SmarterTools collaboration server User Manual

SmarterTools Inc.
Synchronizing
with SmarterMail
Configuring and Using SmarterMail with Mobile Devices and Applications
SmarterTools Development Team
7/12/2010
Table of Contents
Table of Contents ....................................................................................................................................... 2
Overview ...................................................................................................................................................... 4
Who Should Use This Document......................................................................................................... 4
Synchronization Protocols .................................................................................................................... 4
Synchronization Center ......................................................................................................................... 5
Desktop Applications ................................................................................................................................. 6
Apple Address Book .............................................................................................................................. 6
CardDAV.............................................................................................................................................. 6
SyncML ................................................................................................................................................ 6
Apple iCal ................................................................................................................................................ 6
CalDAV ................................................................................................................................................ 6
Microsoft Outlook ................................................................................................................................... 7
Add to Outlook .................................................................................................................................... 7
SyncML ................................................................................................................................................ 7
SmarterMail Sync ............................................................................................................................... 7
Message Retrieval ............................................................................................................................. 7
Mozilla Thunderbird ............................................................................................................................... 8
SyncML ................................................................................................................................................ 8
CalDAV ................................................................................................................................................ 8
Message Retrieval ............................................................................................................................. 8
Mobile Devices ........................................................................................................................................... 9
Apple iPhone, iPod, and iPad............................................................................................................... 9
Microsoft Exchange ActiveSync ....................................................................................................... 9
CardDAV and CalDAV..................................................................................................................... 10
SyncML .............................................................................................................................................. 10
BlackBerry ............................................................................................................................................. 10
Microsoft Exchange ActiveSync ..................................................................................................... 10
SyncML .............................................................................................................................................. 11
Message Retrieval ........................................................................................................................... 11
Google Android ..................................................................................................................................... 12
Microsoft Exchange ActiveSync ..................................................................................................... 12
Synchronizing with SmarterMail
Page 2
Message Retrieval ........................................................................................................................... 12
Nokia ...................................................................................................................................................... 13
Microsoft Exchange ActiveSync ..................................................................................................... 13
SyncML .............................................................................................................................................. 13
Message Retrieval ........................................................................................................................... 14
Palm Pre, Pixi, and Treo ..................................................................................................................... 14
Microsoft Exchange ActiveSync ..................................................................................................... 14
Message Retrieval ........................................................................................................................... 15
Windows Phones and Windows Mobile Devices ............................................................................ 16
Microsoft Exchange ActiveSync ..................................................................................................... 16
SyncML .............................................................................................................................................. 16
SmarterMail Sync ............................................................................................................................. 16
Message Retrieval ........................................................................................................................... 17
Glossary ..................................................................................................................................................... 18
Important Notice ....................................................................................................................................... 18
Synchronizing with SmarterMail
Page 3
Overview
SmarterMail is a powerful collaboration mail server that supports the synchronization of
calendars, tasks, notes, and contacts on desktop applications like Microsoft Outlook and overthe-air synchronization for most popular mobile devices.
It should be noted that synchronization capabilities may vary depending on the edition of
SmarterMail that you are using:



For full synchronization capabilities, SmarterTools recommends upgrading to
SmarterMail Enterprise. SmarterMail Enterprise users have the ability to synchronize
their mailboxes using any of the protocols discussed in this document.
SmarterMail Professional users can download their email using IMAP or POP3 retrieval,
but they cannot sync calendars, contacts, tasks, or notes.
SmarterMail Free users have the ability to synchronize their mailboxes using any of the
protocols discussed in this document except Microsoft Exchange ActiveSync, which is
only available as an add-on to SmarterMail Enterprise.
Who Should Use This Document
This document is intended to be used in conjunction with the SmarterMail Online Help,
Knowledge Base articles (KBs), and other SmarterTools reference sources as part of an overall
solution. It should be used by:


Hosting companies, Internet Service Providers (ISPs), and IT professionals as part of a
complete SmarterMail communications solution for their customers
Individual users of SmarterMail seeking to maximize the functionality and features of the
SmarterMail account
Synchronization Protocols
SmarterMail uses multiple synchronization technologies to sync mailbox items with email clients
and mobile devices:


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
Microsoft Exchange ActiveSync is an optional add-on that syncs SmarterMail mailboxes
with most mobile devices and smartphones.
