HTC PB PHOE100 User Manual Book JUNO TMOUS Manual indb

HTC Corporation PHOE100 Book JUNO TMOUS Manual indb

Contents

User manual 2

Chapter 4 Managing your Phone4.1 Personalizing Your Phone4.2 Adding and Removing Programs4.3 Using Task Manager and Managing Memory4.4 Managing and Backing Up Files4.5 Protecting Your Phone4.6 Restarting Your Phone4.7 Resetting Your Phone4.8 Windows Update
68 Managing your Phone4.1 Personalizing Your PhoneSet up the Home screen The Home screen is your starting place for most tasks. You can gain access to all features and programs from the Home screen.To customize the Home screen1. On the Home screen, select Start > Settings > Home Screen.2. In Home screen layout, Color scheme, Background image, and Time out, choose the options you want, and select Done.Tip If you only want to change the background image, you can do it from the Shortcuts Bar. On the Home screen, scroll down to on the Shortcuts Bar, then select Background Image.To set a picture as the background1. On the Home screen, select Start > Pictures & Videos.2. Select the picture you want to set as the background. Select View or press CENTER SELECT for a larger view of the image.3. Select Menu > Use as Home Screen.4. Use the NAVIGATION WHEEL to select the portion of the picture you want to use, and select Next. If the picture fits the screen, this step is skipped. 5. In Adjust the transparency, select a higher percentage for a more transparent picture and then select Finish.Set date, time, language, and other regional optionsYour phone should already be set up with the regional settings that are appropriate for your locale. To change regional settingsYou can specify the language, locale, date and time style, as well as number and currency formatting options.1. On the Home screen, select Start > Settings > More > Regional Settings.2. In Language, select your preferred language.
Managing your Phone 693. In Locale, select the locale for the language you selected. The Locale option automatically changes the format of the remaining options (such as date, time, and currency) according to the locale you specify.4. Select Done.To set the date and time1. On the Home screen, select Start > Settings > Clock & Alarm > Date and Time.2. Set the Time zone, Date, and Time, and then select Done.Choose how to be notified about events or actionsA profile is a group of settings that determine how your phone will alert you to phone events such as incoming calls and notifications. To change the current profile1. On the Home screen, scroll down to on the Shortcuts Bar, then select Profile.2. Choose a new profile, and select Done.Tip To quickly change the profile, press and hold the HOME key to display the Quick List, and choose a profile.To edit a profile1. On the Home screen, scroll down to on the Shortcuts Bar, then select Profile.2. Select the profile to edit.3. Select Menu > Edit.4. Modify the settings, and select Done. To cancel without saving changes, select Cancel.Tip To revert to the default profile settings, select Menu > Reset to default.
70 Managing your PhoneTo specify the sound for an event1. On the Home screen, scroll down to on the Shortcuts Bar, then select Ringtone.2. For the desired event, select a sound. Select None if you do not want to hear a sound.3. Select Done.Note For ring tones, you can use sound files in either the .wav, .mid, .wma, or .mp3 file format. For notifications or reminders, you can use .wav or .mid files.Tip When you select a sound, the sound plays. To hear it again, select Menu > Play.To set sound for the keyboard1. On the Home screen, scroll down to on the Shortcuts Bar, then select Ringtone.2. In Keypad control, select a sound. Select None if you do not want to hear any sound while pressing a key.3. Select Done.To copy a sound to your phoneAfter a sound file is located on your phone, you can use it for a ring tone, notification, or reminder. Sound files in either .wav, .mid, .wma, or .MP3 formats can be used.1. Connect the phone to your PC using a USB connection.2. On your PC, copy the sound file you want.3. In Windows Mobile Device Center, click File Management > Browse the contents of your device. Or In ActiveSync on your PC, click Explore and double-click My Windows Mobile-Based Device.4. Save the sound file on your phone by going to Application Data > Sounds, and pasting the file into that folder.
Managing your Phone 71To set an alarm1. On the Home screen, select Start > Settings > Clock & Alarm > Alarm.2. In Alarm time, enter the time for the alarm to go off.2. In Alarm, choose when you want the alarm to go off.4. Select Done.Set personal informationEntering and displaying owner information are best practices; they allow someone to return the phone to you in case it is lost.To enter owner information1. On the Home screen, select Start > Settings > More > Owner Information.2. Enter the necessary information and select Done.Set performance and maintenance optionsTo change accessibility settings1. On the Home screen, select Start > Settings > More > Accessibility.2. Select your preference for the following:• In System font size, set the size of the font that is displayed on the screen.• In Multipress time out, set the length of time between keypresses when entering text in Multipress mode.• In Confirmation time out, set the delay before an unconfirmed action times out.• In In-call alert volume, set the volume for incoming call or receiving new message alerts while you are in a call.3. Select Done.
