PalmPilot™ Professional Handbook ®
Copyright Copyright © 1997 3Com Corporation or its subsidiaries. All rights reserved. 3Com, the 3Com logo, and Graffiti are registered trademarks and HotSync, PalmPilot, Palm OS and the PalmPilot logo are trademarks of 3Com Corporation or its subsidiaries. All other brands and product names may be trademarks or registered trademarks of their respective holders.
Contents Chapter 1: Mail ................................................................................................... 1 About Mail....................................................................................................1 Configuring Mail on the Desktop ..............................................................2 Synchronizing Mail with your E-Mail Application....................................6 Activating Mail on your PalmPilot ..........................................................
Defining Primary and Secondary DNS ................................................... 44 IP Address .................................................................................................. 45 Idle Timeout ............................................................................................... 46 Creating a Login Script ............................................................................. 47 Network Preferences Menu Commands.................................................
Chapter 1 Mail Congratulations on your purchase of the PalmPilot™ Professional connected organizer. This handbook describes how to use the additional applications that come with the PalmPilot Professional organizer package: Mail and PalmPilot TCP/IP. For information on how to use other PalmPilot companion applications and HotSync ™ software, refer to the PalmPilot Handbook.
■ Create simple or complex filters, which allow you to decide the type of e-mail that your PalmPilot organizer will retrieve from your desktop e-mail application. Configuring Mail on the Desktop Before you use Mail for the first time, your desktop e-mail application should be configured and fully functional. Once your e-mail application is up and running, you must enable (or activate) the Mail application on the desktop and provide some basic configuration information.
The following sections describe the available Mail configuration settings. Depending on the e-mail application you select, some of these options may be grayed-out. Note: If you need specific help configuring PalmPilot Mail for your e-mail application, please click the Help button in the Change HotSync dialog. Activating PalmPilot Mail The Activate PalmPilot Mail setting lets you enable or disable the synchronization of Mail.
To select your e-mail application: ■ Click the down arrow in the corner of the Synchronize with list box to display all of the e-mail applications supported by PalmPilot. Click to select (so that it’s highlighted) the e-mail application you use. Note: PalmPilot Mail supports MAPI and VIM e-mail applications. If your e-mail application is not specifically listed, try Microsoft Mail for Windows 3.1x or Microsoft Exchange for Windows 95, NT 4.0 (for MAPI e-mail applications); or try Lotus cc:Mail 2.
Password In the Password field, you enter the password you use when logging into your desktop e-mail application. For security reasons, PalmPilot does not display your actual password; instead PalmPilot represents your password as a string of asterisks. To enter your password: ■ Type your password in the Password field. Press the Tab key to move to the next field, or click OK to close the Change HotSync Action dialog and return to the Custom screen.
For example, if you receive e-mail in cc:Mail from tom@earthlink.net, the address (including the Internet Gateway) will appear as follows: tom@earthlink.net at Internet-Mail. In this case, “Internet-Mail” is the gateway name that you need to enter in the Internet gateway field. Note: The characters “ at” are not part of the Internet Gateway name. Do not enter “ at” in this field. To enter an Internet Gateway: 1. Type the Internet Gateway name in the Internet Gateway field.
Synchronizing Mail with your E-Mail Application After you have enabled and configured Mail, you need to perform a HotSync operation to synchronize Mail with your desktop e-mail application. For a complete explanation of how to use the HotSync feature, refer to the PalmPilot Handbook. Activating Mail on your PalmPilot You activate Mail by either selecting the Mail icon from the Application Picker or by pushing a physical button that you have assigned for Mail.
Viewing Messages When the Message List first appears, it lists your incoming messages, who sent them, and the date they were received, as shown in the following diagram: Check means previously read Bold means high priority To open a message: ■ Tap anywhere on the message listing. PalmPilot displays the selected message as shown in the following diagram: Recipient Abbreviated mode selected Sender Time and date sent Subject Message body Messages appear by default in the abbreviated mode.