SyncML is a platform-independent synchronization standard that syncs SmarterMail
mailboxes with Outlook, Thunderbird, and most mobile devices.
CalDAV is an extension of the WebDAV protocol that syncs SmarterMail calendars with
Macs, iPads, iPhones, Thunderbird, and other devices/applications that use the
technology.
CardDAV is an extension of the WebDAV protocol that syncs SmarterMail contacts with
Macs, iPads, iPhones, and other devices/applications that use the technology.
The Add to Outlook feature within the SmarterMail Webmail interface uses two-way
synchronization technology to sync a SmarterMail mailbox with Outlook 2007 or higher
and provides read-only capability for Outlook 2003.
SmarterMail Sync for Outlook is a desktop utility that syncs SmarterMail mailboxes with
Microsoft Outlook.
Synchronizing with SmarterMail
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
SmarterMail Sync for Windows Mobile Pocket PCs and Smartphones is a utility that
syncs SmarterMail mailboxes with Windows Mobile devices.
Synchronization Center
With the introduction of the synchronization center, SmarterMail 7.x provides users an easy-tounderstand method for syncing mobile devices and third-party email clients. Designed with
usability in mind, the synchronization center lets users see the different types of devices that
can sync with SmarterMail, the available synchronization protocols, and which devices are
currently set up to sync with the account.
To view the devices and protocols used to synchronize your mailbox, log in to the SmarterMail
interface and click the synchronization center icon. Logging of information, last successful
synchronization, conflict resolution rules, and the ability to reset the synchronization state of
devices is available from this area.
Synchronizing with SmarterMail
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Desktop Applications
SmarterMail supports synchronization with many desktop applications and email clients,
including:





Apple Address Book
Apple iCal
eM Client
Microsoft Outlook
Mozilla Thunderbird
Although this document covers the synchronization methods and processes for specific desktop
applications, it is not an exhaustive list of all compatible desktop applications. SmarterTools
recommends contacting the manufacturer for details regarding the available synchronization
protocols for applications not listed in this document.
Apple Address Book
Apple Address Book is an application for Mac OS X users built for
managing contact data. It is intended to be used in conjunction
with Apple’s Mail and iCal programs to provide Mac users with full
email, calendar, and contact management.
CardDAV
Users of SmarterMail 7.x can synchronize their SmarterMail
contacts with Address Book using the CardDAV protocol. Support for CardDAV is built into both
products, so there is no need to download and install additional applications to sync contact
data. For more information, refer to the KB article How To – Sync SmarterMail with Apple
Address Book and iCal.
SyncML
For users of SmarterMail 5.5 or higher, this method synchronizes contacts by using the
Funambol Sync Client for Mac OS X, which is available for download at
https://www.forge.funambol.org/download. The Funambol Sync Client uses the SyncML 1.2
protocol, which is included within SmarterMail.
Apple iCal
Apple iCal is an application for Mac OS X users built for
managing calendar data. It is intended to be used in conjunction
with Apple’s Mail and Address Book programs to provide Mac
users with full email, calendar, and contact management.
CalDAV
Users of SmarterMail 7.x can synchronize their SmarterMail
calendars with iCal using the CalDAV protocol. Support for
Synchronizing with SmarterMail
Page 6
CalDAV is built into both products, so there is no need to download and install additional
applications to sync calendar data. For more information, refer to the KB article How To – Sync
SmarterMail with Apple Address Book and iCal.
Microsoft Outlook
Microsoft Outlook is an email client developed by Microsoft Inc. for
managing messages, contacts, notes, tasks, and appointments and
is commonly distributed as part of the Microsoft Office suite.
SmarterMail supports synchronization of email, contacts,
calendars, tasks, and notes with Outlook 2003 or higher.
