Messaging Help

# Add an attachment to a message

1. In an open message, tap Menu > Insert and tap the item you want to attach: Picture or File.
2. Select the file you want to attach.

Note

Embedded objects cannot be attached to messages.

#### See also

Compose and send a message

# Install an online address book

Many e-mail servers, including servers running Exchange Server, can verify names with an online address book, called a directory service, using Lightweight Directory Access Protocol (LDAP). When you create an e-mail account, your e-mail server's directory service is added to the Address tab, and you are given the option to enable it. After it is enabled, Messaging checks your contact list and then the directory service to verify names that you enter in the To, Cc, and Bcc fields. To enable a directory service or if you want to use additional services, follow these steps:

1. If you are adding a new account, ask your network administrator for the name of the directory service and the server.
2. In the message list, tap Menu > Tools > Options > Address tab.
3. In the In Contacts, get e-mail addresses from list, select which e-mail address book to check in Contacts. Contacts will be checked first unless you select None.
4. If your e-mail server is already listed, select the server's directory service check box to enable it and tap OK.
5. If your e-mail service is not listed, tap Add.
6. In the Directory name and Server boxes, enter the LDAP directory and server names.
7. Ask your network administrator if authentication is necessary for your server. If so, select the Authentication is necessary on this server check box, and enter your user name and password.
8. To have Messaging check this service, select the Check name against this server check box.

Tips

To delete a service, tap and hold the service, and tap Delete.

While synchronizing your Outlook E-mail account, disable any directory services you have installed by clearing the Check name against this server check box. This helps avoid getting error messages when Messaging tries to verify names against the service that you are not connected to.

#### See also

Compose and send a message

# Delete all messages and folders

You can quickly delete all messages and the non-default folders in a Messaging account.

1. Tap > Messaging.
2. Tap Menu > Tools > Clear.

   All messages and folders that are linked to the selected account are cleared, and memory is expanded on the device without deleting messages on the server. The next time you connect, the messages and folders are downloaded again.

Note

You cannot clear messages and folders from the Outlook E-mail account.

#### See also

Delete a message

# Compose and send a message

1. In the message list, tap Menu > Go To, and select the account you want to use.
2. Tap New.
3. Enter the e-mail address or text message address of one or more recipients, separating them with a semicolon. To access addresses and phone numbers from Contacts, tap To.
4. Enter your message. To quickly add common messages, tap Menu > My Text and tap a desired message.
5. To check the spelling, tap Menu > Spell Check.
6. Tap Send.

1. In the message list, tap Menu > Go To, and select the account you want to use.
2. Tap New.
3. Enter the e-mail address or text message address of one or more recipients, separating them with a semicolon. To access addresses and phone numbers from Contacts, tap To.
4. Enter your message. To quickly add common messages, tap Menu > My Text and tap a desired message.
5. To check the spelling, tap Menu > Spell Check.
6. Tap Send.

1. In the message list, tap Menu > Go To, and select the account you want to use.
2. Tap New.
3. Enter the e-mail address of one or more recipients, separating them with a semicolon. To access addresses and phone numbers from Contacts, tap To.
4. Enter your message. To quickly add common messages, tap Menu > My Text and tap a desired message.
5. To check the spelling, tap Menu > Spell Check.
6. Tap Send.

Tips

To enter symbols, tap Shift using the on-screen keyboard.

To set the priority, tap Menu > Message Options.

If you are working offline, e-mail messages are moved to the Outbox folder and will be sent the next time you connect.

If you want to know when a text message is received, before sending the message, tap Menu > Message Options and then select Request message delivery notification.

Tips

To enter symbols, tap Shift using the on-screen keyboard.

If you are working offline, e-mail messages are moved to the Outbox folder and will be sent the next time you connect.

If you want to know when a text message is received, before sending the message, tap Menu > Message Options and then select Request message delivery notification.

Tips

To enter symbols, tap Shift using the on-screen keyboard.

If you are working offline, e-mail messages are moved to the Outbox folder and will be sent the next time you connect.

#### See also

Add an attachment to a message

Use My Text

Install an online address book

# Create or change a message signature

1. Tap > Messaging.
2. Tap Menu > Tools > Options.
3. Tap Accounts tab > Signatures.
4. Select the account for which you want to create or change a signature.
5. Select the Use signature with this account check box if it is not already selected.
6. Select the Use when replying and forwarding check box if wanted.
7. Enter a signature in the box.