72 Managing your PhoneTo change power management settingsYou can use Power Management to check the battery, and configure settings that prolong battery life.1. On the Home screen, scroll down to on the Shortcuts Bar, then select Battery.2. Adjust the following settings:• In Backlight time out on battery / AC, select the amount of time for the phone to be idle before the backlight turns off when using the battery or AC power.• In Display time out on battery, select the time limit for the phone to be idle before the screen turns off when using the battery or AC power.3. Select Done.Tip Main battery indicates the amount of battery life remaining.To find the operating system version numberOn the Home screen, select Start > Settings > About.To find the phone specificationOn the Home screen, select Start > Settings > System Information.4.2 Adding and Removing ProgramsBefore you purchase additional programs for your phone, make sure that they are compatible with your phone. To add programs 1. Download the program to your PC (or insert the disc that contains the program into your PC). You may see a single *.exe file, a *.zip file, a Setup.exe file, or several versions of files for different device types and processors. Be sure to select a program designed for your phone and processor type. 2. Read the installation instructions that comes with the program. 3. Connect your phone to the PC and then double-click the *.exe file.
Managing your Phone 73To remove a program1. On the Home screen, select Start > Settings > More > Remove Programs.2. Scroll to the program to remove and then select Menu > Remove.4.3 Using Task Manager and Managing MemoryTo check how much memory is available1. On the Home screen, select Start > Settings > More > About.2. Scroll down to Available Memory.To close running programs in Task ManagerTask Manager allows you to close programs currently running on your phone to free up storage space.1. On the Home screen, scroll down to on the Shortcuts Bar, then select Manage Memory.2. On the Task Manager screen, select Menu to open a list that lets you go to a specific program, stop running programs, and view system information.3. Choose a program on the list and select Menu > Stop.
74 Managing your Phone4.4 Managing and Backing Up FilesYou can back up files to your PC using Windows Mobile Device Center or ActiveSync or copy files to a storage card that is installed on your phone. You can also efficiently manage your files and folders using File Explorer installed on your phone.Copy files using Windows Mobile Device Center/ActiveSync to the PC1. Connect your phone to your PC. 2. In Windows Mobile Device Center, click File Management > Browse the contents of your device. Or In ActiveSync on your PC, click Explore. This opens the Mobile Device folder for your phone. 3. Browse your phone for files that you want to copy to your PC.4. Select and copy the files [Ctrl + C] and then paste them [Ctrl+V] to the destination folder in the PC.Copying a file results in separate versions of a file on your phone and PC. Changes made to one file will not affect the other since the files are not synchronized. Use File ExplorerFile Explorer provides many easy-to-use features for file and folder management.To start File ExplorerOn the Home screen, select Start > File Explorer.File Explorer operates in the following two views: • List View • Icons ViewFile Explorer displays the entire file structure in your phone’s memory. The functions focus primarily on folder management. When initially started, File Explorer is in List View by default. To switch between views, select Menu > View > Icons or List.
Managing your Phone 75 File Explorer - List View File Explorer - Icons ViewIn File Explorer, select Menu to open a list that lets you send or beam the file, view the file’s properties, sort the files, and more. To send a file as an e-mail attachment1. In File Explorer, select a file and select Menu > Send.2. On the Messaging screen, select an e-mail account.3. The file will automatically be attached to the new message. Specify the recipient and subject, and type your message.4. Select Send.Note You can also send the file via Picture Message.
76 Managing your Phone4.5 Protecting Your PhoneYou can protect your phone from unauthorized use by requiring a PIN (personal identification number) in order to make calls. Your default PIN is 1234. Additionally, you can also lock the entire phone.To enable the SIM PIN1. On the Home screen, select Start > Settings > Security > Enable SIM PIN.2. Enter the PIN, and select Done.Note To cancel without enabling the SIM PIN, press HOME.To disable the SIM PIN1. On the Home screen, select Start > Settings > Security > Disable SIM PIN.2. Enter the PIN, and select Done.To change the SIM PINBe sure to make a note of your personal identification number (PIN). When the SIM PIN is enabled, you must provide this PIN to unlock the phone.1. Select Start > Settings > Security > Change SIM PIN.2. In Old PIN, enter the current PIN.3. Enter and confirm the new PIN, and select Done.To lock the phoneLocking the phone turns off its functionality. This is a helpful feature if, for example, the phone is turned on and in your pocket, and you want to prevent accidental keypresses. Once the phone is locked, the left SOFT KEY label changes to Unlock. You can lock the phone by:• Press and hold for about 2 seconds.• Close the keyboard. • Press and hold the HOME key to open the Quick list, then select Lock. Note You can still receive calls and make emergency calls when the phone is locked.
