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> Email Messaging

> Types of Email Accounts

> You can set up the following types of email accounts on your device:

> | Outlook email that you sync with your computer or the Exchange Server.

> | Email accounts that you have with an Internet Service Provider (ISP) or other email provider.

> | Web-based email accounts such as Gmail®, Yahoo!® Mail Plus, AOL®, and others.

> | Work accounts that you access using a VPN connection.

> Setting Up Your Device to Synchronize Outlook Email with the Computer

> If you have installed the synchronization software on your computer and created a partnership with your device, and then your device is ready to send and receive Outlook email.

> If you have not yet installed the synchronization software nor created a partnership, see “Setting Up Windows Mobile Device Center on Windows Vista” or “Setting Up ActiveSync on Windows XP” for instructions.

> Tip | To set up your company email account so that you can access Outlook email messages wirelessly, you must set up your device to synchronize via an over-the-air connection with your company’s Exchange Server. For more information about synchronizing with your company email server, see “Setting Up an Exchange Server Connection”.

> Adding an Email Account

> To add a new email account:

> |  | On the TouchFLO 3D Home screen, slide to the Mail tab and then touch Menu > Accounts > New Account.

> — or —

> Tap Start > Messaging > Setup E-mail.

> The Email Setup Wizard then opens and lets you enter your email account settings. See “Email Setup Wizard” for details.

> Email Setup Wizard

> Windows Mobile’s Email Setup Wizard walks you through the process of setting up your email account. It has an Auto Setup feature that can automatically set up your email account based on the email address and password that you enter, if your email provider settings are preconfigured on your device. If the settings are not found on your device, Auto Setup then attempts to retrieve the settings online for which you may be charged when your device connects to the Internet and downloads them. If it cannot find the email settings online, you need to enter them manually.

> Note | For more information about setting up your company Outlook email account, see “Setting Up an Exchange Server Connection”.

> Setting Up an Internet Email Account

> Set up a POP3 or IMAP4 email account on your device if you have an email account from an Internet service provider (ISP) or other email service provider, or a Web-based account such as Gmail, Yahoo! Mail Plus, or AOL. You can also add a work account that you access using a VPN server connection as a POP3/IMAP4 account.

> 1. | Add a new email account. See “Adding an Email Account” for instructions.

> 2. | Enter your email address and the password for your email account. Ensure that the Save password check box is selected and then tap Next.

> 3. | If email provider settings are found preconfigured on your device, the Email Setup Wizard shows a successful message. Tap Next.

> If the settings are not found on your device, select the Try to get e-mail settings automatically from the Internet check box to find and download email server settings from the Internet and then tap Next.

> 4. | Enter Your name and the Account display name and then tap Next.

> Note | If the Email Setup Wizard was unsuccessful in finding and downloading settings from the Internet, select Internet e-mail from the Your email provider list list on the next screen. You will be asked to enter email server settings. See “Specifying Email Server Settings” for details.

> 5. | In the Automatic Send/Receive list, choose how frequently you want email messages to be automatically sent and downloaded on your device.

> Note | Tap Review all download settings to select download options, set the email format as HTML or plain text, and more. For more information, see “Customizing Download and Format Settings”.

> 6. | Tap Finish.

> Specifying Email Server Settings

> If Auto Setup is unsuccessful, contact your ISP or email provider for the Incoming mail server and Outgoing mail server settings so you can enter them on your device.

> Other options that you can select include the following:

> | Select the Outgoing server requires authentication check box, if required by your provider.

> | If the outgoing email server requires a different user name and password for sending email, clear the Use the same user name and password for sending e-mail check box. You will be prompted to enter this information.

> | Tap Advanced Server Settings, and then select the Require SSL check boxes if your email provider uses an SSL connection for more secured email. From the Network connection list, select the data connection that you use for connecting to the Internet.

> Customizing Download and Format Settings

> Before you tap Finish when setting up your POP3 or IMAP4 email account, you can tap the Review all download settings link at the bottom of the screen to choose download options, message format, and other settings.

