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> Working With Company Email and Meeting Appointments

> To keep up-to-date with your company email and meeting schedules while you’re out of the office, you can connect your device to the Internet through Wi-Fi or your Sprint connection and synchronize with your company’s Exchange Server. This section shows you how to set up an Exchange Server connection on your device so that you can access your Outlook email and synchronize other information such as calendar appointments with your company’s Exchange Server.

> Setting Up an Exchange Server Connection

> Before you can synchronize or access information on the Exchange Server, you need to set up an Exchange Server connection on your device. You need to get the following information from your network administrator and enter them on your device:

> | Exchange Server name (must be Outlook Web Access server name)

> | Domain name

> | User name and password that you use at work

> If you have not synchronized your device with your computer, follow these steps to set up an Exchange Server connection.

> 1. | Tap Start > Programs > ActiveSync.

> 2. | Tap Menu > Add Server Source.

> 3. | Enter your E-mail address, and ensure that the Attempt to detect Exchange Server Settings automatically check box is selected. By selecting the option, the device attempts to download exchange server settings so that you do not need to enter them manually. Tap Next.

> 4. | Enter your User name, Password, and Domain. Exchange Server settings and the password are case-sensitive, so be sure to enter uppercase and lowercase letters correctly. Select the Save password check box if you want to save your password so that you do not need to enter it again.Tap Next.

> 5. | After Automatic Configuration finishes, enter the Server address. Tap Next.

> Note | If SSL authentication is required, select the This Server requires an encrypted (SSL) connection check box.

> 6. | Select the check boxes of the items that you want to sync with the Exchange Server.

> Tips |

> | • | To change synchronization settings of an information item, for example, E-mail, select the check box, and then tap Settings.

> | • | If you synchronized email with your computer before, you will not be able to select the E-mail item. You need to cancel the E-mail Setup Wizard first, tap Start > ActiveSync > Menu > Options, and then clear the E-mail check box under the Windows PC group of items.

> | • | To change the rules for resolving synchronization conflicts, tap Menu > Advanced.

> 7. | Tap Finish.

> Notes | To change Exchange Server settings, open ActiveSync on your device, and then tap Menu > Configure Server.

> Starting Synchronization

> Before you start synchronizing with the Exchange Server, make sure your device has been set up with a Wi-Fi or data connection to the Internet so that you can synchronize over the air. For more information about connections, see “Ways of Connecting to the Internet”.

> After you finish setting up an Exchange Server connection, your device automatically starts synchronization.

> To manually start synchronization:

> |  | On the TouchFLO 3D Home screen, slide to the Settings tab and then touch Sync Data.

> - or -

> Tap Start > Programs > ActiveSync and then tap Sync.

> Note | If you connect your device to your office computer via a USB or Bluetooth connection, you can use this connection to the computer to “pass through” to the network and download Outlook email and other information to your device.

> Working With Company Email

> Your device gives you instant access to your company email and lets you manage your messages easier. Direct Push, Fetch Mail, Remote email search, and email flags are just some of the tools you can use to manage your emails. This section shows you how to use these tools to manage your email.

> Note | Some messaging features depend on the Microsoft Exchange Server version used in your company. Check with your network administrator for the availability of these features.

> Automatic Synchronization Using Direct Push

> Direct Push technology (push email feature) enables you to receive new email messages on your device as soon as they arrive in your Inbox on the Exchange Server. Items such as contacts, calendar, and tasks are also immediately updated onto your device when these items have been changed or new entries have been added on the Exchange Server. To make Direct Push work, you need to have a Wi-Fi or data connection on your device.

> You need to perform a full synchronization between your device and the Exchange Server first before Direct Push can be enabled.

> Requirement | The Direct Push feature works for your device only if your company is using Microsoft Exchange Server 2003 Service Pack 2 (SP2) with Exchange ActiveSync or higher version.

> You can turn on Direct Push in the Comm Manager or ActiveSync.

> To turn on Direct Push in Comm Manager:

> 1. | To open the Comm Manager, slide to the Settings tab on the TouchFLO 3D Home screen and then touch Communications.

> 2. | On the Comm Manager screen, touch Microsoft Direct Push.

> To turn on Direct Push in ActiveSync:

> 1. | Tap Start > Programs > ActiveSync and then tap Menu > Schedule.

> 2. | Select As items arrive in the Peak times and Off-peak times boxes.

> Note | When Direct Push is off, you need to manually retrieve your emails.

> Scheduled Synchronization

> If you do not want to use Direct Push, you can set a regular schedule for synchronizing Outlook email and information.

> 1. | In ActiveSync on your device, tap Menu > Schedule.

> 2. | Select a shorter time interval in the Peak times box for you to be able to receive emails more frequently. (Peak times usually refer to your working hours when email volume is high).

> 3. | Select a longer interval in the Off-peak times box.

> Tip | To set the days and hours that make up your peak and off-peak times, tap the peak times link at the bottom of the screen.

> Instant Email Download Using Fetch Mail

> The Fetch Mail feature downloads an entire email message immediately without the need for you to perform a full Send/Receive action. This limits the download to just the email message that you want and helps to reduce data service charges.

> Requirement | Fetch Mail works for your device only if your company is using Microsoft Exchange Server 2007 or higher.

> 1. | On the TouchFLO 3D Home screen, slide to the Mail tab, select your Outlook account, and then tap Inbox.

> 2. | Open an email message.