Managing your Phone 77To automatically enable phone lock1. On the Home screen, select Start > Settings > Security > Device lock.2. Select Prompt if device unused for then select the amount of time for the phone to be inactive before automatically locking.3. Select the Password type, then enter and confirm your password.4. Select Done.To unlock the phoneDepending on whether the keyboard is opened or closed, you can unlock the phone by:• Select Unlock and press the HOME key.• If the keyboard is closed, open the keyboard. Note If a password has been enabled, you will be prompted for the password when you unlock the phone.To disable the phone lockSelect Unlock and then enter the password you have set to unlock your phone. To set keyboard lock options1. Select Start > Settings > Slide and Key Lock. 2. Choose to enable or disable Auto lock timeout and/or Manual lock. • Enabling Auto lock timeout locks the device the same time the backlight goes off, if set in Power Management, when the keyboard is closed. • Enabling Manual lock prompts a message if you want to lock the device or not when you close the keyboard.To encrypt files on the microSD cardSelect Start > Settings > Security > Encryption and choose Encrypt files placed on storage cards.
78 Managing your Phone4.6 Restarting Your PhoneRestart your phone when a program is not performing properly or the phone is not responding to any keypresses.To restart the phone1. Remove the battery. 2. Wait 3 seconds, then reinsert the battery and turn on your phone.WARNING! If the phone is restarted while a program is running, unsaved work will be lost.4.7 Resetting Your PhoneResetting your phone will remove all the data from its memory and restore the phone back to the factory default settings.WARNING! All your data will be deleted, it is recommended that you back up your data first before resetting your phone.To reset your phone1. Select Start > Accessories > Clear Storage.2. Follow the on-screen instructions to reset the phone.The phone will restart after it has been reset. Note If Encrypt files placed on storage cards is or was enabled before, then backup all files from the storage card before using Clear Storage, hard reset or updating the ROM system software. Otherwise you will no longer be able to access the encrypted files on the storage card. Use ActiveSync or Windows Mobile Device Center to transfer files between your storage card and computer. After the procedure, copy your files back to the storage card.
Managing your Phone 794.8 Windows UpdateLink to Microsoft’s Web site and update Windows Mobile® on your phone with the latest security patches or fixes.To set up Windows UpdateThe first time you run Windows Update, you need to set up how you want Windows Update to check for patches on the Microsoft Web site.1. Select Start > Settings > More > Windows Update. 2. On the Update Setup screen, select Next. 3. Select how you want to check for updates, Manual or Automatic, then select Next.Note If you select Automatic, choose whether or not to use your data plan to check for updates. 4. Select Finish.To change Windows Update options1. Select Start > Settings > More > Windows Update. 2. Select Menu and choose the option you want to change.• Choose Connections to change how the device connects to the Internet when checking for updates.• Choose Change Schedule to change how Windows Update checks for patches on the Microsoft Web site. Tip You can check for updates whenever you want by selecting Check Now on the Windows Update screen.
80 Managing your Phone
Chapter 5 Organizing Phone Information5.1 Contacts 5.2 SIM Manager5.3 T-Mobile® myFavesSM5.4 Calendar5.5 Tasks5.6 Voice Recorder5.7 Voice Notes
82 Managing your Phone5.1 Contacts Contacts is your address book and information storage for the people and businesses you communicate with. If you use Outlook on your PC, you can synchronize contacts between your phone and PC.Create a contact on your phoneTo create a new contact on your phone1. On the Home screen, Start > Contacts > New > Outlook Contact.To create a new contact on your SIM card, select SIM Contact. You can also use SIM Manager to add contacts to your SIM card. For more information about SIM Manager, see “SIM Manager” in this chapter. 2. Enter information for the new contact.• To easily identify who is calling you, you can assign a custom ring tone to each Outlook contact. To assign a custom ring tone, scroll down to and select Custom ring tone and select the ring tone you want.• To assign a picture to a contact, scroll down to Pictures and select Select a picture and choose the picture you want. To remove the picture, select Menu > Remove Picture.3. Select Done.Tip If someone who is not in your list of contacts calls you or sends you a message, you can quickly create a contact from Call History or from the message by selecting Menu > Save to Contacts.Edit and call a contactTo view and edit a contact information1. On the Home screen, select Start > Contacts.2. Select the contact whose information you want to view or edit and select Menu > Edit.3. When finished making changes, select Done.
