.
1 SETTING UP EXCHANGE ACTIVESYNC Setting up your smartphone for an Exchange server 4 Press Start and select Programs. 1 On your smartphone, press Power/End to wake up the screen, and then press Center to turn off Keyguard. 2 Press Phone/Send to go to your Today screen. 3 If you see Phone Off in the upper-left corner, press and hold Power/End to turn on your phone. 5 Select ActiveSync. NOTE If you see No Service in the upper-left corner, wait until you re in a coverage area before you continue. 4 SETTING UP YOUR SMARTPHONE FOR AN EXCHANGE SERVER
SETTING UP EXCHANGE ACTIVESYNC 1 6 Press Menu (right action key) 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 smartphone 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. 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 action key). 8 Enter your username, password, and domain. Your password can use numbers and text. Check whether your Shift Lock and Option Lock are active, because they can affect the password you are entering. TIP The Exchange Server settings are case-sensitive. Be sure to enter uppercase and lowercase letters properly. SETTING UP YOUR SMARTPHONE FOR AN EXCHANGE SERVER 5
1 SETTING UP EXCHANGE ACTIVESYNC 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. 11 Check the boxes for the types of information you want to synchronize with Exchange Server. TIP Ask your system administrator if it is OK to store your corporate email password on your smartphone. For increased security, you may be required to enter your password each time you access your email. 10 (Optional) Select Advanced to set the rules for fixing sync conflicts. Press Next (right action key). 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. 6 SETTING UP YOUR SMARTPHONE FOR AN EXCHANGE SERVER
SETTING UP EXCHANGE ACTIVESYNC 1 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. 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 action key). See Installing a security certificate on page 10 for information on installing a certificate on your smartphone. If you choose any of the preceding options, enter you primary email address in the field. TIP Ask your system administrator if you need to enter any advanced security settings. Press OK if you have finished, and go to step 14, or select Advanced to enter security options and go to step 13. SETTING UP YOUR SMARTPHONE FOR AN EXCHANGE SERVER 7
1 SETTING UP EXCHANGE ACTIVESYNC TIP If you set up a sync schedule and you did not check the Save Password box in step 9 of this procedure, do not choose the As Items Arrive schedule option. Displaying sent items Press OK when you have finished entering advanced settings. 14 Press Finish (right action key). After you set up your smartphone for an Exchange Server, you can choose to display sent messages in the Messaging application. By default, sent messages do not appear in an Exchange Server account. 1 On your smartphone, press Power/End to wake up the screen, and then press Center to turn off Keyguard. 2 Press Phone/Send to go to your Today screen. 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 Quick Reference Guide for instructions. 8 DISPLAYING SENT ITEMS
SETTING UP EXCHANGE ACTIVESYNC 1 3 Press Messaging (left action key). 4 Press Left on the 5-way until your Exchange Server account appears in the title bar. 5 Press Menu (right action key) and select Tools > Manage Folders. 6 Check the box to the left of the Sent Items folder icon. 7 Press OK. DISPLAYING SENT ITEMS 9
1 SETTING UP EXCHANGE ACTIVESYNC Installing a security certificate 4 In the ActiveSync window, click Tools, and then click Explore Pocket PC. If your SSL connection requires a security certificate, follow these steps to install the required certificate from your computer to your smartphone. 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 extension. 1 On your computer, browse to the certificate file, right-click the file, and then select Copy. 2 Connect your smartphone to the computer using the USB sync cable. 3 On your computer, double-click the ActiveSync icon in the taskbar in the lower-right corner of the screen. 5 In the Mobile Device window, double-click the Personal icon. Right-click in the Personal folder window, and then select Paste. This copies the certificate file from your computer to your smartphone. 10 INSTALLING A SECURITY CERTIFICATE
SETTING UP EXCHANGE ACTIVESYNC 1 6 On your smartphone, press Start and select Programs. 7 Select File Explorer. INSTALLING A SECURITY CERTIFICATE 11
1 SETTING UP EXCHANGE ACTIVESYNC 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 the Root tab. 12 INSTALLING A SECURITY CERTIFICATE
2 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 smartphone. BEFORE YOU BEGIN Do the following: Make sure you have subscribed to data services from your wireless provider. Contact your service provider 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, such as mail.company.com Mail server name for sending mail, such as smtp.company.com Your username and password Any special security requirements, such as SSL (Secure Sockets Layer) authentication Check with your email provider to see if you need to be logged in to their network to send email messages. NOTE You can set up more than one IMAP or POP3 email account in the Messaging application.
