Inbox Help

About Inbox
Connecting to a Mail Server
Reading and Responding to Messages
Composing and Editing Messages
Working with Folders
Organizing Messages
Working with Message Attachments
Index


About Inbox

You can send and receive e-mail by connecting to a POP3 or IMAP4 server. Inbox contains an e-mail service for each method you use. For example, if you receive e-mail through a connection to a POP3 server and through a connection to an IMAP4 server, Inbox will contain two services: POP3 Mail and IMAP4 Mail. Each e-mail service has its own folder hierarchy with four default folders: Inbox, Outbox, Deleted (local), and Sent. The messages you receive and send through the mail service are stored in these folders. You can also create additional folders within each hierarchy. For more information on folders, see About folders.

When connecting to a POP3 or IMAP4 server, you use a modem to connect to your Internet service provider (ISP), or use a modem or Ethernet card to connect to the local area network that your mail server is connected to. In addition to creating a connection to your ISP or network, you must create an e-mail service in Inbox. For more information, see Connecting to a Mail Server.



Connecting to a Mail Server

Set up a mail service
Set service definitions
Set general preferences
Set Inbox preferences
Download messages from the server


Set up a mail service

To connect to your POP3 or IMAP4 mail server, you need to set up an Inbox mail service and a remote connection to the Internet or network the mail server is connected to. For more information on setting up a remote connection, see Remote Connections Help.

  1. Get the following information from your ISP or network administrator: POP3 or IMAP4 server name, SMTP host name, user name, password, and domain name (for network connections only).
  2. Open Inbox, and select Services > Options > Services tab.
  3. Select Add.
  4. From the Service type list, select POP3 Mail or IMAP4 Mail. (POP3 is the most common mail protocol for ISPs.)
  5. Enter a unique name for the service. This name cannot be changed later.
  6. Select OK.
  7. Follow the steps in the Setup wizard. For more information, see the following topics:

Notes



Set service definitions

The Mail Service Setup wizard appears after you add a service. If you are adjusting the settings of an existing service, select Services > Options, select the service you are using, and then Properties. In the Service Definition dialog box, complete the following entries as needed:

See Also
Set general preferences
Set Inbox preferences


Set general preferences

If you are adjusting the settings of an existing service, select Services > Options, select the service you are using, select Properties, and then select Next. In the General Preferences dialog box, choose any of the following settings, all of which are optional:

See Also
Set Inbox preferences


Set Inbox preferences

If you are adjusting the settings of an existing service, select Services > Options, select the service you are using, select Properties, and then select Next twice. In the Inbox Preferences dialog box, choose any of the following options:



Download messages from the server

When you download messages, you need to create two connections: a remote connection and a mail server connection. The remote connection connects you to your ISP or network. The mail server connection downloads messages from your mail server to Inbox on your device. When you select Services > Connect in Inbox, Inbox starts a remote connection using the connection you specified when setting up the current mail service. If you are already connected through a remote connection other than the one you specified in the mail service, you will be asked if you want to use the current connection. If you choose not to, you will need to disconnect from the current connection before you can check for new messages. For more information, see Remote Connections Help.

  1. Select the Services menu and make sure that the service you want to use is selected (the selected service has a bullet next to it.)
  2. Select Services > Connect. The messages on your device and 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 on the server are removed from the device Inbox. Double-tap or double-click a message in the message list to open it.
  3. If you read a message and decide that you need the full copy, select File > Get Full Copy while in the message window or Services > Get Full Copy while in list view. This will also download message attachments and meeting requests if you have those options selected in the Inbox Preferences dialog box. You can also choose to download full copies of messages by default.
  4. When finished, select Services > Connect to disconnect. You also need to disconnect your dial-up connection by double-tapping or double-clicking the icon in the status bar and selecting Disconnect.

Notes

See Also
About folders
Set Inbox preferences


Reading and Responding to Messages

Download messages
Reply to or forward a message
Add the sender to Address Book
Change the Address Book entries
Check Inbox status
Include the original message in a reply
Enlarge the message font


Download messages

The way you download copies of messages depends on how you are receiving messages:



Reply to or forward a message
  1. Open the message, and then select Compose > Reply to Sender, Reply to All, or Forward.
  2. Enter your response.
  3. Select File > Send.

Tips

See Also
Include the original message in a reply


Add the sender to Address Book
  1. Open the message, and then select Compose > Add Sender to Address Book.
    A new contact card will open with the sender's name and e-mail address already entered.
  2. Enter other desired information.
See Also
Change the Address Book entries

Change the Address Book entries See Also
Add the sender to Address Book

Check Inbox status

Include the original message in a reply
  1. Select Services > Options > Compose tab.
  2. Under Reply, select Include Body.
    This setting will place a copy of the original message beneath your response text.
  3. To indent the original message, select Indent.
  4. To add leading characters (such as >) to the original message lines, select Add leading character, and enter the character you want.
See Also
Save copies of sent messages

Enlarge the message font
  1. Open the message you want to read.
  2. Select File > Large Font.
  3. To return the font to its original size, select File > Large Font again.


Composing and Editing Messages

Compose and send a message
Save a message
Save copies of sent messages


Compose and send a message
  1. In list view, select Compose > New Message.
  2. Enter the address of one or more recipients, separating them with a semicolon. If the recipient is listed in the Address Book, enter a few letters of the recipient's name and select Compose > Check Names. If there is only one match, the e-mail address is inserted. If there is more than one match, select the correct address from the Choose E-mail Recipients dialog box. If there is no match then add a new e-mail address through Choose E-mail Recipients.
  3. To attach a file, select File > Attachments > Add Attachment.
  4. Select File > Send. If you are working offline, the message is moved to the Outbox folder and will be sent the next time you connect.