Managing your Phone 83To call a contact from the contact list1. On the Home screen, select Start > Contacts.2. Select the contact to call and press . The contact’s default phone number is dialed.Tip To call a phone number other than the default, select the contact, scroll to the number you want to dial, and press .Find a contactTo find a contact1. On the Home screen, select Start > Contacts.Note If you are not in Name view, select Menu > View By > Name.2. Do one of the following:• Begin entering a name or phone number of the contact until the contact is displayed. When you press a key, such as 5, you find names that begin with G and H, as well as phone numbers that start with 5. The next key you press continues to narrow the search.• If you have assigned categories (e.g. Business) to your Outlook contacts, you can filter the contact list by categories. In the contact list, select Menu > Filter and then select a category. To show all contacts again, select All Contacts.• If you have entered information under Company for your Outlook contacts, you can quickly locate the contacts that work for a specific on your phone. In the contact list, select Menu > View By > Company. Select the company to see the contacts who work there.
84 Managing your PhoneShare contact informationTo beam contact information to another device via Bluetooth1. On the Home screen, select Start > Contacts and then select the contact whose information you want to beam. 2. Select Menu > Send Contact > Beam. 3. Select the device where you want to beam the contact details to and select Beam. Note Before you can beam, make sure Bluetooth is turned on and set to Visible mode on your phone and the target mobile device. For more information, see “Bluetooth” in Chapter 8.To send contact information via a text message1. On the Home screen, select Start > Contacts and then select the contact whose information you want to send. 2. Select Menu > Send Contact > Text/Multimedia. Select the contact information that you want to send and select Done. 3. In the new text message, enter the mobile phone number of the person to whom you are sending the contact information to and select Send. To send contact information via Picture Message1. On the Home screen, select Start > Contacts.2. Select a contact, then select Menu > Send as vCard.3. Enter the recipient in To of the Picture Message, then select Send.If the recipient accepts the beam, text message, or Picture Message, the contact information you sent are automatically saved in that person’s Contacts list.
Managing your Phone 855.2 SIM ManagerSIM Manager allows you to view the contents of your SIM card and transfer contacts from your SIM card to your phone and vice versa.To create a contact on your SIM card1. Select Start > Accessories > SIM Manager.2. Select New and enter the contact name and phone number.3. Select Save.Tip To change contact information on your SIM card, select a contact and edit it. After modifying, select Save.To copy SIM contacts to your phone1. Select Start > Accessories > SIM Manager.2. Select a SIM contact or select all SIM contacts by selecting Menu > Select All.3. Select Menu > Save to Contacts.To copy phone contacts to the SIM cardOnly one phone number per contact name can be stored on a SIM card. When you copy a contact that has several phone numbers to your SIM card, SIM Manager saves each number under a separate name.To save each number under a different contact name on the SIM card, SIM Manager appends an indicator at the end of each name. You can edit this indicator first before you start copying contacts to your SIM card. 1. Select Start > Accessories > SIM Manager > Menu > Tools > Options.2. On the Options screen, select the check boxes of the types of phone numbers that you want to be added to the SIM card.3. Under the Mark column, you can change the indicator that will be appended to the SIM contact names for each phone number type. To do so, select a phone type, select Edit, enter your desired indicator, then select Save.
86 Managing your Phone4. After modifying, select OK.5. Select Menu > Contacts to SIM.6. Select the check boxes of the contact’s phone numbers that you want to copy to your SIM card, then select Save.To display your phone number in SIM Manager1. On the SIM Manager screen, select Menu > Tools > List of Own Numbers.2. Select Edit.3. Change the name, if desired, then enter your mobile phone number.4. Select Save. When your phone number is stored on the SIM card, it will appear on the SIM Manager screen.5.3 T-Mobile® myFavesSMT-Mobile® myFavesSM helps you stay connected to the people who matter most in your life. Simply choose any five U.S. phone numbers* you call most often, on any network, and have them displayed on your phone’s main screen. For more information about the benefits of using T-Mobile® myFavesSM and how to subscribe to this service, visit http://www.t-mobile.com.