Add to Outlook
For users of SmarterMail 6.x or higher, the Add to Outlook feature
allows for two-way synchronization of calendars, contacts, and
tasks with Outlook 2007 or higher. In addition, SmarterMail 3.0 to
SmarterMail 5.5 users can attach calendars and contacts to
Outlook 2003 or higher in read-only mode.
To sync using this feature, log in to the SmarterMail Web interface and click the calendar icon.
Then select the desired calendar. Click Actions in the content pane toolbar and click Add to
Outlook. This will open a popup window that you will use to configure your synchronization
settings and begin the synchronization process. The same steps can be repeated in a similar
process for contacts and tasks. For more information, refer to the KB article How To –
Synchronize SmarterMail with Outlook Using the Add to Outlook Feature.
SyncML
For users of SmarterMail 5.5 or higher, this method synchronizes contacts, calendars, tasks,
and notes by using the Funambol Sync Client for Microsoft Outlook, which is available for
download at https://www.forge.funambol.org/download. The Funambol Sync Client uses the
SyncML 1.2 protocol, which is included within SmarterMail. For more information, refer to the
KB article How To – Synchronize SmarterMail Accounts with Outlook Using SyncML.
SmarterMail Sync
For users of SmarterMail 3.3 or higher, SmarterMail Sync can be used to synchronize contacts,
calendars, tasks, and notes with Outlook 2003 and Outlook 2007. To sync using this feature,
log in to the SmarterMail Web interface and click the settings icon. Then click SmarterMail
Client Utilities in the navigation pane and download the appropriate version of SmarterMail
Sync for Outlook. For more information, refer to the KB article How To – Configure Outlook for
Synchronization with SmarterMail Using SmarterMail Sync.
Message Retrieval
For messages, users should set up an account within Outlook using either IMAP or POP3.
IMAP is a protocol that keeps all messages and folders on the server. In addition, IMAP idle is
an optional feature of the IMAP protocol that pushes all new messages to Outlook as they are
received by the mail server. Unlike POP, IMAP offers two-way communication between your
Synchronizing with SmarterMail
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SmarterMail mailbox and your email client(s). This means when you log in to the SmarterMail
Web interface, actions you performed on email clients and mobile devices will automatically
appear in the Web interface (and vice versa).
With POP3, your mail is saved in a mailbox on the remote server until you check your mail.
When you check your mail, all of the mail is downloaded to your computer and is no longer
maintained on the server. If you use POP3 and are traveling or check your mail from multiple
locations, you will not be able to view any of your old mail because the messages only exist on
the computer on which you originally received your mail. (Note: If you have enabled Outlook to
keep messages on the server, you will be able to access your messages and folders from any
computer via the SmarterMail Web interface or your mobile device.)
Additional information about IMAP and POP3 setup and configuration is available in the
SmarterMail Online Help.
Mozilla Thunderbird
Mozilla Thunderbird is a free, open source email client
developed by the Mozilla Foundation. SmarterMail supports
synchronization of email, contacts, and calendars with
Thunderbird 2.
SyncML
Users of SmarterMail 5.5 or higher can synchronize contacts
and calendars with Thunderbird 2 using the Funambol and the
Lightning add-ons. Both add-ons are available for free from the
Mozilla Thunderbird website. The Funambol add-on uses the
SyncML 1.2 protocol to synchronize collaboration items and the
Lightning add-on provides calendar functionality for Thunderbird.
After installing the add-ons, users will need to configure the Funambol add-on from within the
Thunderbird interface. For more information, refer to the KB article How To – Install and
Configure Lightning and Funambol for Thunderbird 2. Note: At this time, Thunderbird 3 users
cannot synchronize their contacts and calendars with SmarterMail, as the Funambol add-on is
not compatible with Thunderbird 3.
CalDAV
Users of SmarterMail 7.x can synchronize their SmarterMail calendars with Thunderbird 2 using
the CalDAV protocol and the Lightning add-on.
Message Retrieval
For messages, users should set up an account within Thunderbird using either IMAP or POP3.
IMAP is a protocol that keeps all messages and folders on the server. In addition, IMAP idle is
an optional feature of the IMAP protocol that pushes all new messages to Thunderbird as they
are received by the mail server. Unlike POP, IMAP offers two-way communication between your
SmarterMail mailbox and your email client(s). This means when you log in to the SmarterMail
Synchronizing with SmarterMail
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Web interface, actions you performed on email clients and mobile devices will automatically
appear in the Web interface (and vice versa).