Message Font Size You can modify the way messages appear by changing the screen display to show a larger font (text) size. To change the message font size: ■ With the message open, tap the Font button as shown in the following diagram: Scroll bar appears when text exceeds screen Tap to change size Tap the Font button again to revert to the normal size font in the message. The font size that you select will be used when viewing all messages.
Abbreviated header Complete header Tap the Header button again to display the full header. The header type that you select will be used when viewing all messages. Creating Messages You create messages with your PalmPilot the same way you create messages with your desktop e-mail application: you identify the recipient(s) of the message, define a subject, and then create the body of the message. All new messages, whether they are original or replies, are composed in the New Message screen.
When you have completed the data entry for that particular field, tap the Done button to return to the New Message screen. To create a message: 1. Click New from the Message menu. The New Message screen appears, as shown in the following diagram: cursor of new message tap New Note: You can also open the New Message screen by tapping the New button from the Message List view. 2. A cursor is displayed at the To field of your new message, representing the point where new text will appear.
You can enter multiple addresses for this field. Addresses must be separated with a comma, followed by a space, as shown in the following diagram: 4. To enter a subject for your message, tap anywhere in the Subj field to move the cursor to that field, then enter the subject. 5. To compose the body of your message, tap anywhere in the Body field to move the cursor to that field, then enter the body text.
Note: The Address List displays entries sorted by Company Name or by Last Name, depending on the sort option you select for your Address Book. Refer to Chapter 4: Address Book in your PalmPilot Handbook for more information about sorting the Address List. Tip: You can use the command stroke /L to execute a Lookup without opening the menus. See the PalmPilot Handbook for more information about the command stroke. To look up an address: 1.
3. Enter the first letter of the entry you want to find in your Address List. The Lookup feature scrolls to the first entry in the list that begins with that letter. If you write an additional letter, the list will scroll to the first entry that starts with those two letters. For example, writing an “s” might scroll to “Sanders,” and writing “sm” might scroll further to “Smith.” 4. Tap to select an address (so that it’s highlighted), then tap the Add button.
Setting a Priority To set a priority for your message: 1. From the New Message screen, tap the Details button. The Message Details dialog appears, as shown in the following diagram: Tap here 2. Tap the black triangle to the right of the word, Priority. The Priority pick list appears, as shown in the following diagram: Tap here Tap to select a priority 3. Tap to select the priority you want. The following choices are available: Low, Normal (this is the default setting) and High. 4.
2. Tap the OK button to confirm your selection and return to the New Message screen, which will now display a BCC field below the CC field, as shown in the following diagram: BCC field 3. To enter a BCC for your message, tap anywhere in the BCC field to move the cursor to that field. Use the stylus to write Graffiti character strokes (or the on-screen keyboard) to enter the subject.
3. To enter text to be used as your signature, tap anywhere in the Signature Text field to move the cursor to that field. Use the stylus to write Graffiti character strokes (or the on-screen keyboard) to enter the subject. You can enter up to six lines of text for this field. Tap the OK button to confirm your selection and return to the previous screen. To add a signature to your message: 1. From the New Message screen, tap the Details button. The Message Details dialog appears. 2.
To receive a confirmation that your message has been delivered: 1. From the New Message screen, tap the Details button. The Message Details dialog appears. 2. Tap the Confirm Delivery check box (so that it’s checked) to request a confirmation that your message has been delivered to the recipient. Tap the check box again (so that it’s empty) to disable this feature. 3. Tap the OK button to confirm your selection and return to the New Message screen.
To retrieve a message: 1. Tap the black triangle or the word in the right corner of the header. A folder pick list appears as shown in the following diagram: Tap to display the folder list Tap Outbox 2. Tap Outbox. The Message List will display the messages contained in the Outbox. 3. Tap the entry of the message you want to retrieve to display the message, as shown in the following diagram: Tap message to select Tap to retrieve message 4.
Draft Messages There are times when you may not want to immediately send a message you have composed — for example, you may want to add additional information before sending it. Your PalmPilot enables you to save such messages as drafts. Draft messages are stored in the Draft folder until you are ready to edit them. Once edited, a draft becomes a new message again. Note: You can also save a message as a draft by canceling it.