Managing your Phone 87T-Mobile myFavesSM on the Home screenOnce your subscription to T-Mobile® myFavesSM service has been activated, myFaves will show on your phone’s Home screen. You can add and call contacts by simply selecting the circles you see on the Home screen when you have the myFavesSM icon ( ) selected. You can also associate your contacts with preset icons or their actual photos.Note A notification icon appears on the bottom-right side of the myFaves contact if there is a new message and/or missed call from that myFaves contact. Notification iconsScroll or press left or right NAVIGATION to go through your myFaves contacts and then press CENTER SELECT to add, call, edit or view a contact.Add myFaves contactsTo add myFaves contacts, you can create new contacts or add existing contacts from your phone or SIM card.1. Select an empty circle on the Home screen.2. Choose whether to create a new contact or use an existing contact. Note If you choose Create New, you need to fill in the Name and Number.
88 Managing your Phone3. Under Icon, select Change icon to associate the contact with an image. You can choose to take a picture, download from the T-Mobile site or use an existing image or icon on your phone.4. Set a Ring tone for the contact. 5. Select the Birthday and/or Anniversary reminder check boxes according to your preference and enter the date. 6. Set a Reminder for each event. On the day of the reminder, a screen will open letting you quickly call, send a text message, or buy a gift for the contact.7. Select Save. In the Confirmation screen, select Yes.8. Select OK in the two succeeding screens.Call a myFaves contact1. On the Home screen, select the myFaves contact you want to call.2. On the Profile screen, select Call.You can also choose to send the contact an e-mail, text message, instant message, multimedia message, or voice note. Menu Style: List Menu Style: CircleYou can change the menu style by selecting Options > myFaves Settings > Menu Style.
Managing your Phone 89To view the activity log of the contactSelect Activity Log on the Profile screen to view the activity log of the selected contact. From the Log screen, you can read a new text message, view/reply a missed call, play a voice note, and more.To open the item, press CENTER SELECT. Edit a myFaves contact1. On the Home screen, select the myFaves contact you want to edit then select Options.2. In the Options menu, select one of the following: • Edit Profile. Modify the contact’s name, phone number or photo. • Edit Email. Add or change the e-mail address of the selected contact.• Replace Contact. Replace with another contact.• Set as Favorite. Set the current contact as your primary myFaves contact. It will appear as your first myFaves contact on the Home screen, and will also be selected automatically whenever you launch the myFaves program.• myFaves Settings. Set myFaves options such as the display mode and menu style. You can also download myFaves icons and refresh the myFaves page. Tip You can also access the myFaves Settings option by selecting Start > myFaves on the Home screen.
90 Managing your Phone5.4 CalendarUse Calendar to schedule appointments, including meetings and other events. If you use Microsoft® Office Outlook® on your PC, you can synchronize appointments between your phone and PC. Create a personal appointmentTo set Calendar options1. On the Home screen, select Start > Calendar.2. Select Menu > Tools > Options.3. Scroll through the available settings and set your desired default options.4. Select Done.To schedule an appointment1. On the Home screen, scroll down to on the Shortcuts Bar, then select New Appointment.2. Enter information about the appointment.• To schedule an all-day event, in End time, select All day event.• To make the appointment recurring, select Occurs.3. Select Done.Note All-day events do not occupy blocks of time in Calendar; instead, they appear in banners at the top of the calendar.View your appointmentsTo view your scheduleYou can view your schedule in three different views: Month, Week, and Agenda. 1. On the Home screen, select Start > Calendar.2. Press the left SOFT KEY or select Menu and choose the view you want.
Managing your Phone 91Highlighted areas represent time segments that have scheduled appointments.Select to change the view.Select an item to view the details of the appointment. Agenda ViewAn appointment with the icon indicates that the scheduled appointment has a conflict with one or more existing appointments.Send appointmentsTo send a meeting requestYou can send meeting requests via e-mail to persons that use Microsoft® Office Outlook® or Microsoft® Office Outlook® Mobile.1. Select Start > Calendar.2. Schedule a new appointment and then scroll down to Attendees and select No Attendees. Select Add Required Attendee or Add Optional Attendee to add the contacts you want to send the meeting request to.Note You can only specify if an attendee is required or optional if your phone is connected to a Microsoft Exchange 2007 server. Otherwise, all attendees are designated as required. For more information, see Chapter 7.3. Choose the contact(s) you want to send the meeting request to and select Select.Note To remove an attendee from the list, select the attendee and select Menu > Remove Attendee.4. On the New Appointment screen, select Done. The meeting request is sent out.