Tip To see more header information, select the triangle in the lower-right corner of the header area. Select the triangle again to collapse the header area.

See Also
Attach a file to a message


Save a message See Also
Compose and send a message


Save copies of sent messages

By default, sent messages are not saved on your device.

  1. Select Services > Options > Compose tab.
  2. Select Keep copy of sent mail in Sent folder.


Working with Folders

About folders
Create a folder
Rename a folder
Delete a folder
Designate a folder as offline
Synchronize folders while connected


About folders

Inbox contains folders from mail services you have set up. You can set up services to connect directly to a remote mail server. When you set up a service, it appears in the Inbox list view. Each service contains four default folders: Inbox, Deleted (local), Outbox, and Sent. The Deleted (local) folder contains messages that have been deleted on the device. If you are using IMAP4, you may see a Deleted Items folder. This folder is for messages deleted on the server. The behavior of the Deleted (local) and Sent folders depends on the Inbox options you have chosen.

You can also create your own folders. The behavior of the folders you create depends on whether you are using POP3 or IMAP4.

If you are using POP3 and you drag messages to a folder you created, the link is broken between the messages and their copies on the mail server. The next time you connect, the mail server will see that the messages are missing from the device Inbox 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 you move to folders you create from anywhere except the device.

If you are using IMAP4, the folders you create and the messages you move are mirrored on the server. For example, if you move two messages from the Inbox folder to a folder called Family, the server will create a copy of the Family folder and copy the messages into that folder. Therefore, messages are available to you anytime you connect to your mail server, whether it is from your device or PC. This synchronization of folders occurs when you create a new folder, move messages into a folder, exit the Inbox program, or select Services > Synchronize Folders. If you want to view the messages in a folder while disconnected from your mail server, select the folder and then Services > Offline Folder.

See Also
Create a folder
Designate a folder as offline
Synchronize folders while connected


Create a folder
  1. Select File > Folder > New Folder.
  2. Type a name for the folder.
See Also
Rename a folder
Delete a folder


Rename a folder
  1. Select the folder you want to rename.
  2. Select File > Folder > Rename Folder.
  3. Type the new name for the folder.
Notes See Also
Create a folder
Delete a folder


Delete a folder
  1. Select the folder you want to delete.
  2. Select File > Delete.

Note Default folders, such as Inbox, can't be deleted.

See Also
Create a folder
Empty deleted items


Designate a folder as offline

Only IMAP4 folders can be designated as offline. All IMAP4 default folders, such as Inbox, are automatically designated as offline. Messages in offline folders can be viewed when you are disconnected from your mail server. If a folder is not designated as offline, you will be able to read and respond to messages in that folder only when connected to the server.


Offline folders are designated with the following icon:
Folders that are not offline are designated with the following icon:


Synchronize folders while connected

When you synchronize folders, the contents of your device folders and mail server folders are compared and updated. New mail messages are downloaded, and messages in your device Outbox folder are sent. The synchronization behavior depends on how you connect to your mail server.



Organizing Messages

Move or copy a message
Delete a message
Empty the Deleted (local) folder
Clear messages and folders
Unmark a message
Set the action to follow deleting, moving, or responding to a message


Move or copy a message

Caution When you move a message that you have received through POP3 or synchronization to a folder you created on your device, the copy of the message on the server is deleted. This prevents duplicate copies of messages. Although the complete message is moved, message attachments will be deleted if you have not selected the option to download attachments. Once the message is moved, you will be able to access the message only from your device.

  1. Select the message.
  2. Select File > Move To or File > Copy To.
  3. Select the destination folder.
    If you are working offline, the message will be moved or copied from the server the next time you connect.


Delete a message

Note If you are working offline, messages that have been deleted from the server will be deleted from the device the next time you connect.

See Also
Empty the Deleted (local) folder
Clear messages and folders


Empty the Deleted (local) folder See Also
Delete a message



Clear messages and folders

Unmark a message

Set the action to follow deleting, moving, or responding to a message
  1. Select Services > Options > Read tab.
  2. Select desired options.


Working with Message Attachments

Receive attachments
Check attachment status
Open an attachment
Store an attachment
Delete an attachment
Attach a file to a message


Receive attachments

Notes



Check attachment status See Also
Open an attachment


Open an attachment

Store an attachment
  1. Select Services > Options > Storage tab.
  2. Select to store attachments on internal RAM or a storage card.
  3. If you use more than one storage card, select it from the list.

Note Once you make the above selection, all attachments will be moved to the selected card.



Delete an attachment

Attach a file to a message
  1. With the message open, select File > Attachments > Add Attachment.
  2. Select the file you want to attach.

Note OLE objects cannot be attached to Inbox messages.

See Also
Compose a new message
Delete an attachment


Adding, removing, and viewing mail services

See Also
Set up a mail service


Index Address Book, changing the entries
attachments, checking status
attachments, creating
attachments, deleting
attachments, opening
attachments, receiving
attachments, storing
Deleted (local) folder, emptying
Deleted (local) folder, options
folders, creating
folders, deleting
folders, designating as offline
folders, renaming
folders, synchronizing while connected
Forward command
IMAP4, about
IMAP4 folders, see folders
messages, action after deleting or moving
messages, action after responding
messages, checking for new
messages, clearing
messages, composing
messages, copying to another folder
messages, deleting
messages, downloading complete
messages, forwarding
messages, including original in reply
messages, length limit
messages, moving
messages, replying
messages, saving
messages, saving sent messages
messages, sending
messages, unmarking
Offline Folder command
POP3, about
POP3 folders, see folders
remote e-mail, about
remote e-mail, viewing properties
Reply command
Send command
sent messages, saving
status, checking
Synchronize folders command