Using Messaging. HP hw6500

Using Messaging. HP hw6500

12 Using Messaging

NOTE: To access Messaging Help on your HP iPAQ, from the

Start

menu, tap

Help > Messaging.

Understanding Messaging

When using Messaging, you can send and receive messages in three ways: Internet e-mail, text messages, and Multimedia Message Service

(MMS) messages. These accounts are already created in your HP iPAQ and are described more later in this chapter. The different types of messages can be:

Internet e-mail ---- messages sent and received by using the e-mail address you received from your Internet Service Provider (ISP) or your employer.

Text messages ---- messages sent and received through your mobile phone service provider by using a phone number as the message address.

MMS messages --- messages sent and received through your mobile phone service provider by using a phone number or an e-mail address as the message address.

Additional accounts can be set up on your HP iPAQ such as a Post Office

Protocol 3 (POP3) or an Internet Message Access Protocol 4 (IMAP4) account. POP3 and IMAP4 are protocols used to retrieve e-mail from a mail server. The newer version, IMAP4, is similar to POP3 but supports some additional features. For example, with IMAP4, you can search through your e-mail messages using keywords while the messages reside on the mail server. You then can choose which messages to download to your HP iPAQ.

Using Folders

Each e-mail account, text message account, and MMS account has its own folder hierarchy with five default folders: Inbox, Outbox, Deleted Items,

Drafts, and Sent Items. The messages you send and receive through the mail account are stored in these folders. Also, you can create additional folders within each hierarchy. The Deleted Items folder contains messages that have been deleted on the HP iPAQ. The behavior of the Deleted Items and Sent Items folders depends on the Inbox options you have chosen.

The behavior of the folders you create depends on whether you are using

ActiveSync, MMS, text messages, or a POP3 or IMAP4 mail server.

If you use ActiveSync, e-mail messages in the Outlook Inbox folder will automatically be synchronized with your HP iPAQ. You can select to synchronize additional folders by designating them for ActiveSync; however, when you synchronize wirelessly over the air using Exchange

ActiveSync, only the Calendar, Contacts, and E-mail folders will synchronize. The folders you create and the messages you move will then

Using Messaging

12–1

be mirrored on the server. For example, if you move two messages from the Inbox folder to a folder named Family, and you have designated

Family for synchronization, the server creates a copy of the Family folder and copies the messages into that folder. You can then read the messages while away from your personal computer.

If you use MMS or text messages, messages are stored in the Inbox folder.

If you use IMAP4, the folders you create and the e-mail messages you move are mirrored on the server. Therefore, messages are available to you anytime you connect to your mail server, whether it is from your HP iPAQ or personal computer. This folder synchronization occurs whenever you connect to your mail server, create new folders, or rename/delete folders when connected.

For all accounts except MMS, you can access folder options by tapping

Tools > Manage Folders

on your HP iPAQ.

Synchronizing Inbox

After selecting Inbox for synchronization in ActiveSync, e-mail messages are synchronized as part of the general synchronization process.

During synchronization:

• Messages are copied from the folders on your personal computer or the Microsoft Exchange server to the Outlook e-mail folders on your HP iPAQ. By default, you receive messages from the last three days only, the first 100 lines of each new message, and file attachments of less than 100 KB in size.

NOTE: You can only synchronize information directly with an

Exchange Server if your company is using Microsoft Mobile

Information Server 2002 or later.

NOTE: You can synchronize information over the air if your company is using Microsoft Exchange Server 2003 or later.

• Messages in the Outbox folder on your HP iPAQ are transferred to Exchange or Outlook and then sent from those programs.

• Messages on the two computers are linked. When you delete a message on your HP iPAQ, it’s deleted from your personal computer the next time you synchronize.

• Messages in Outlook e-mail subfolders (or other e-mail folders) are synchronized only if they have been selected for synchronization in ActiveSync.

NOTE: If you have numerous e-mails and contacts on your personal computer, you may have to synchronize your HP iPAQ with your PC several times before all of the information downloads to your HP iPAQ.

Using Messaging

12–2

For information on initiating Inbox synchronization or changing synchronization settings, see ActiveSync Help on your personal computer.

NOTE: MMS and text messages are not received through synchronization. Instead, they are sent to your HP iPAQ via your mobile phone service provider.

Setting Up Messaging Accounts

To set up an account on your HP iPAQ, you will create and connect to an e-mail account as well as select specific options, depending on the type of account you create.

Internet E-mail

Creating a New Account

To create an e-mail account on your HP iPAQ:

1.

From the

Start

menu, tap

Messaging > Accounts >

New Account...

2.

Enter your e-mail address and tap

Next.

NOTE: Enter the e-mail address provided by your ISP or network administrator, such as

[email protected]

or

[email protected]

Your HP iPAQ automatically attempts to configure your e-mail settings.