> 3. | By default, only the first few words of the message is shown. To download the whole email message, finger-scroll to the end of the message, and then tap Get the rest of this message.

> 4. | Wait for the remainder of the message body to download.

> Notes |

> | • | For information about changing email sync options such as setting the download size for email, see “Customizing Email Settings”.

> | • | When you receive an email message that contains a link to a document such as a PDF or Microsoft Office document located on SharePoint or an internal file server, you can tap the link to view the document on your device. You can view the document only if you have a Microsoft Outlook account that synchronizes with Microsoft Exchange Server 2007 or later. Exchange Server must also be set up to allow access to SharePoint document libraries or internal file servers.

> Searching for Email on the Exchange Server

> You can access email that is not available on your device by searching your Microsoft Exchange Server mailbox. The search results are downloaded and displayed in a Search Results folder.

> Requirement | Your company must be using Microsoft Exchange Server 2007 or higher.

> 1. | Tap Start > Messaging > Outlook E-mail.

> 2. | Tap Menu > Tools > Search Server.

> 3. | In the Look for text box, enter the search keyword.

> 4. | Choose the date range of messages to search from.

> 5. | In the Look in list, specify whether to search in the Inbox, Sent Items, or All Folders.

> 6. | Tap Search.

> Tip | To clear the search results and return to the message list, tap Menu > Clear Results.

> Flagging Your Messages

> Flags serve as a reminder for you to follow up on important issues or requests contained in email messages. Flagging messages, which has been a useful feature on desktop Outlook Email, can also be done in Outlook Mobile on your device. You can flag received email messages on your device.

> Requirement | Flags are enabled only if emails are synchronized with Microsoft Exchange Server 2007 or higher. Flags are disabled or hidden if email is synchronized with earlier versions of Microsoft Exchange Server.

> To flag or unflag a message:

> 1. | Open Outlook on your device and access the Inbox.

> 2. | Select a message or open a message.

> 3. | Tap Menu > Follow Up and select one of the following options:

> |  | Set Flag to mark the message with a red flag to indicate that it needs following up.

> |  | Complete Flag to mark the message with a check mark to indicate that the issue or request in the email is already completed.

> |  | Clear Flag to remove the flag to unmark the message.

> Note | Email message reminders are displayed on your device if the messages are flagged with reminders and synchronized from the Exchange Server.

> Out-of-office Auto-reply

> Outlook Mobile allows you to retrieve and change your out-of-office status. Just like desktop Outlook Email, Outlook Mobile automatically sends an auto-reply message when you’re not available.

> To send out-of-office auto-reply messages:

> 1. | Tap Start > Messaging > Outlook E-mail, and then tap Menu > Tools > Out of Office.

> 2. | In the I am currently list, select Out of the Office.

> 3. | Enter your auto-reply message, and then tap Done.

> Managing Meeting Requests

> When you schedule and send meeting requests from your device, you can invite attendees to your meeting and check their status to know about their availability.

> When you receive a meeting request, you can reply by accepting or declining the request. The meeting request also clearly indicates whether there are conflicting or adjacent meetings.

> Requirement | Your company must be using Microsoft Exchange Server 2007 or higher.

> To reply to a meeting request:

> 1. | When you receive a meeting request by email, a notification will be displayed on your device. Open the email.

> 2. | Tap Accept to reply and accept the meeting request, or tap Menu > Decline if you cannot attend the meeting.

> Tips |

> | • | Before responding, you can check your availability during the time of the requested meeting by tapping View your calendar.

> | • | If the time of the meeting conflicts with your other appointments, a “Scheduling Conflict” status appears on top of the email.

> 3. | Choose whether to edit your response email before sending it, and then tap OK.

> If you accepted the meeting request, it will automatically be added as an appointment in Calendar on your device.

> To view the list of meeting participants:

> 1. | Tap Start > Calendar.

> 2. | Tap a meeting request that you sent and then tap Attendees. The required and optional attendees will be listed.

> Icons indicating whether each attendee has accepted or declined the meeting request will also be displayed.

> Tips |

> | • | To see the icon indicators in the attendees list, make sure Calendar is synchronized with the Exchange Server.

> | • | For information about creating a meeting request, see “Sending a Meeting Request”.

> | • | To view an attendee’s contact information, tap the attendee’s name. If the attendee is included in your contacts list, you will see the contact information immediately. If the attendee is not in your contacts list, tap Company Directory to view the contact information.

> Finding Contacts in the Company Directory

> In addition to having contacts on your device, you can access contact information from your organization’s Company Directory. By having over-the-air access to the Company Directory, you can easily send email messages and meeting requests to anyone in your company.

> Requirement | Access to the Company Directory is available only if your organization is running Microsoft Exchange Server 2003 SP2 or higher, and you have completed your first synchronization with the Exchange Server.

> 1. | Synchronize with the Exchange Server.

> 2. | Do any of the following:

> |  | In Contacts, tap Menu > Company Directory.

> |  | In a new email message, tap the To box (or tap Menu > Add Recipient), and then tap Company Directory on the top of the list.

> |  | When creating a meeting request and selecting required and optional attendees in Calendar, tap Company Directory.

> 3. | Enter a partial or full contact name and tap Search. In the search results list, tap a contact to select it.

> Notes |

> | • | You can save a contact from the Company Directory to your device by selecting the contact, and then tapping Menu > Save to Contacts.

> | • | You can search on the following information as long as that information is included in the Company Directory: First name, Last name, Email name, Display name, Email address, or Office location.

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