> Options | Description
> Automatic Send/Receive | You can select a time interval for connecting to the Internet automatically to send and receive messages.
> Download messages | Set the number of days of messages that you want to be downloaded to your device.
> Send/receive when I click Send | By default, messages are immediately delivered when you tap Send. If you prefer to save outgoing messages to the Outbox folder first, clear the check box. (In this case, you will need to manually send messages by tapping Menu > Send/Receive).
> Use automatic send/receive schedule when roaming | This allows your device to data roam when there is a set time interval for connecting to the Internet automatically. Since this may result in higher connection costs, you may want to leave the check box cleared.
> When deleting messages | Choose whether to delete messages from the mail server when you delete them on your device.
> Message format | Select HTML or Plain Text.
> Message download limit | Select the email download size. If you have a large volume of email, use a lower size or select to download headers only.

> Setting Up a Custom Domain Email

> When you are using an email domain name that is hosted by a different email provider (for example, your email address may be Benjamin@startup.com but Email.com hosts the email account and provides email services), select the Custom Domain option in the Email Setup Wizard to set up your email accoun.

> 1. | Add a new email account. See “Adding an Email Account” for instructions.

> 2. | Enter your email address and password for your email account. Ensure that the Save password check box is selected and then tap Next.

> 3. | Clear the Try to get e-mail settings automatically from the Internet and then tap Next.

> 4. | In Your e-mail provider, select Custom domain and then tap Next.

> 5. | Enter the domain of your email provider and then tap Next.

> 6. | The Email Setup Wizard then tries to find the email provider settings on your device or from the Internet. If the settings are found, it shows a successful message. Tap Next.

> 7. | Enter Your name and the Account display name and then tap Next.

> Note | If the Email Setup Wizard was unsuccessful in finding the settings, you will be prompted to enter email server settings on the succeeding screens. See “Specifying Email Server Settings” for details.

> 8. | In the Automatic Send/Receive list, choose how frequent you want email messages to be automatically sent and downloaded on your device.

> Note | Tap Review all download settings to select download options, set the email format as HTML or plain text, and more. For more information, see “Customizing Download and Format Settings”.

> 9. | Tap Finish.

> Creating a New Email Message

> To start from an empty message:

> 1. | On the TouchFLO 3D Home screen, slide to the Mail tab.

> 2. | Select the email account you want to use on the right side of the screen.

> Tip | To choose from other email accounts that are not displayed on the Mail tab, touch Menu > Accounts > Accounts and then select an email account from the Account Selection screen.

> 3. | Touch the New Mail icon ( ) to create a new email message.

> To send an email message to a favorite contact:

> 1. | On the TouchFLO 3D Home screen, slide to the People tab.

> 2. | Swipe your finger on the screen to flip through the photos of your favorite contacts.

> 3. | When the photo of the desired contact is displayed, touch the displayed photo and then touch Send e-mail.

> For more information about working with favorite contacts, see “People”.

> Tip | You can also touch Start > Contacts, select a contact name, and then touch Send e-mail.

> Composing and Sending an Email Message

> After creating a new email message, follow the steps below to enter your message and then send it.

> 1. | To add recipients, enter their email addresses, separating them with a semicolon. You can also tap To if you want to add email addresses stored in Contacts.

> 2. | Enter a subject and compose your message.

> Tip | To choose from preset messages, tap Menu > My Text and tap a desired message. To check the spelling, tap Menu > Spell Check.

> 3. | Tap Send.

> Tip |

> | • | For more information about entering text and symbols, see “Entering Text”.

> | • | To set the message priority, tap Menu > Message Options.

> | • | If you are working offline, email messages are moved to the Outbox folder and will be sent the next time you connect.

> To add an attachment to a message:

> 1. | In the message that you are composing, tap Menu > Insert and tap the item you want to attach: Picture, Voice Note, or File.

> 2. | Select the file or picture you want to attach, or record a voice note.

> Filtering the Inbox Message List

> When the Inbox on your device is full of messages, you can filter your Inbox to display only the messages that contain a particular sender or subject you are searching for.

> To filter your Inbox:

> Enter the sender name or email subject you want to look for. As you type characters, the message list narrows down to the sequence of characters you have entered.

> For example, entering “B”, and then “E” narrows the list to only the emails that contain sender names and email subjects that start with “BE.”

> Viewing and Replying to Messages

> To download a complete email message:

> By default, each email received in the inbox on your device contains only the first few kilobytes of the message. When you open an email message, it displays only the headers and part of the message. You must download the whole email to view the complete content.