92 Managing your PhoneNote When attendees accept your meeting request, the meeting is automatically added to their schedules. When their response is sent back to you, your calendar is updated as well.To send a calendar appointmentYou can send a calendar appointment to another phone over Picture Message.1. On the Home screen, select Start > Calendar.2. Select an appointment, then select Menu > Send as vCalendar.3. Enter the recipient in the To line of the Picture Message, then select Send.5.5 TasksUse Tasks to keep track of things you need to do. To create a task1. On the Home screen, select Start > Tasks.2. Select Menu > New Task.3. Enter the necessary task information and select Done.• Set a Priority for the task. This item can be referenced when sorting tasks.• Enter a Start date and Due date if the task starts and ends at a specific time.• Enter a Reminder if you want to be notified if the task is due. • Enter the Categories (you can set more than one) that best describes the task. This item can be referenced when filtering tasks.Notes• You can synchronize information on your phone with your PC to keep your task list up to date in both locations.• If you create a new task with a reminder on your PC and then synchronize tasks with your phone, the reminder will play at the time that was set on your PC.
Managing your Phone 93To locate a task1. On the Home screen, select Start > Tasks.2. In the task list, do one of the following:• To sort the list, select Menu > Sort by, and select a sort option.• To filter the list by category, select Menu > Filter, and choose the category you want displayed.To mark a task as completed1. On the Home screen, select Start > Tasks.2. Select the task, and select Complete.5.6 T-Mobile Address BookT-Mobile Address Book is a tool that lets you back up and synchronize your Contacts, Tasks, and Calendar items on your phone with the T-Mobile web site. You need an active connection (e.g. EDGE) for you to use T-Mobile Address Book. To set up T-Mobile Address Book1. Select Start > T-Mobile Address Book. 2. Select Yes to begin the setup process. You will then be asked to copy SIM contacts to your phone first, since T-Mobile Address Book only allows contacts that are stored on your phone to be synchronized with the T-Mobile web site. Select Yes to copy. Note If your phone has existing contact entries, you will be asked if you want to replace the them with the SIM card contact entries or merge the SIM card contact entries with the phone contact entries.4. To include calendar appointments and tasks when synchronizing with the T-Mobile web site, select Menu > Sync Options and then check the Calendar and Tasks boxes. 5. Select OK.
94 Managing your PhoneTo synchronize with the T-Mobile Web siteOn the T-Mobile Address Book screen, select Sync. To view synchronization historyOn the T-Mobile Address Book screen, select Menu > History. 5.7 Voice RecorderUse Voice Recorder to create short voice recordings. Voice recordings are included in the All Notes list and are named consecutively (Recording1, Recording2, and so on).To create a voice recording1. On the Home screen, select Start > Accessories > Voice Recorder.2. Hold the phone’s microphone near your mouth.3. Select Record and say your voice recording.4. Select Stop to stop recording a voice recording.To delete a voice recording1. On the Home screen, select Start > Accessories > Voice Recorder.2. Select the voice recording to delete and select Menu > Delete.3. Select Yes.Tip If you delete a voice recording that has a default name, such as Recording1, this name becomes available for a new voice recording.To listen to a voice recording1. On the Home screen, select Start > Accessories > Voice Recorder.2. Select the voice recording to play, and press CENTER SELECT.Tip To stop listening to the voice recording, select Stop while the voice recording is playing.To use a voice recording as a ring tone1. On the Home screen, select Start > Accessories > Voice Recorder.2. Select the voice recording, and select Menu > Set As Ringtone.
Managing your Phone 955.8 Voice NotesVoice Notes lets you record a voice clip and quickly send it via Multimedia Messages.To record a voice clip1. On the Home screen, scroll down to on the Shortcuts Bar, then select Voice Notes > New Voicenote. 2. Hold the phone’s microphone near your mouth.3. Select Record to start recording your voice clip. You can select Pause to temporarily stop recording. When you want to continue recording, select Resume.4. Select Stop to stop recording. Note Select Menu > Play to play back the recorded voice clip. If you are not satisfied with the recording, select Menu > Record Again. 5. Select Send to automatically open the Multimedia Message program with the voice note file automatically inserted as the audio file for the Picture Message.