3.

Tap

Next

when the status says “completed,” or tap

Skip

to bypass this screen.

4.

Enter your name and password, and then tap

Save password

if you do not want to re-enter the password each time you connect.

5.

Select the desired account type, a POP3 or IMAP4 connection, and tap

Next.

6.

In

Incoming mail,

enter the name of your e-mail server provided by your ISP (for a POP3 account) or network administrator (for an

IMAP4 account).

7.

In

Outgoing mail,

enter the name of your Simple Mail Transfer

Protocol (SMTP) host provided by your ISP (for a POP3 account) or network administrator (for an IMAP4 account).

8.

If the server connection requires a domain, enter the domain name.

9.

Tap

Options

to access additional settings for the following:

• Change the time intervals for downloading new messages by tapping the

minute(s)

box and entering a new number of minutes.

• Download attachments.

• Limit the amount of messages downloaded.

Using Messaging

12–3

NOTE: Inbox automatically picks the correct connection to use for the e-mail account you create. If you want to use a specific connection, select that connection from the Connection list. Connecting automatically may result in higher connection charges.

10.

Tap

Finish.

Connecting to an E-mail Account

To connect to an e-mail account:

1.

From the

Start

menu, tap

Messaging.

2.

In the Command bar, tap

Accounts

and select the desired messaging account.

3.

Tap the connect icon .

Changing Options

To change options for an account:

1.

From the

Start

menu, tap

Messaging > Accounts

> Accounts.

2.

Tap the name of the account, and follow the instructions on the screen.

Tips on Changing E-mail Options

To save memory, Inbox downloads e-mail message headers only instead of the whole message. To automatically download the whole message, from the list, select

Get full copy of messages.

When using IMAP4, to save memory, Inbox does not download attachments. To download attachments, select the appropriate option. You can also select to limit the size of messages and attachments that are downloaded to your mobile HP iPAQ.

If your outgoing e-mail server (SMTP) requires authentication, select

Outgoing e-mail server requires authentication.

If you are using an SSL connection, select

Require SSL connection.

Connections that use SSL allow you to send personal information safely.

To save memory, limit the number of e-mails downloaded to your

HP iPAQ by lowering the number of days to display them. You can increase this number as well.

Deleting an Account

To delete an account:

1.

From the

Start

menu, tap

Accounts > Accounts.

2.

Tap and hold the name of the account, and then tap

Delete.

Using Messaging

12–4

IMPORTANT: You cannot add a new account while connected to an account. Tap

Accounts > Disconnect

to disconnect.

Once you set up your accounts, use ActiveSync to synchronize your

Outlook e-mail by using a direct connection to the HP iPAQ Cradle. For more information on synchronizing using a direct connection, refer to

Chapter 3, in the section ”Installing ActiveSync and Synchronizing with

Your Computer.” in the User’s Guide.

Receiving Attachments

Attachments sent with an e-mail message or downloaded from the server appear as an icon at the bottom of the message in its own window.

Tapping the attachment icon opens the attachment if it has been fully downloaded. You can mark an attachment for downloading (IMAP4 account only) the next time you connect.

If you receive messages through synchronization, start ActiveSync on your personal computer, and click

File > Mobile Device,

and then select your HP iPAQ. Click

Tools > Options.

Select the message account, click

Settings > Include File Attachments.

If you receive messages wirelessly for a POP3 or IMAP4 account, in

Messaging on the HP iPAQ, tap

Accounts > Accounts,

and then tap the desired account. Tap

Next

until you reach Server

Information, and then tap

Options.

Tap

Next

twice, and then select

Get full copy of messages.

If you receive messages through Outlook e-mail, start ActiveSync on your personal computer, and click

Tools > Options...,

and then select the Server tab. Click on

Inbox > Settings

and check

Include file attachments

and

size limitation.

NOTE: Embedded images and OLE 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 you can receive meeting requests on Microsoft Exchange

Server 5.5.

Meeting Requests

If you receive your e-mail messages through ActiveSync, you will automatically receive meeting requests. If you connect directly to an e-mail server, the server must be running Microsoft Exchange Server 5.5 or 2000 for you to receive meeting requests. If you are running Microsoft

Exchange Server 2000, you will automatically receive meeting requests in your Inbox.

To receive meeting requests on Microsoft Exchange Server 5.5:

• Ask your system administrator to activate Rich Text Format and

TNEF support for your account. If TNEF is enabled, you will not receive messages that are included in other messages as

Using Messaging

12–5

attachments, and you will not be able to tell if a message has an attachment until you get the full copy. In addition, download time may be longer.

• While setting up your mail account, select

Get file attachments.

Receiving Meeting Requests

NOTE: If you connect directly to an e-mail server and only receive message headers and/or a limited number of lines per message, tap and hold the message that you think is a meeting request, and then tap

Mark for Download.