Tap to select Tap to edit draft in the New Message screen 4. Tap the Edit button. Your PalmPilot moves your draft to the New Message screen. Once your draft is displayed in the New Message screen, your message changes from a draft to a new message. As such, you must save it again as a draft to return it to the Draft folder, or tap the Send button to move the message to your Outbox folder if you are now ready to send it.
Message List View Options Message List View Options enable you to manage the way information is displayed in the Message List. Folders PalmPilot provides five different folders, each pertaining to a particular mail category. The Message List displays the messages contained in the folder you select. Folders provide an efficient way to manage the mail you send and receive. To select a folder: 1. Tap the black triangle or the word in the right corner of the header.
2. Tap to select the folder you want. The Message List will change to reflect your folder selection. Date Column The Date Column is optional in the Message List. The Date Column is hidden by default to increase the available screen display space. To display the date column, check the Show Date box in the Show Options dialog. To show the Date Column: 1. From the Message List, tap the Show button. The Show Options dialog appears, as shown in the following diagram: Tap Show 2.
Tap here to display sort options The following sort options are available: ■ Date. This option means that messages are sorted by date and displayed in reverse chronological order (the most recent message is at the top of the screen). ■ Sender. This option means that messages are sorted by the sender’s user name and displayed in ascending alphabetical order. Messages are sorted using the first word of the field. ■ Subject.
To activate the HotSync Options dialog: 1. Tap the Menu button. The menus for Mail appear at the top of the screen. 2. From the Options menu, tap the HotSync Options menu command. The HotSync Options dialog appears as shown in the following diagram: To select local or remote HotSync settings: 1. In the HotSync Options dialog, tap the “Local HotSync” text. The Settings for pick list appears, as shown in the following diagram: Tap here to display HotSync options 2.
To select a filtering option: 1. Tap the filtering option you want to select. The following filtering options are available: ■ All. This setting means that during synchronization all of the messages in your desktop e-mail inbox will be synchronized with your PalmPilot and that all messages in your PalmPilot outbox will be sent to your desktop e-mail application. Note: The All setting does not mean that all information included in each message will be downloaded to your PalmPilot.
Specialized filters work on the premise of ignoring or retrieving messages that contain specific information in their header fields. To create a specialized filter, you must decide whether you want to ignore or retrieve certain messages. Then, based on that decision, you must tell your PalmPilot what it needs to look for in the To, From, and/or Subject header fields to single out those messages.
To define whether to ignore or receive messages: 1. In the HotSync Options dialog, tap the “Ignore Messages Containing” text. A pick list appears, as shown in the following diagram: Tap here Select fitering option 2. Tap to select a filtering option. The following settings are available: ■ Ignore Messages Containing. When you select this setting, you are telling your PalmPilot to exclude only the messages that meet the defined criteria and download all other messages during synchronization.
implicit OR; because of this, you should not enter connecting words, such as AND or OR. To create a more complex filter, you can define filter strings for the To, From, and Subject fields simultaneously. Your PalmPilot joins the filter strings for these fields using an implicit AND. Once again, you should not add connecting words. Your PalmPilot will do that for you. For example, suppose you want to receive only messages from John Smith (jsmith@aol.com) or Jack Jones (jjones@aol.
Tap here to insert cursor 2. Use the stylus to write Graffiti character strokes (or the onscreen keyboard) to define your filter string for the selected header field. Note: Use commas or spaces to separate words in a string. Do not add connecting words, such as AND or OR, between words in a string. 3.
High Priority Messages The Retrieve All High Priority setting lets you retrieve messages marked high priority, even if those messages would have been blocked by a defined filter. To retrieve high priority messages: 1. In the HotSync Options dialog, tap the word “Filter” to display additional filter options. 2. Tap the Retrieve All High Priority check box (so that it’s checked) to retrieve all messages marked high priority. Tap the check box again (so that it’s empty) to disable this feature.