96 Managing your Phone
Chapter 6 Exchanging Messages6.1 Messaging6.2 Text Messages6.3 Picture Messages6.4 Using Instant Messaging6.5 Set Up E-Mail6.6 Using E-mail6.7 Using Keyboard Shortcuts
98 Exchanging Messages6.1 MessagingMessaging is where all of your e-mail, text message, and Picture Message accounts are located. When you receive a new message, you can open that particular message from the Home screen. Simply scroll down to the Notifications icon on the Shortcuts Bar then select the message.To access your message accounts, select Start > Messaging and then select the account you want to open. Notifications icon on the Shortcuts Bar. Messaging screenWhile in a messaging account’s main screen, select Menu > Tools > Switch Accounts to switch to another message account.To change message account settings• On the Messaging screen, select the message account whose settings you want to change and select Menu > Settings.• On a message account’s message list, select Menu > Tools > Options.
Exchanging Messages 996.2 Text MessagesSend short text messages to your contacts. Compose and send text messagesTo compose and send a text message1. On the Home screen, scroll down to on the Shortcuts Bar, then select Text Messages > New Message. .2. Enter the mobile phone number of one or more recipients, separating them with a semicolon (;). To access phone numbers from Contacts, in To, press CENTER SELECT and select a recipient from the list.3. Enter your message. You can enter up to 160 characters in one message. 4. Select Send.Tips• To cancel the text message, select Menu > Cancel Message.• If you want to know if your text message was received, before sending the message, select Menu > Message Options and select Request message delivery notification.Receive text messagesText messages are automatically received when the phone function is turned on. When the phone is turned off, text messages are held by T-Mobile until the next time the phone is turned on.• Save your SMS messages to your SIM card by selecting Menu > Copy to SIM.• Copy SMS messages saved on your SIM card to the Inbox by selecting Menu > Copy to Inbox. Copying them to your phone results in duplicate messages in the Inbox folder when the SIM card is in use.• The icon next to a message indicates that it is saved on the SIM card.
100 Exchanging Messages6.3 Picture MessagesSending Picture Messages (MMS) to your friends and family is fun and easy. You can include pictures, video, and an audio clip in a picture message.To access Picture MessagesOn the Home screen, scroll down to on the Shortcuts Bar, then select Picture Messages.Note When you purchase your phone, it is already preset with T-Mobile’s Picture Message setings. If you accidentally lost the preset settings or you want to add another wireless service provider, you can configure the settings while composing a Picture Message.Create and send Picture MessagesYou can compose Picture Messages in a combination of various slides, where each slide can consist of a photo, audio or video clip, and/or text.To start composing a Picture Message1. On the Home screen, scroll down to on the Shortcuts Bar, then select Picture Messages > New Message. 2. In To, enter the recipient’s phone number or e-mail address .3. In Subject, enter a subject for your message.4. Select Insert Picture/Video to select a photo or video clip from the Select Media screen and insert it. To capture a new photo or video, select Menu > Capture Picture/Video.Tip After inserting a Picture message element, press NAVIGATION right to add a new slide. 5. Select Insert Text to enter text for your Picture message. • To insert predefined text or emoticons, select Menu > My Text or Insert Emoticon.
Exchanging Messages 101• To insert contact details of a contact or appointment details, select Menu > Insert Contact or Insert Calendar. You can then choose the details that you want to insert. 6. Select Insert Audio to insert an audio clip. Select an audio clip on the Select Audio screen. To record a new audio clip, select Menu > Capture Audio7. Select Send to send the message. Notes • To send a copy of this message to others, access Cc and Bcc by selecting Menu > Options > Send Options. • To remove the photo, text, or audio, select the item and press the BACK key.View, reply to and block Picture MessagesTo receive Picture MessagesOn any Picture message folder screen, select Menu > Send/Receive. By default, messages are automatically downloaded to your phone.To view a Picture MessageYou can view Picture Messages in several ways.• Press CENTER SELECT to view and play the message on your phone. Select Pause or Menu > Stop to pause or stop the playback of the message.• Select Menu > Object View to see a list of files included in the message. To open a file, select it and select Open. To save a file, select it, and select Save, Menu > Save Audio, or Menu > Save Photo.• View each slide included in the message by selecting Menu > Next.To reply to a Picture MessageSelect Menu > Reply > Reply to reply to the sender of the message, or select Menu > Reply > Reply All to reply to all persons listed in the To and CC boxes of the message. Select Menu > Reply > Forward to forward the message to someone else.