1.

Open the meeting request.

2.

Tap the response icon

?

x

and, from the pop-up menu, tap

Accept,

Tentative, or Decline.

If you want, you can also include a written message with the response. The response will be sent the next time that you synchronize or connect to your e-mail server, and your HP iPAQ Calendar will be updated.

Creating or Changing a Signature

To create or change an account signature:

1.

From the

Start

menu, tap

Messaging > Tools > Options.

2.

Tap

Accounts

tab

> Signatures.

3.

Select an account for which you are creating or changing a signature.

4.

Select

Use signature with this account

if the check box is not already selected.

5.

Select

Use when replying and forwarding

if wanted.

6.

Enter a signature in the box.

NOTE: You can use a different signature with each account.

To stop using a signature, clear the

Use signature with this account

check box.

Text Messaging

Text messaging is the transmission of short text messages to and from a mobile phone, fax machine and/or IP address. A single text message can be no longer than 160 alpha-numeric characters and contain no images or graphics.

Messages longer than 160 alpha-numeric characters will be sent as multiple text messages. A character count is visible when text messages

(

New/Reply/Forward

) are composed. The count also shows how many text messages will be generated when the message is sent.

Using Messaging

12–6

The SMS Service Center phone number is provided by your mobile phone service provider. Text messaging should function correctly after activating your account. To verify the number used to change the SMS Service Center phone number, from the

Start

menu, tap

Phone > Tools > Options >

Services > Voicemail and SMS > Get Settings.

Multimedia Messaging Service (MMS)

The Multimedia Messaging Service (MMS) is a method of transmitting photographs or video clips, sound files, and short text messages over wireless networks.

When the phone radio is turned on for the first time, the GSM/GPRS

Manager application detects the mobile phone service provider and automatically populates the MMS settings on the HP iPAQ. For more information on changing settings in the GSM/GPRS Manager, refer to

Chapter 5, in the section ”Modifying the GSM/GPRS Network Settings.”

Alternately, you can access some MMS settings by taping, from the

Start

menu,

Messaging > Tools > MMS Settings.

It is not recommended to change the MMS settings provided by your mobile phone service provider unless they request the change.

Using Messaging

Composing and Sending Messages

To create and send a message:

1.

From the

Today

screen, tap

New

in the Command bar, and then tap

Message.

2.

To select an account, tap the Expand button and then tap the down arrow to select Outlook e-mail, Text Message, or the desired e-mail account.

NOTE: An MMS message only can be sent from the MMS account.

3.

Enter the e-mail address or phone number 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 a canned message, tap

My

Text

and tap a desired message.

5.

To check spelling, tap

Tools > Spell Check.

6.

Tap

Send.

If you are working offline, the message is moved to the

Outbox folder and will be sent the next time you connect.

NOTE: If you are sending a text message and want to know if it was received, before sending the message, tap

Tools > Options,

and select

Request message delivery notification.

Using Messaging

12–7

To attach a file to a message:

1.

With the message open, tap

Tools > Add Attachment.

2.

Select the file you want to attach. OLE objects cannot be attached to Inbox messages.

Inbox automatically converts Pocket Word files that you attach to messages to .doc format and Pocket Excel files to .xls format.

NOTE: Files cannot be attached to a text message.

Replying to or Forwarding a Message

To reply to or forward a message:

1.

Tap on the message to open it, tap the reply icon in the navigation bar, and then tap

Reply, Reply All,

or

Forward.

2.

Enter your response. To quickly add common messages, tap

My

Text

and tap a desired message.

3.

To check spelling, tap

Tools > Spell Check.

4.

Tap

Send.

NOTE: Selections in the

Tools > Options > Message

tab determine whether the original text is included with the outgoing message.

Sending Text Messages

You can send text messages from Messaging or by using the

Phone keypad:

1.

From Messaging, tap

Accounts > Text Messages > New.

From the

Today

screen, tap

Start > Phone > Tools > Send

Text Message

.

2.

In the

To

field, enter the text message phone number of one or more recipients, separating them with a semicolon. To access phone numbers from Contacts, tap

Address Book

in the

Navigation bar.

3.

Enter a subject and your message. To quickly add a canned message, tap

My Text

and tap a desired message.

4.

To check spelling, tap

Tools > Spell Check.

5.

When the message is finished, tap

Send.

If you are in an area with no service coverage, the message is moved to the Outbox folder and is sent the next time you connect.

Receiving Text Messages

When you receive text messages, the e-mail icon displays in the

Navigation bar and the message displays on the HP iPAQ screen. If the

HP iPAQ is turned off (or not currently being used), the message is stored in the Text Messaging Inbox folder.