> To download a complete email message, open the email and then do one of the following:

> |  | Finger-scroll to the end of the message, and tap Get entire message and any attachments (POP3 email account) or tap Get the rest of this message (IMAP4 and Outlook email accounts).

> — or —

> Tap Menu > Download Message.

> Notes |

> | • | The Fetch Mail feature, which is available for POP3 and IMAP4 Internet email accounts, downloads an entire email without the need for you to perform a full synchronization. This limits the download to just the email message that you want and helps save data cost. Fetch Mail is also available for Outlook Email. See “Instant Email Download Using Fetch Mail” for details.

> | • | Downloading may take some time, depending on the speed of your Internet connection, email file size, and whether file attachments are automatically downloaded.

> To download file attachments:

> | POP3 email account: File attachments of a POP3 Internet email account are automatically downloaded when you download a complete email.

> | IMAP4 and Outlook email accounts: File attachments appear below the subject of an email message. Tapping an attachment opens the attachment if it has been fully downloaded or marks it for download the next time you send and receive email.

> You can set automatic downloading of file attachments. See “Customizing Email Settings” for details.

> To reply to or forward a message:

> 1. | Open the message and tap Menu > Reply, Menu > Reply All, or Menu > Forward.

> 2. | Enter your response, and then tap Send.

> Notes |

> | • | You can receive and view HTML email from any type of email account. The HTML format is retained, without layout shifting or resizing. HTML email support in Outlook Mobile is available only if you are synchronizing your device with Microsoft Exchange Server 2007.

> | • | When replying using an Outlook email account, you can customize ActiveSync to exclude addresses, including your own, from being added to the recipient list. Tap Menu > Options... in ActiveSync, select the E-mail item, tap Settings, and then tap Advanced. In the My e-mail addresses box, enter email addresses you want to exclude.

> Synchronizing Email

> Synchronizing email ensures that new email is downloaded to the device Inbox folder, that in the Outbox folder is sent, and that email deleted from the server is removed from your device. The exact way that you synchronize email depends on the type of email account you have.

> To automatically synchronize an Outlook email account:

> 1. | Connect your device to your computer through USB or Bluetooth. Otherwise, connect through Wi-Fi or a data connection if you are synchronizing Outlook email with the Exchange Server. For more information, see “Ways of Connecting to the Internet”.

> 2. | Synchronization automatically begins, and your device sends and receives Outlook email.

> To manually synchronize your Outlook or Internet email account:

> 1. | Tap Start > Messaging, and then select your Internet email account.

> 2. | Tap Menu > Send/Receive.

> Customizing Email Settings

> To change the download size and format for Outlook email:

> 1. | Disconnect your device from the computer.

> 2. | Tap Start > Programs > ActiveSync.

> 3. | Tap Menu > Options..., select E-mail, and then tap Settings.

> 4. | On the E-mail Sync Options screen:

> |  | Under Message format, select HTML or Plain text.

> |  | Under Download size limit, select the desired email size.

> 5. | Close ActiveSync and reconnect your device to the computer.

> To change the download size and format for Internet email:

> 1. | Tap Menu > Options on the Account Selection screen, or tap Menu > Tools > Options... while you’re in a message list.

> 2. | Tap your POP3 or IMAP4 Internet email account.

> 3. | Tap Download Size Settings.

> |  | Under Message format, select HTML or Plain text.

> |  | Under Download size limit, select the desired email size.

> 4. | Tap Done.

> To automatically receive attachments on Outlook email:

> 1. | Tap Start > Programs > ActiveSync.

> 2. | Tap Menu > Options.

> 3. | Tap E-mail > Settings, and then select Include file attachments.

> To automatically receive attachments on IMAP4 email:

> 1. | Tap Menu > Options on the Account Selection screen, or tap Menu > Tools > Options... while you’re in a message list.

> 2. | Tap the name of your IMAP4 email account.

> 3. | Tap Download Size Settings.

> 4. | In Download attachments, select a download size or select All attachments.

> 5. | Tap Done.

> To store attachments in storage card:

> 1. | Tap Start > Messaging.

> 2. | Tap Menu > Options > Storage tab.

> 3. | Select the When available, use this storage card to store attachments check box

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