2 SETTING UP MESSAGING Getting help with email setup 3 Press Messaging (left action key). If you need help with email account setup in the Messaging application, go to www.palm.com/treo700wxqsm-support and click the link for email setup. Setting up your account 4 Press Menu (right action key) and select Tools > New Account. 1 On your smartphone, press Power/End to wake up the screen, and then press Center to turn off Keyguard. 2 Press Phone/Send to go to your Today screen. 14 GETTING HELP WITH EMAIL SETUP
SETTING UP MESSAGING 2 5 Enter the email address that you want to enter settings for, and then press Next (right action key). 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. 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. 6 Wait until the Status box displays Completed, and then press Next (right action key). NOTE If the setup application recognizes your email provider based on your email address, your username may already be entered. SETTING UP YOUR ACCOUNT 15
2 SETTING UP MESSAGING TIP Your account settings are case- sensitive. Be sure to enter uppercase and lowercase letters properly. 8 If you want to enter your password each time you access this account, leave the Save password box unchecked. If you want your password entered automatically, check this box. 11 Enter a name for this account, and then press Next (right action key). (For example, if this is your work email account, enter Work or your company s name.) 9 Press Next (right action key). 10 Select the Account type list, and then select POP3 or IMAP. 16 SETTING UP YOUR ACCOUNT
SETTING UP MESSAGING 2 12 Enter the name of the incoming 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. Change how many days worth of messages are displayed in the Inbox. Enter any security settings obtained from your email provider or system administrator. 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. 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. Select whether to download full messages or to increase the amount of each message downloaded with the header. Press Next (right action key) to move through the Options screens. 13 (Optional) Select Options to do any of the following: Set up a schedule for automatically downloading email messages. SETTING UP YOUR ACCOUNT 17
2 SETTING UP MESSAGING Press Finish (right action key) when you have finished entering your options. 14 If prompted, select whether to download messages for this account now. 15 Press Finish (right action key). 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. 18 SETTING UP YOUR ACCOUNT
SETTING UP MESSAGING 2 Setting up a VPN If you want to use your smartphone 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. 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 installation instructions. If the third-party client displays setup screens, follow the instructions on those screens instead of the procedure here. 1 Press Start and select Settings. 2 Select the Connections tab, and then select Connections. NOTE If a VPN is required, check with your system administrator to see if you need to purchase and install a third-party VPN client for your smartphone. See Installing applications in the user guide (located in the Palm folder on your computer) for SETTING UP A VPN 19
2 SETTING UP MESSAGING 3 On the Tasks tab, select Add a new VPN server connection. 4 On the following series of screens, enter the settings provided by your corporate system administrator. Press Next (right action key) to go through the screens. 5 Press Finish (right action key) 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. 20 SETTING UP A VPN
3 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 Do the following: Make sure you have subscribed to data services from your wireless provider. Contact your service provider 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. 1 On your smartphone, press Power/End to wake up the screen, and then press Center to turn off Keyguard. 2 Press Phone/Send to go to your Today screen. 3 If you see Phone Off in the upper-left corner, press and hold Power/End to turn on your phone. NOTE If you see No Service in the upper-left corner, wait until you re in a coverage area before you continue.
3 ACCESSING A HOTMAIL ACCOUNT 4 Press Start and select Programs. 5 Select Pocket MSN. 7 Enter your account email address and password. Your Hotmail Inbox is displayed. 6 Select MSN Hotmail. TIP You can also access your Hotmail account in the Messaging application. From the Today screen, press Messaging (left action key), 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 action key and select Messaging, and then press Left on the 5-way until Hotmail appears. 22
Using the web browser to access email 4 The web browser gives you access to your web-based email on your smartphone. 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 smartphone. 3 If you see Phone Off in the upper-left corner, press and hold Power/End to turn on your phone. To learn more about using the web browser, see the user guide (located in the Palm folder on your computer). BEFORE YOU BEGIN Make sure you have subscribed to data services from your wireless provider. Contact your service provider for more information. 1 On your smartphone, press Power/End to wake up the screen, and then press Center to turn off Keyguard. 2 Press Phone/Send to go to your Today screen. NOTE If you see No Service in the upper-left corner, wait until you re in a coverage area before you continue. 4 Press Start and select Internet Explorer.
4 USING THE WEB BROWSER TO ACCESS EMAIL 6 When the page has loaded, press Menu (right action key) and then select Add to Favorites so that you can quickly access this site in the future. 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 7 Select Name and enter the name of the email service, such as Yahoo!. 24
USING THE WEB BROWSER TO ACCESS EMAIL 4 8 Select Add to save the favorite. 9 To access your email the next time you open the web browser, press Menu (right action key) 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. 25
4 USING THE WEB BROWSER TO ACCESS EMAIL 26