With POP3, your mail is saved in a mailbox on the remote server until you check your mail.
When you check your mail, all of the mail is downloaded to your computer and is no longer
maintained on the server. If you use POP3 and are traveling or check your mail from multiple
locations, you will not be able to view any of your old mail because the messages only exist on
the computer on which you originally received your mail.
Additional information about IMAP and POP3 setup and configuration is available in the
SmarterMail Online Help.
Mobile Devices
SmarterMail supports synchronization with most mobile devices on the market, including:






Apple iPhone, iPod, and iPad
BlackBerry
Google Android
Nokia
Palm Pre, Pixi, and Treo
Windows Phone and Windows Mobile devices
Although this document covers the synchronization methods and processes for specific devices,
phones, and/or manufacturers, it is not an exhaustive list of all compatible mobile devices.
SmarterTools recommends contacting the device manufacturer for details regarding the
available synchronization protocols for devices not listed in this document.
Apple iPhone, iPod, and iPad
The Apple iPod is a portable media player that may have video, touchscreen, and/or Internet capabilities; the iPhone is a GSM cell phone
that's also an iPod, a video camera, and a mobile Internet device with
email and GPS maps; and the iPad is a tablet computer with a multitouch screen and thousands of optional apps. SmarterMail supports
synchronization of email, contacts, and calendars with the iPhone, iPod
Touch, and iPad.
Microsoft Exchange ActiveSync
The Microsoft Exchange ActiveSync add-on is available as an optional
add-on for SmarterMail Enterprise 6.x or higher and can be purchased
from the SmarterTools website. Unlike the other synchronization
methods, Exchange ActiveSync uses direct push technology to sync
email, calendars, and contacts in real time, ensuring any changes to
collaboration data are automatically recorded in both SmarterMail and the mobile device.
Synchronizing with SmarterMail
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Once the Exchange ActiveSync add-on has been purchased, the system administrator will need
to reactivate SmarterMail and enable the add-on for the user’s mailbox. More information is
available in the KB article How To – Activate Microsoft Exchange ActiveSync.
If SmarterMail is running under IIS, the system administrator will also need to disable Windows
authentication before adding Exchange ActiveSync to specific mailboxes. For more information,
refer to the KB article How To – Configure IIS for Microsoft Exchange ActiveSync.
For synchronization instructions for a specific mobile device, refer to the manufacturer’s
website. Additional information may be available in the SmarterTools Knowledge Base.
CardDAV and CalDAV
SmarterMail 7.x users that choose not to purchase the Exchange ActiveSync add-on can
synchronize their SmarterMail contacts and calendars with the iPhone, iPod Touch, and iPad
using the CardDAV and CalDAV protocols. Support for CardDAV and CalDAV is built into these
products, so there is no need to download and install additional applications to sync contact and
calendar data. For more information, refer to the KB article How To – Sync SmarterMail with the
iPhone Using CardDAV and CalDAV.
SyncML
A third solution is also available to sync contacts over-the-air in SmarterMail 5.5 or higher. This
solution uses the iPhone Sync Client from Funambol, which is available for download in Apple’s
App Store or at https://www.forge.funambol.org/download. The iPhone Sync Client uses the
SyncML 1.2 protocol, which is included within SmarterMail. For more information, refer to the
KB article How To – Synchronize SmarterMail with Mobile Devices Using SyncML.
BlackBerry
BlackBerry is a line of smartphones developed by Research In
Motion. SmarterMail supports synchronization of email, contacts,
calendars, tasks, and notes with the BlackBerry.
Microsoft Exchange ActiveSync
The Microsoft Exchange ActiveSync add-on is available as an
optional add-on for SmarterMail Enterprise 6.x or higher and can be
purchased from the SmarterTools website. Unlike the other
synchronization methods, Exchange ActiveSync uses direct push
technology to sync email, calendars, and contacts in real time,
ensuring any changes to collaboration data are automatically
recorded in both SmarterMail and the mobile device.