   To stop using a signature, clear the Use signature with this account check box.

Tip

You can use a different signature with each Messaging account.

#### See also

Compose and send a message

# Delete a message

- To delete a message, in the message list, tap and hold the message and tap Delete. To select multiple messages, tap and drag. Then, tap and hold the selected messages, and tap Delete. Messages are moved to the Deleted Items folder and deleted according to the option that you have selected in Menu > Tools > Options > Storage tab.

Tips

If you are working offline, messages that have been deleted from the server will be deleted from the device the next time you connect or according to the options you have selected.

To permanently delete messages in the Deleted Items folder, tap Menu > Tools > Empty Deleted Items.

To choose when items will be permanently removed, in the message list, tap Menu > Tools > Options > Storage tab, and make a selection in Empty deleted items.

#### See also

Delete all messages and folders

# Download messages

The manner in which you download messages depends the type of account you have:

- To send and receive e-mail for an Outlook E-mail account, begin synchronization through ActiveSync. For more information, see Synchronizing Outlook E-mail.
- To send and receive e-mail messages for an e-mail account that you have with an Internet Service Provider (ISP) or that you access using a VPN server connection (typically a work account), download messages through a remote e-mail server. For more information, see Download messages from the server.

- Text messages are automatically received when your phone is turned on. When your phone is turned off, messages are held by your service provider until the next time your phone is turned on.

- Text messages are automatically received when your phone is turned on. When your phone is turned off, messages are held by your service provider until the next time your phone is turned on.

Tip

By default, messages you send are not saved on your device to help conserve memory. If you want to keep copies of sent messages, in the messaging list, tap Menu > Tools > Options > Message tab, and select the Keep copies of sent items in Sent folder check box. If your account is an Outlook E-mail or IMAP4 account, you must also select the Sent Items folder for synchronization. To do this, tap Menu > Tools > Manage Folders and select the check box next to the folder.

#### See also

Start and stop synchronization

# Download messages from the server

To send and receive e-mail messages for an e-mail account that you have with an Internet Service Provider (ISP) or that you access using a VPN server connection (typically a work account) you need to connect to the Internet or your corporate network, depending on the account.

1. Tap Menu > Go To, and select the account you want to use.
2. Tap Menu > Send/Receive. The messages on your device and e-mail server are synchronized: new messages are downloaded to the device Inbox folder, messages in the device Outbox folder are sent, and messages that have been deleted from the server are removed from the device Inbox folder.

Tips

If you want to read the entire message, tap Menu > Download Message while in the message window. If you are in the message list, tap and hold the message, and then tap Menu > Download Message. The message will download the next time you send and receive e-mail. This will also download message attachments if you selected those options when you set up the e-mail account.

The size column in the message list displays the local size and server size of a message. Even when an entire message has been downloaded, these numbers may differ because the size of a message can vary between the server and the device.

#### See also

Connect to the Internet

Connect to Work

Change e-mail download options

# Find a message

1. Tap > Programs > Search.
2. Enter the subject, sender's name, or message body text. If you have looked for this message before, in the Search for box, select the name from the list.
3. In Type, tap Messaging to narrow your search.
4. Tap Search.
5. In the Results list, tap the message you want to open.

#### See also

Sort the message list

Download messages

# Manage folders

You can create, rename, or delete a folder or select it for synchronization.

1. Tap Menu > Go To, and select the account you want to use.
2. Tap Menu > Tools > Manage Folders.
3. Do one of the following:
   - To create a subfolder, tap and hold a folder, and tap New.
   - To change the name of a folder, tap and hold the folder, and tap Rename.
   - To delete a folder and its contents, tap and hold the folder, and tap Delete.
   - To select a folder for synchronization in an Outlook E-mail or IMAP4 account, select the check box next to the folder.

Tips

You must be online and connected to delete or rename an Outlook E-mail or IMAP4 account folder.

Default folders (Drafts, Outbox, Inbox, Deleted Items, and Sent Items) cannot be renamed or deleted.

#### See also

Delete all messages and folders

Synchronizing Outlook E-mail

Download messages from the server

# Move a message

1. In the message list, tap and hold the message. To select multiple messages, tap and drag. Then, tap and hold the selected messages.
2. Tap Move.
3. Select where you want to move the message, and tap OK.