To truncate messages: 1. In the HotSync Options dialog, tap the Truncate button to display the Truncate Options dialog, as shown in the following diagram: Tap to select maximum message length Tap Truncate 2. The list box displays the truncation settings available. These values range from 250 characters to 8000 characters. Tap to select the truncation setting you want. Tip: If you select a low truncation value, you will have more room on your PalmPilot to store messages. 3.
Message menu when viewing a message Message menu when viewing Message List Message menu when creating a message ■ New. The New command opens the Create Message view, where you can create a new e-mail message. ■ Delete. The Delete command removes the message being viewed from its current folder and moves it to the Deleted folder. Your PalmPilot stores deleted messages in the Deleted folder until you perform a HotSync operation, at which time deleted messages are removed permanently. ■ Reply.
Option menu when creating a message Option menu when editing a message ■ Show. The Show Options command displays a dialog, where you can select different ways to sort and view the Message List. By selecting specific settings, you can hide or display the Date column and sort the Message list using the date, the sender, or the subject of the message as the key field. ■ Look Up. The Look Up command displays a dialog, which contains the Address List from your Address Book.
can get back storage space on your PalmPilot before your next HotSync operation. The Purge Deleted command displays an alert, prompting you to confirm that you want to purge all messages from the Deleted folder. If you tap Yes, all deleted messages are purged from the memory of your PalmPilot. Important: Messages that have been purged will be deleted from your desktop e-mail application during the next HotSync. ■ About Mail.
Removing a Message from the Deleted Folder Deleted messages are stored in the Deleted folder until you complete the next HotSync. Because of this, you can reverse the deletion of a message (by removing it from the Deleted folder) as long as your have not performed either a HotSync or purged the contents of the Deleted folder. Note: Your PalmPilot moves the selected message from the Deleted folder to the Filed folder.
you can purge the contents of your Deleted folder. Messages that have been purged will still be deleted from your desktop e-mail application during the next HotSync operation. To purge the contents of the Deleted folder: 1. Tap the Menu button to display menu options. From the Options menu, tap the Purge Deleted command. 2. Your PalmPilot will display a Purge Deleted Messages alert. Tap the Yes button to confirm that you want to immediately purge the contents of the Deleted folder.
Chapter 2 PalmPilot™ TCP/IP Software Your PalmPilot 2.0 operating system comes with TCP/IP software that enables you to connect with Internet Service Providers (ISPs) or dial-in (remote access) servers. Because the TCP/IP software is a feature of the operating system, you configure all parameters relating to it from the Preferences application. To use PalmPilot TCP/IP, you must configure the Modem Preferences and the Network Preferences settings.
To activate the Network Preferences screen: 1. From the Applications Picker, tap the Preferences icon. The screen will change to display the General Preferences screen. 2. Tap the text that appears in the upper-right corner of the Preference screen. The Preferences pick list appears. 3. Tap Network in the pick list.
To enter a user name: 1. From the Network Preferences screen, tap anywhere in the User Name field to move the cursor to that field. 2. Use the stylus to write Graffiti® character strokes (or the on-screen keyboard) to enter your user name, as shown in the following diagram: Type your user name here Note: Most dial-in servers do not accept spaces in the user name. Entering a Password The Password field identifies the password you use to log in to your server or ISP.
2. A cursor is displayed at the beginning of the field, representing the point where new text will appear. Use the stylus to write Graffiti character strokes (or the on-screen keyboard) to enter the password you use to login to your server. 3. Tap OK to confirm your entry and return to the Network Preferences screen. The Password field is updated to display the word, “Assigned.
3. If you are finished, tap OK to confirm your selection and return to the Network Preferences screen. To enter a prefix: 1. Tap the Dial Prefix check box (so that it’s checked). Tap the box again (so that it’s empty) to discontinue this feature. Tap here if you need to use a prefix Enter the prefix here 2. Tap at the beginning of the Dial Prefix field to insert the cursor, then use the stylus to write Graffiti character strokes (or the on-line keyboard) to enter the prefix you need. 3.