Using Messaging

12–8

You can select to

Reply, Call, Delete

or

Close

the message after reading it.

NOTE: The e-mail icon also notifies you of e-mail and MMS messages as well.

Sending MMS Messages

You may see the following icons displayed on the MMS

Composer screens:

Icon Definition

Tap to preview MMS message

Tap to send an MMS message

Navigation buttons - Tap to navigate forward and backward through the slides

Tap to display photos/videos as file list

Tap to display thumbnails

Tap to display individual photos

Tap to select an item

Tap to return to previous screen or cancel

Tap to bring up Recording controls

Using Messaging

12–9

Creating MMS Slides

To create an MMS slide:

1.

From the

Start

menu, tap

Messaging > Accounts >

MMS > New.

2.

In the

Choose A MMS

screen, tap the

Message Type

icon to create a new MMS message.

Use

Custom

to create your own message or select from the default message list.

NOTE: Messages are created by combining one or more slides on an

MMS. A slide can consist of a photograph or video clip, sound file, and text. However, the size of an MMS that you can send depends on your service provider limitations.

To view the memory allowed per MMS, tap

Start > Messaging >

Tools > MMS Settings > Servers > Default server

and scroll down to the bottom of the screen.

To view the size of your message before sending, tap the Expand button in the message header.

3.

For Custom messages, tap the

Tap here to insert a photo or video clip

box to choose a photo or video to be inserted.

4.

On the top, left of the Next screen, tap

My Pictures

to select the specific location of the photos or videos to be inserted.

NOTE: You can only add a single photo or a single video clip to each

MMS slide.

5.

Tap the photo or video clip to be inserted, then tap the

Select

icon at the bottom of the screen

.

6.

Tap in the

Insert text here

box and enter the text to be sent, or tap the Canned Text icon to see a list of pre-saved text messages.

Tap the one you want and tap the

Select

icon .

7.

Tap in the

Tap here to insert an audio clip

box to add an audio clip.

NOTE: You can either add an existing sound file, or record a new one.

8.

Tap on the pull-down

My Sounds

to select a location that contains audio files.

9.

Tap the audio clip to be added and tap the

Select

icon .

NOTE: To preview the audio clip before selecting it, use the playback controls on the bottom of the screen. Play/Pause and Stop controls are available.

NOTE: To record a new audio clip, tap the diskette tape icon to bring up controls that allow you to record new audio.

Using Messaging

12–10

10.

To add a second or third slide, from the Messaging screen, tap

Edit

> Insert Slide

and repeat the process.

Sending MMS Slides

To send the message:

1.

Enter the recipient’s phone number or tap

To > Phone

tab to view your contacts by name and number.

2.

Enter the recipient’s e-mail address or tap

To > E-mail

tab to view your contacts by name and e-mail address.

3.

Enter the subject of the message.

4.

When you’re ready, tap

Send.

Otherwise, tap

Edit > Cancel.

NOTE: If you are working offline, the message is moved to the Outbox folder and will be sent the next time you connect.

NOTE: Remember you can set up several e-mail accounts in addition to your ActiveSync account, but you can set up only one MMS account.

Viewing MMS Messages

To review a received message or preview a message that you created, you can use the playback controls (Play/Pause, Stop) on the MMS Composer screen. You can pause the message anytime during playback.

to scroll To view the slides manually, use the navigation buttons through the message.

Downloading Messages

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

If you receive e-mail messages through ActiveSync, begin synchronization.

If you receive e-mail messages through a remote e-mail server, refer

to the ”Downloading Messages From a Server” section.

As you receive MMS and text messages they are automatically sent to you when your phone is powered on. Otherwise, messages are held by your mobile phone service provider until the next time you turn on your phone.

Downloading Messages From a Server

To download one or several messages from a server:

1.

From the

Start

menu, tap

Messaging > Accounts

.

2.

Tap the account you want to use (marked by a bullet) and tap

Connect.

The messages on your HP iPAQ and e-mail server are synchronized: new messages are downloaded to the HP iPAQ Inbox folder,

Using Messaging

12–11

messages in the HP iPAQ Outbox folder are sent, and messages that have been deleted from the server are removed from the

HP iPAQ Inbox. Tap a message in the message list to open it.

3.

If you read a message and decided you need the full copy, tap

Edit

> Mark for Download

while in the message window. If you are in the message list, tap and hold the message, and then tap

Mark for Download.

This also downloads message attachments if you selected those options when you set up the e-mail account. Also, you can choose to download full copies of messages by default.

4.

When finished, tap

Accounts > Disconnect.

NOTE: Receiving entire messages consumes storage memory.

Using Messaging

12–12

Was this manual useful for you? yes no
Thank you for your participation!

* Your assessment is very important for improving the work of artificial intelligence, which forms the content of this project

Download PDF

advertisement

Table of contents