Important note

> If you use a POP3 account and you move e-mail messages to a folder you created, the link is broken between the messages on the device and their copies on the e-mail server. The next time you connect, the e-mail server will see that the messages are missing from the device Inbox folder and delete them from the server. This prevents you from having duplicate copies of a message, but it also means that you will no longer have access to messages that you move to folders created from anywhere except the device.

#### See also

Delete all messages and folders

Manage folders

# Receive attachments

An attachment sent with an e-mail message or downloaded from the server appears below the subject of the message. Tapping the attachment opens the attachment if it has been fully downloaded or marks it for download the next time you send and receive e-mail. You can also download attachments automatically with your messages if you have an Outlook E-mail or IMAP4 e-mail account.

If you have an Outlook E-mail account, do the following:

1. Tap > ActiveSync.
2. Tap Menu > Options.
3. Tap E-mail > Settings, and then select Include File Attachments.

If you have an IMAP4 e-mail account with an Internet service provider (ISP) or an account that you access using a VPN server connection (typically a work account), do the following:

1. Tap > Messaging.
2. Tap Menu > Tools > Options.
3. Tap the name of the IMAP4 account.
4. Tap Next until you reach Server information, and tap Options.
5. Tap Next twice, and select Get full copy of messages and When getting full copy, get attachments.

Tips

Embedded images and objects cannot be received as attachments.

An embedded message can be viewed as an attachment when using IMAP4 to receive e-mail. However, this feature does not work if TNEF is enabled so that you can receive meeting requests.

To store attachments on a storage card rather than on the device, tap Menu > Tools > Options > Storage tab, and select the Store attachments on a storage card check box.

#### See also

Change e-mail download options

# Reply to or forward a message

1. Open the message and tap Reply, or Menu > Reply All, or Menu > Forward.
2. Enter your response. To quickly add common messages, tap Menu > My Text and tap a desired message.
3. To check the spelling, tap Menu > Spell Check.
4. Tap Send.

Tips

To see more header information, scroll up.

To always include the original message, from the list view, tap Menu > Tools > Options > Message tab, and select the When replying to e-mail, include body check box.

In the Outlook E-mail account, you will send less data if you do not edit the original message. This may reduce data transfer costs based on your rate plan.

#### See also

Use My Text

# Sort the message list

If you have a long list of messages, sorting the list can help you quickly find the item you want.

1. In the message list, tap the sort list (labeled Received by default) and select a sort option.
2. Select the option again to reverse the sort order (ascending to descending).

#### See also

Find a message

Delete all messages and folders

# How do I...

Receive attachments

Delete a message

Delete all messages and folders

# How do I...

Reply to or forward a message

Download messages

# How do I...

Install an online address book

# How do I...

Install an online address book

# How do I...

Create or change a message signature

# How do I...

Change e-mail download options

Receive attachments

# How do I...

Change e-mail download options

Set up an e-mail account

What is SSL?

# How do I...

Change e-mail download options

# How do I...

Set up an e-mail account

# How do I...

Set up an e-mail account

# How do I...

Set up an e-mail account

# How do I...

Set up an e-mail account

# How do I...

Change e-mail download options

Set up an e-mail account

# How do I...

Manage folders

# How do I...

Manage folders

# How do I...

Compose and send a message

Add an attachment to a message

Use My Text

Enter text using the on-screen keyboard

Create or change a message signature

# How do I...

Set up an e-mail account

# Change e-mail download options

You can customize the following download options for each e-mail account that you have with an Internet Service Provider (ISP) or that you access using a VPN server connection (typically a work account).

You can choose:

- Whether messages are downloaded automatically.
- How much e-mail is downloaded.
- If and how attachments are downloaded (IMAP4 only).

1. In the message list, tap Menu > Tools > Options.
2. Select the e-mail account.
3. Tap Next until you reach Server information.
4. Tap Options.
5. Enter your changes on the next three screens, and tap Finish.

Tips

To send and receive messages automatically, tap Connect and check for messages and enter a time interval. Connecting automatically may result in higher connection charges.

To save memory, limit the number of e-mails that are downloaded to your device by lowering the number of days to display.

To change options for an Outlook E-mail account, tap > ActiveSync > Menu > Options.

#### See also

Change the synchronization schedule of Outlook e-mail

Compose and send a message

# Set up an e-mail account

You need to set up an e-mail account that you have with an Internet service provider (ISP) or an account that you access using a VPN server connection (typically a work account) before you can send and receive mail.