Note: Tap the Disable Call Waiting box again (so that it’s empty) to allow or to enable Call Waiting. 2. Tap at the beginning of the Disable Call Waiting field to insert the cursor, then use the stylus to write Graffiti character strokes (or the on-screen keyboard) to enter the code to disable Call Waiting. Note: Each telephone company has assigned a code to disable Call Waiting. Contact your local telephone company for the code that is appropriate for you. 3.
2. Tap at the beginning of the Use Calling Card field to insert the cursor, then use the stylus to write Graffiti character strokes (or the on-screen keyboard) to enter your calling card number. Note: It’s a good idea to add at least three commas at the beginning of your calling card number to compensate for the cue delay. 3. If you are finished, tap OK to confirm your selection and return to the Network Preferences screen.
To close a connection: ■ From the Network Preferences screen, tap the Disconnect button. The connection between your PalmPilot and your ISP is terminated. Creating Additional Service Templates You can create additional service templates by creating new ones from scratch or by duplicating existing templates and editing field values. Once you have created a new or duplicated template, you add and/or edit settings as described. To add a new service template: 1.
Adding Detailed Information to a Service Template If you are using one of the pre-defined service templates, you will probably only need to enter your user name and telephone number. If you are creating a new service template, you may need to provide additional information to connect to your ISP or dial-in server. You use the Details dialog to add additional information to a selected service template. To open the Details dialog: 1. From the Network Preference screen, tap the word Service.
Note: If you are not sure, try PPP; if that doesn’t work, ask your Internet Service Provider or your System Administrator for the correct connection type. Defining Primary and Secondary DNS The Domain Naming System (DNS) is a mechanism in the Internet for translating the names of host computers into IP addresses. When you enter a DNS number (or IP address), you are identifying a specific server that handles the translation services. Each IP address has four sections, separated by periods.
5. Tap anywhere in the last section of the Primary DNS field to insert the cursor, then enter the last section of the IP address. 6. Repeat steps 1 through 5 for the Secondary DNS number. 7. Tap the OK button to confirm your selection and return to the Network Preferences screen. IP Address Everyone who logs on to the Internet needs to have a unique identifier (an IP address), whether permanent or temporary. Some networks dynamically assign a temporary IP address when clients log on; others do not.
Then enter the first section of the IP address. Note that each section can only be a number from 0 to 255. 3. Repeat step 2 for the remaining three IP address fields. 4. Tap the OK button to confirm your selection and return to the Network Preferences screen. Idle Timeout The Idle Timeout setting defines how long your PalmPilot waits before dropping the connection with your ISP or dial-in server when you switch out of a TCP/IP application. To set the Idle Timeout: 1.
■ 3 minutes. This means that your PalmPilot will wait three minutes for you to open another application before it drops the connection. ■ Power Off. This means that your PalmPilot will keep your PPP or SLIP session connected until you power off your PalmPilot (or until it times out). This option works best with the PalmPilot Modem. 2. Tap to select a timeout value. 3. Tap OK to confirm your selection and return to the Network Preferences screen.
Tap to select a command Tap here The following commands are available: ■ Wait For. The Wait For command tells your PalmPilot to wait until specified characters are sent by the TCP/IP server it is connecting to before executing the next command. ■ Send. The Send command transmits specified characters to the TCP/IP server to which you are connecting. ■ Send CR. The Send CR command transmits a carriage return or LF character to the computer to which you are connecting. ■ Send UserID.
■ End. The End command is a place holder, indicating the last line in the login script file. 3. Tap to select the command you want from the Command list. If the command needs additional information to be executed, a field appears to the right of it. A cursor is displayed at the beginning of the field, representing the point where new text will appear. Use the stylus to write Graffiti character strokes (or the on-screen keyboard) to enter the additional information. 4.
■ Duplicate. The Duplicate command creates a copy of a selected service template and adds it to the Service pick list. Options Menu When you select the Options menu, its menu command appears on the screen as shown in the following diagram: ■ View Log. The View Log displays the Network Log screen. Deleting a Service Template There is only one way to delete a service template; use the Delete command from the Service menu. To delete a service template: 1.