Although the Blackberry does not directly support over-the-air synchronization with Exchange
ActiveSync, there are two applications available for purchase that enable Exchange ActiveSync
functionality on the Blackberry: AstraSync and NotifySync. For more information, refer to
www.astrasync.com and www.notifysync.com.
Synchronizing with SmarterMail
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Once the Exchange ActiveSync add-on has been purchased, the system administrator will need
to reactivate SmarterMail and enable the add-on for the user’s mailbox. More information is
available in the KB article How To – Activate Microsoft Exchange ActiveSync.
If SmarterMail is running under IIS, the system administrator will also need to disable Windows
authentication before adding Exchange ActiveSync to specific mailboxes. For more information,
refer to the KB article How To – Configure IIS for Microsoft Exchange ActiveSync.
For synchronization instructions, refer to the AstraSync or NotifySync website. Additional
information may be available in the SmarterTools Knowledge Base.
SyncML
For those users that choose not to purchase the Exchange ActiveSync add-on, an alternate
solution is available to sync contacts, calendars, tasks, and notes over-the-air in SmarterMail
5.5 or higher. This solution uses the PIM Sync Client from Funambol, which is available for
download at https://www.forge.funambol.org/download. The PIM Sync Client uses the SyncML
1.2 protocol, which is included within SmarterMail. The client supports most Blackberry devices,
and SmarterTools has tested models 8830, 8810, and Curve devices. For more information,
refer to the KB article How To – Synchronize SmarterMail with Mobile Devices Using SyncML.
Message Retrieval
For regular and push email usage, SmarterTools offers the following methods:
1) The Blackberry Internet Service is a free method to push email to your Blackberry and is
a service provided by your mobile phone provider (Sprint, Verizon, etc.) and can be
configured to check your SmarterMail mailbox and push all new and unread messages
to your mobile phone. Messages are normally pushed to the Blackberry device with a
short delay. This can configured with any version of SmarterMail as the BlackBerry
Internet Service will connect to the mailbox via the IMAP protocol.
2) An alternative free method to push messages to your mobile phone which is normally
only delayed a couple minutes and simulates the expensive Blackberry Enterprise
Server (BES) which is often associated to Microsoft Exchange is to use the open source
provider Funambol. By signing up with the free Funambol service, you can (just as with
the Blackberry Internet Service), configure Funambol to scan your SmarterMail mailbox
for new and unread messages. If a new message is found, the Funambol service will
push the message to the Blackberry device and the Funambol client program. When you
sign up for the Funambol service, they will provide you the appropriate client that should
be installed on your Blackberry device. This method provides a significant cost savings
over the formal BES method with only a modest diminishment in performance.
3) Since the Blackberry is focused on pushing email, many consumers who are familiar
with IMAP and PocketPCs miss the advantage of having access to all their messages
that they see within Outlook or the Webmail interface. For people who would like to log
into the SmarterMail mailbox from the Blackberry and see all of their messages as if they
were in webmail, additional clients can be installed on the Blackberry, such as the free
open source application LogicMail.
Synchronizing with SmarterMail
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Google Android
Android is an operating system designed for use in a variety
of smartphones and mobile devices. Examples of phones that
run on Google Android include the Motorola Droid, Nexus
One, and HTC Droid Incredible. SmarterMail supports
synchronization of email, contacts, and calendars with
Google Android phones.
Microsoft Exchange ActiveSync
The Microsoft Exchange ActiveSync add-on is available as
an optional add-on for SmarterMail Enterprise 6.x or higher
and can be purchased from the SmarterTools website. Unlike
the other synchronization methods, Exchange ActiveSync
uses direct push technology to sync email, calendars, and
contacts in real time, ensuring any changes to collaboration
data are automatically recorded in both SmarterMail and the
mobile device.
Note: Only Android phones running version 2.0 or later
support synchronization via Exchange ActiveSync. Support
for Exchange ActiveSync may also vary by device.
Once the Exchange ActiveSync add-on has been purchased, the system administrator will need
to reactivate SmarterMail and enable the add-on for the user’s mailbox. More information is
available in the KB article How To – Activate Microsoft Exchange ActiveSync.