1. Tap > Messaging.
2. Tap Menu > Tools > New Account.
3. Enter your e-mail address, and tap Next.

   Auto configuration attempts to download necessary e-mail server settings so that you do not need to enter them manually.

4. Once Auto configuration has finished, tap Next.
5. Enter your name (the name you want displayed when you send e-mail) and your password.

If Auto configuration was successful, your user name is already entered and you can tap Next, and then Finish to complete setting up your account, or tap Options to access additional settings. For example:

- Change the time intervals for downloading new messages.
- Download attachments.
- Limit the amount of messages that are downloaded.

If Auto configuration is unsuccessful or you have an account you access using a VPN server connection, contact your ISP or network administrator for the following information and enter it manually:

Setting | Description
--- | ---
User name | Enter the user name assigned to you by your ISP or network administrator. This is often the first part of your e-mail address, which appears before the at sign (@).
Password | Choose a strong password. You have the option to save your password so you do not need to enter it each time you connect to your e-mail server.
Domain | Not required for an account with an ISP. May be required for a work account.
Account type | Select POP3 or IMAP4.
Account name | Enter a unique name for the account, such as Work or Home. This name cannot be changed later.
Incoming mail server | Enter the name of your e-mail server (POP3 or IMAP4).
Outgoing mail server | Enter the name of your outgoing e-mail server (SMTP).
Require SSL connection | Select this to ensure you always receive e-mail for this account using an SSL connection. This enables you to receive personal information more securely. Please note that if you select this and your ISP does not support an SSL connection, you will not be able to connect to receive e-mail. For more information about SSL, see What is SSL?
Outgoing mail requires authentication | Select this if your outgoing e-mail server (SMTP) requires authentication. Your user name and password from above will be used.
Use separate settings | Select this if your outgoing e-mail server requires a different user name and password than the ones you entered before.
Outgoing server settings: |
User name | Enter your user name for the outgoing e-mail server.
Password | Enter your password for the outgoing e-mail server.
Domain | Enter the domain of the outgoing e-mail server.
Require SSL for outgoing mail | Select this to ensure you always send e-mail from this account using an SSL connection. This enables you to send personal information more securely. Note that if you select this and your ISP does not support an SSL connection, you will not be able to send e-mail. For more information about SSL, see What is SSL?

Tips

You can set up several e-mail accounts in addition to your Outlook E-mail account.

You cannot add a new account while connected. Tap Menu > Stop Send/Receive to disconnect.

#### See also

Change e-mail download options

What is SSL?

# What is SSL?

Secure Sockets Layer (SSL) is a security protocol that enables you to send personal information in a more secure manner over the Internet.

When you send a message from an account on the device that you have with an Internet service provider (ISP) or from an account that you access using a VPN server connection (typically a work account), Messaging always tries to use an SSL connection. However, sometimes the e-mail server on the other end doesn't support SSL, so in order to send the message, it is sent without an SSL connection.

To ensure that your e-mail is always sent using an SSL connection or not at all, specify that an SSL connection is required when you set up your e-mail account.

#### See also

Set up an e-mail account

Change e-mail download options

# Use My Text

My Text provides a fast, easy way to add common sentences to your messages.

- Tap Menu > My Text, and tap a desired message.
- To edit a My Text message, in a new message, tap Menu > My Text > Edit My Text Messages. Tap the message you want to edit and enter new text at the bottom of the screen.

#### See also

Compose and send a message

# Create a contact from a message

When someone who is not in your list of contacts sends you a message, you can quickly add them to your contact list.

- From the open message, tap Menu > Save to Contacts.

#### See also

Create a contact

# How do I...

Set up an e-mail account

What is SSL?

# How do I...

Compose and send a message

Set up an e-mail account

# How do I...

Compose and send a message

Reply to or forward a message

Find a message

Delete a message

Sort the message list

Move a message

Download messages

# How do I...

Compose and send a message

Set up an e-mail account

# How do I...

Reply to or forward a message

Delete a message

Download messages

Create a contact from a message

# How do I...

Compose and send a message

# How do I...

Compose and send a message

# Overview of e-mail security

You can help prevent impersonation, tampering, and eavesdropping when sending e-mail messages from your Outlook E-mail account by using Secure Multipurpose Internet Mail Extensions (S/MIME) digital signatures and encryption.