TCP/IP Troubleshooting If you are having a problem with establishing a network connection using PalmPilot TCP/IP, check this section and try the suggestions listed. Displaying expanded Service Connection Progress messages: If you are having a problem connecting to your ISP or dial-in server, it’s helpful to identify at what point in the log-on procedure the connection fails. An easy way to do this is to display the expanded Service Connection Progress messages.
Adding a DNS Number: If your ISP or dial-in server requires a DNS number and you have not entered that information in the Network Preferences screen, it will only appear that you have successfully logged on to your network. When you try to use an application or look up information, the connection will fail. If this occurs, try adding a DNS number. Ask your ISP or your System Administrator for the correct Primary and Secondary DNS IP numbers.
Chapter 3 Reference Technical Support If you have a problem using the PalmPilot™ connected organizer, make sure you have reviewed the Troubleshooting section of this chapter before seeking assistance. The electronic README file (included on the PalmPilot Desktop installation diskette) contains information about last minute revisions, cautions, and usage tips which may solve your problem.
Fax on Demand Internet support@palmpilot.com America Online User Forum CompuServe User Forum 800-762-6163 Keyword: PalmPilot GO PALMB>Palm Computing/3Com Technical Support, Service and Repair (847) 676-1441 (phone support, 8am - 6pm CST Monday - Friday) (847) 676-7323 (facsimile) State product name, model number, and the nature of the problem. For technical support outside the U. S. and Canada, please contact your local 3Com representative.
Appendix A: Non-ASCII Characters for Login Scripts Note: The following information is provided to create custom login scripts that require non-ASCII characters. It is provided for the advanced user who understands the use and requirements of such characters in a custom login script. Use of ^char You may use the caret ( ^ ) to transmit ASCII command characters.
Examples: \^ \< \\ Includes a caret as part of the string Includes a < as part of the string Includes a back-slash as part of the string.
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Index A Activating Mail 6 Address mail message 11 B Blind Carbon Copy 13 defining 14 C Call Waiting disabling 39 Calling Card use in phone settings 40 Confirm Delivery 13 Confirm Read 13 Connecting service templates 42 to server or ISP 41 Connection Type 43 CSLIP 42 D Date in message list 21 page 68 Deleted messages in folder 33 purging messages 34 Deleting messages 32 service templates 50 DNS 44 Draft Messages 18 E Editing Unsent Messages 17 F File messages 19 Filter defining custom 26 high p
H Header Information 8 High Priority message filter 28 HotSync filtering options 24 options 23 I Idle Timeout 46 Inbox 20 Internet Gateway 5 IP Address 42 automatic setting 45 L Local HotSync 24 Login Script 47 M Mail activating 3, 6 address lookup 11 custom filter settings 26 deleting messages 32 Index desktop configuration 2 draft messages 18 edit unsent messages 17 features 1 filing messages 19 filtering options 24 folders 20 HotSync options 23 internet gateway 5 menu commands 30 message list op
Messages 7 address lookup 11 bcc 13 confirm delivery 13 confirm read 13 confirmations 16 creating 9 deleting 32 draft 18 editing unsent 17 filing 19 font size 8 header information 8 in deleted folder 33 list options 20 priority 13 purging deleted 34 sending 17 show date 21 signature 13 sorting 22 truncating 29 N Network connecting 41 connection type 43 idle timeout 46 login script 47 page 70 menu commands 49 password 37 phone settings 38 preferences 35 primary DNS 44 secondary DNS 44 selecting service 3
Priority 13 setting 14 Profile 3 Purge deleted messages 34 R Remote HotSync 24 message list 22 T Truncate 29 U User Name 4 for ISP 36 S Secondary DNS 44 Selecting application for mail 3 Sending Messages 17 Service selecting for network 36 Service Templates 42 deleting 50 details 42 Show Date 21 Signature 13 adding 15 Size message font 8 SLIP 42 Sort Index page 71