If SmarterMail is running under IIS, the system administrator will also need to disable Windows
authentication before adding Exchange ActiveSync to specific mailboxes. For more information,
refer to the KB article How To – Configure IIS for Microsoft Exchange ActiveSync.
For synchronization instructions for a specific mobile device, refer to the manufacturer’s
website. Additional information may be available in the SmarterTools Knowledge Base.
Message Retrieval
For SmarterMail users with Exchange ActiveSync mailboxes, messages will automatically be
pushed to their mobile devices as they are received. SmarterMail users that are using any of the
other technologies to sync their mailboxes with a mobile device should set up an account within
the mail application provided on the mobile device using either IMAP or POP3.
IMAP is a protocol that keeps all messages and folders on the server. In addition, IMAP idle is
an optional feature of the IMAP protocol that pushes all new messages to the email client as
they are received by the mail server. Unlike POP, IMAP offers two-way communication between
your SmarterMail mailbox and your email client(s). This means when you log in to the
SmarterMail Web interface, actions you performed on email clients and mobile devices will
automatically appear in the Web interface (and vice versa).
Synchronizing with SmarterMail
Page 12
With POP3, your mail is saved in a mailbox on the remote server until you check your mail.
When you check your mail, all of the mail is downloaded to your computer and is no longer
maintained on the server. If you use POP3 and are traveling or check your mail from multiple
locations, you will not be able to view any of your old mail because the messages only exist on
the computer on which you originally received your mail.
Additional information about IMAP and POP3 setup and configuration is available in the
SmarterMail Online Help.
Nokia
Nokia is a worldwide manufacturer of smartphones,
most of which utilize the Symbian operating system.
SmarterMail supports synchronization of email,
contacts, calendars, tasks, and notes with Nokia
phones.
Microsoft Exchange ActiveSync
The Microsoft Exchange ActiveSync add-on is
available as an optional add-on for SmarterMail
Enterprise 6.x or higher and can be purchased from
the SmarterTools website. Unlike the other
synchronization methods, Exchange ActiveSync uses
direct push technology to sync email, calendars, and
contacts in real time, ensuring any changes to collaboration data are automatically recorded in
both SmarterMail and the mobile device.
Once the Exchange ActiveSync add-on has been purchased, the system administrator will need
to reactivate SmarterMail and enable the add-on for the user’s mailbox. More information is
available in the KB article How To – Activate Microsoft Exchange ActiveSync.
If SmarterMail is running under IIS, the system administrator will also need to disable Windows
authentication before adding Exchange ActiveSync to specific mailboxes. For more information,
refer to the KB article How To – Configure IIS for Microsoft Exchange ActiveSync.
For synchronization instructions for a specific mobile device, refer to the manufacturer’s
website. Additional information may be available in the SmarterTools Knowledge Base.
SyncML
For those users that choose not to purchase the Exchange ActiveSync add-on, an alternate
solution is available to sync collaboration items. SmarterMail 7.x users can use the built-in
SyncML capabilities of Nokia phones to synchronize contacts and notes. Alternatively, users of
SmarterMail 5.5 or higher can use the Symbian Sync Client from Funambol, which is available
for download at https://www.forge.funambol.org/download, to sync contacts, calendars, and
tasks. The Symbian Sync Client uses the SyncML 1.2 protocol, which is included within
SmarterMail. For more information, refer to the KB article How To – Synchronize SmarterMail
with Mobile Devices Using SyncML.
Synchronizing with SmarterMail
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Message Retrieval
For SmarterMail users with Exchange ActiveSync mailboxes, messages will automatically be
pushed to their mobile devices as they are received. SmarterMail users that are using any of the
other technologies to sync their mailboxes with a mobile device should set up an account within
the mail application provided on the mobile device using either IMAP or POP3.
IMAP is a protocol that keeps all messages and folders on the server. In addition, IMAP idle is
an optional feature of the IMAP protocol that pushes all new messages to the email client as
they are received by the mail server. Unlike POP, IMAP offers two-way communication between
your SmarterMail mailbox and your email client(s). This means when you log in to the
SmarterMail Web interface, actions you performed on email clients and mobile devices will
automatically appear in the Web interface (and vice versa).