A signature helps prevent impersonation and tampering. Impersonation occurs when a hacker sends e-mail messages and pretends to be someone else. Tampering occurs when a hacker intercepts your e-mail messages and changes the message without the recipient's knowledge.

Signing a message applies the sender's certificate (and public key)to the message. This proves to the recipient that the message is from the sender and not from an imposter.

Encryption helps prevent eavesdropping, which occurs when a hacker intercepts and reads your e-mail messages. Using a cryptographic message format such as S/MIME for encryption helps improve e-mail privacy because it converts plain, readable text of the message into cipher (scrambled) text. The sender's messaging program uses the recipient's public key to encrypt (lock) the e-mail message and attachments. Only the recipient who has the private key that matches the public key you used to encrypt the message can decipher (unscramble) the message.

A certificate is a digital means of proving your identity. When you send a digitally signed message, your are sending your certificate and public key. Certificates can expire or be revoked.

Note

S/MIME encryption and digital signatures for Windows Mobile-based devices are available only with Exchange Server 2003 Service Pack 2 or a later version that supports S/MIME. If you aren't using one of these products, or have not yet synchronized, these options are unavailable.

#### See also

Change e-mail security options

Digitally sign a message

Encrypt a message

Verify the digital signature on a signed message you receive

# Encrypt a message

Encrypting a message protects the privacy of the message by converting it from plain, readable text into cipher (scrambled) text. Only the recipient who has the private key that matches the public key you used to encrypt the message can decipher the message.

You can encrypt a message without a certificate, however, to read an encrypted message, you need a valid certificate for decrypting e-mail messages.

1. In the message list, tap Menu > Go To, and select Outlook E-mail.
2. Tap New.
3. Tap Menu > Message Options.
4. Select the Encrypt message check box, and tap OK.

Note

S/MIME encryption and digital signatures for Windows Mobile-based devices are available only with Exchange Server 2003 Service Pack 2 or a later version that supports S/MIME. If you aren't using one of these products, or have not yet synchronized, these options are unavailable.

Tip

You can also automatically encrypt all outgoing messages. For more information, see Change e-mail security options.

#### See also

Digitally sign a message

Overview of e-mail security

# Digitally sign a message

Signing a message applies your certificate with the public key to the message. This proves to the recipient that the message is from you and not from an imposter, and that the message has not been altered.

1. In the message list, tap Menu > Go To, and select Outlook E-mail.
2. Tap New.
3. Tap Menu > Message Options.
4. Select the Sign message check box, and tap OK.

Note

S/MIME encryption and digital signatures for Windows Mobile-based devices are available only with Exchange Server 2003 Service Pack 2 or a later version that supports S/MIME. If you aren't using one of these products, or have not yet synchronized, these options are unavailable.

Tip

To choose a certificate or set up your e-mail account to automatically sign all outgoing messages, see Change e-mail security options.

#### See also

Overview of e-mail security

Verify the digital signature on a signed message you receive

# Verify the digital signature on a signed message

1. Open the message that has been digitally signed.
2. At the top of the message, tap View Signature Status.
3. Tap Menu > Check Certificate.

Notes

There can be several reasons why a digital signature is not valid. For example, the sender's certificate may have expired, it may have been revoked by the certificate authority, or the server that verifies the certificate is unavailable. Contact the sender to report the problem.

S/MIME encryption and digital signatures for Windows Mobile-based devices are available only with Exchange Server 2003 Service Pack 2 or a later version that supports S/MIME. If you aren't using one of these products, or have not yet synchronized, these options are unavailable.

#### See also

Encrypt a message

Overview of e-mail security

# Copy a text message from the SIM to the Inbox folder

1. Tap > Messaging.
2. Tap Menu > Go To, and select Text Messages.
3. In the message list, select the message you want to copy.
4. Tap Menu > Copy to Inbox.

Notes

Text messages stored on your SIM are automatically displayed in the Inbox folder. Copying them to your device results in duplicate messages in the Inbox folder when your SIM is in use.

This icon next to a message indicates that it is saved on your SIM.

# Copy a text message to the SIM

1. Tap > Messaging.
2. Tap Menu > Go To, and select Text Messages.
3. In the message list, select the message you want to copy.
4. Tap Menu > Copy to SIM.

Note

This icon next to a message indicates that it is saved on your SIM.