With POP3, your mail is saved in a mailbox on the remote server until you check your mail.
When you check your mail, all of the mail is downloaded to your computer and is no longer
maintained on the server. If you use POP3 and are traveling or check your mail from multiple
locations, you will not be able to view any of your old mail because the messages only exist on
the computer on which you originally received your mail.
Additional information about IMAP and POP3 setup and configuration is available in the
SmarterMail Online Help.
Palm Pre, Pixi, and Treo
The Palm Pre, Pixi, and Treo are smartphones with email, messaging,
and Web capabilities manufactured by Palm Inc. Both the Palm Pre and
Pixi utilize the Palm webOS platform while Palm Treo may utilize
Windows Mobile or Palm OS. SmarterMail supports synchronization of
email, contacts, calendars, tasks, and notes.
Note: SmarterMail users with the Palm OS version of the Treo need to
download and install the Exchange ActiveSync update from the Palm
website. Without this update, the phone will only support synchronization
of email through IMAP or POP3 retrieval. For specific information
regarding the synchronization technologies available for the Windows
Mobile version of the Treo, see the Windows Phones and Windows
Mobile Devices section of this document.
Microsoft Exchange ActiveSync
The Microsoft Exchange ActiveSync add-on is available as an optional add-on for SmarterMail
Enterprise 6.x or higher and can be purchased from the SmarterTools website. Unlike the other
synchronization methods, Exchange ActiveSync uses direct push technology to sync email,
calendars, contacts, tasks, and notes in real time, ensuring any changes to collaboration data
are automatically recorded in both SmarterMail and the mobile device.
Synchronizing with SmarterMail
Page 14
Once the Exchange ActiveSync add-on has been purchased, the system administrator will need
to reactivate SmarterMail and enable the add-on for the user’s mailbox. More information is
available in the KB article How To – Activate Microsoft Exchange ActiveSync.
If SmarterMail is running under IIS, the system administrator will also need to disable Windows
authentication before adding Exchange ActiveSync to specific mailboxes. For more information,
refer to the KB article How To – Configure IIS for Microsoft Exchange ActiveSync.
For synchronization instructions for a specific mobile device, refer to the manufacturer’s
website. Additional information may be available in the SmarterTools Knowledge Base.
Message Retrieval
For SmarterMail users with Exchange ActiveSync mailboxes, messages will automatically be
pushed to their mobile devices as they are received. SmarterMail users that are using any of the
other technologies to sync their mailboxes with a mobile device should set up an account within
the mail application provided on the mobile device using either IMAP or POP3.
IMAP is a protocol that keeps all messages and folders on the server. In addition, IMAP idle is
an optional feature of the IMAP protocol that pushes all new messages to Outlook as they are
received by the mail server. Unlike POP, IMAP offers two-way communication between your
SmarterMail mailbox and your email client(s). This means when you log in to the SmarterMail
Web interface, actions you performed on email clients and mobile devices will automatically
appear in the Web interface (and vice versa).
With POP3, your mail is saved in a mailbox on the remote server until you check your mail.
When you check your mail, all of the mail is downloaded to your computer and is no longer
maintained on the server. If you use POP3 and are traveling or check your mail from multiple
locations, you will not be able to view any of your old mail because the messages only exist on
the computer on which you originally received your mail.
Additional information about IMAP and POP3 setup and configuration is available in the
SmarterMail Online Help.
Synchronizing with SmarterMail
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Windows Phones and Windows Mobile
Devices
The Windows Phone is a compact operating system
developed by Microsoft and designed for use in a
variety of smartphones and mobile devices. Examples
of phones that run on Windows Phone (or the Windows
Mobile OS) include the Samsung Omnia II, HTC HD2,
and some versions of the Palm Treo. SmarterMail
supports synchronization of email, calendars, contacts,
tasks, and notes with Windows Phones and Windows
Mobile devices.
Microsoft Exchange ActiveSync
The Microsoft Exchange ActiveSync add-on is available as an optional add-on for SmarterMail
Enterprise 6.x or higher and can be purchased from the SmarterTools website. Unlike the other
synchronization methods, Exchange ActiveSync uses direct push technology to sync email,
calendars, contacts, tasks, and notes in real time, ensuring any changes to collaboration data
are automatically recorded in both SmarterMail and the mobile device.
Once the Exchange ActiveSync add-on has been purchased, the system administrator will need
to reactivate SmarterMail and enable the add-on for the user’s mailbox. More information is
available in the KB article How To – Activate Microsoft Exchange ActiveSync.
If SmarterMail is running under IIS, the system administrator will also need to disable Windows
authentication before adding Exchange ActiveSync to specific mailboxes. For more information,
refer to the KB article How To – Configure IIS for Microsoft Exchange ActiveSync.
For synchronization instructions for a specific mobile device, refer to the manufacturer’s
website. Additional information may be available in the SmarterTools Knowledge Base.
SyncML
For those users that choose not to purchase the Exchange ActiveSync add-on, an alternate
solution is available to sync contacts, calendars, and tasks over-the-air in SmarterMail 5.5 or
higher. This solution uses the Pocket PC Sync Client or SmartPhone Sync Client from
Funambol, which are available for download at https://www.forge.funambol.org/download.
These sync clients use the SyncML 1.2 protocol, which is included within SmarterMail. For more
information, refer to the KB article How To – Synchronize SmarterMail with Mobile Devices
Using SyncML.
SmarterMail Sync
Over-the-air synchronization of contacts, calendars, and tasks with PocketPCs and
smartphones utilizing Windows Mobile 2003 or higher can be accomplished with SmarterMail
3.1 or higher with SmarterMail Sync.
To sync using this feature, log in to the SmarterMail Web interface and click the settings icon.
Then click SmarterMail Client Utilities in the navigation pane and select the appropriate
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version of SmarterMail Sync for PocketPC or SmarterMail Sync for Smartphones. For more
information, refer to the KB article How To – Configure Mobile Devices for Synchronization with
SmarterMail Using SmarterMail Sync.
Message Retrieval
For SmarterMail users with Exchange ActiveSync mailboxes, messages will automatically be
pushed to their mobile devices as they are received. SmarterMail users that are using any of the
other technologies to sync their mailboxes with a mobile device should set up an account within
the Pocket Outlook application provided on the mobile device using either IMAP or POP3.
IMAP is a protocol that keeps all messages and folders on the server. In addition, IMAP idle is
an optional feature of the IMAP protocol that pushes all new messages to the email client as
they are received by the mail server. Unlike POP, IMAP offers two-way communication between
your SmarterMail mailbox and your email client(s). This means when you log in to the
SmarterMail Web interface, actions you performed on email clients and mobile devices will
automatically appear in the Web interface (and vice versa).
With POP3, your mail is saved in a mailbox on the remote server until you check your mail.
When you check your mail, all of the mail is downloaded to your computer and is no longer
maintained on the server. If you use POP3 and are traveling or check your mail from multiple
locations, you will not be able to view any of your old mail because the messages only exist on
the computer on which you originally received your mail.
Additional information about IMAP and POP3 setup and configuration is available in the
SmarterMail Online Help.
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Glossary
The following is a list of acronyms used in this document.
BES
IP
IMAP
ISP
KB
Blackberry Enterprise Server
Internet Protocol
Internet Message Access Protocol
Internet Service Provider
Knowledge Base (article)
PIM
POP
SMTP
SyncML
Personal Information Management
Post Office Protocol
Simple Mail Transfer Protocol
Synchronization Markup Language
Important Notice
The recommendations in this document reflect the opinions of its author(s) only and are based
upon their knowledge and experience. No warrantee or guarantee is expressed or implied as to
the efficacy or viability of the information in this document for a particular environment or
application.
SmarterMail, SmarterTools, and the respective logos are trademarks of SmarterTools, Inc.
Windows, iPhone, PocketPC, and all other related images, trade-names, and/or trademarks in
this document are the property of their respective owners.
Comments regarding the contents of this document should be sent to [email protected] .
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