102 Exchanging MessagesTo block a phone number from sending you Picture MessagesYou can choose to block a phone number from sending you Picture messages if you do not want to receive future Picture messages from that number.1. View the Picture Message then select Menu > Show Message Details.2. In the MMS Details screen, select the contact in the From field then select Menu > Open.3. Select the number on the screen and press CENTER SELECT. On the menu that opens, select Save to Blacklist.Note By adding the number to the Blacklist, you will not receive future Picture messages from that number. To edit the MMS Blacklist, on a Picture Message, select Menu > Options > Message Options > Menu > Edit Blacklist. Here you can remove a number from the Blacklist.6.4 Using Instant MessagingAIM®You will need an AIM® account to use instant messaging. To set up an account, go to http://www.aim.com/t-mobile.To sign on1. On the Home screen, select Start > Instant Messaging.2. Select AOL Instant Messenger.3. Type your screen name and password. Note that your password is case-sensitive.4. Scroll to Save password and Auto-Sign On and press CENTER SELECT to place checks in the check boxes, if desired.5. Select Sign On.To sign off1. At Buddy List®, select Menu > Sign Off.2. Select Yes.
Exchanging Messages 103To add a buddy1. At Buddy List®, select Menu > Add Buddy.2. Type your buddy’s screen name and select Add.To delete buddy1. At Buddy List®, scroll to the buddy you want to delete.2. Select Menu > Delete Buddy.3. Select Yes.To send message to buddy1. At Buddy List®, scroll to and select the buddy you want to send a message.2. Select Menu > Send IM.3. Type your message and select Menu > Send IM.To send message to unlisted buddy1. At Buddy List®, select Menu > Send IM to.2. Type your buddy’s screen name and select OK.3. Type your message and Menu > Send IM.To block buddy1. At Buddy List®, scroll to the buddy you want to block.2. Select Menu > Block.3. Select Yes.To set away status1. At Buddy List®, select Menu > My Status.2. Scroll to and select Away.ICQ®You will need an ICQ account to use instant messaging. To set up an account, go to http://www.icq.com.To sign on1. On the Home screen, select Start > Instant Messaging.2. Scroll to and select ICQ®.
104 Exchanging Messages3. Type your ICQ® number and password. Note that your password is case-sensitive.4. Scroll to Save password and Auto-Sign On and press CENTER SELECT to place checks in the check boxes, if desired.5. Select Connect.To sign off1. At contact list, select Menu > Disconnect.2. Select Yes.To add contact1. At contact list, select Menu > Add User.2. Type the contact’s ICQ® number and nickname.3. Select Add.To delete contact1. At contact list, scroll to the contact.2. Select Menu > Delete User.3. Select Yes.To send message to a contact1. At contact list, scroll to the contact.2. Select Menu > Send message.3. Type your message and select Menu > Send message.To send message to unlisted contact1. At contact list, select Menu > Send message to.2. Type the contact’s ICQ® number and select OK.3. Type your message and select Menu > Send message.To block contact1. At contact list, scroll to the contact you want to block.2. Select Menu > Block.3. Select Yes.
Exchanging Messages 105To set away status1. At contact List, select Menu > My Status.2. Scroll to and select Away.Yahoo!®You will need a Yahoo!® account to use instant messaging. To set up an account, go to http://messenger.yahoo.com.To sign in1. On the Home screen, select Start > Instant Messaging.2. Scroll to and select Y! Messenger.3. Type your Yahoo! ID and password. Note that your password is case-sensitive.4. Scroll to Save password and Auto-Sign On and press CENTER SELECT to place checks in the check boxes, if desired.5. Select Sign In.To sign out1. At contact list, select Menu > Sign Out.2. Select Yes.To add contact1. At contact list, select Menu > Add Contact.2. Type the contact’s Yahoo! ID and select Add.To delete contact1. At contact list, scroll to the contact you want to delete.2. Select Menu > Delete Contact.3. Select Yes.To send message to contact1. At contact list, scroll to the contact you want to send a message.2. Select Menu > Send a Message.3. Type your message and select Menu > Send Message.
106 Exchanging MessagesTo send message to unlisted contact1. At contact list, select Menu > Send a Message to.2. Type the contact’s Yahoo! ID and select OK.3. Type your message and select Menu > Send Message.To set away status1. At contact List, select Menu > My Status.2. Scroll to and select Away.6.5 Set Up E-MailSet Up E-Mail provides you unlimited access to your work and personal email. Instantly access your e-mail from AOL®, Yahoo!® , Gmail®, Microsoft® Exchange and many more, including any POP3 or IMAP4 e-mail server.Note Restrictions may apply. Contact your e-mail provider for additional information.To add e-mail accounts using Set Up E-mail1. On the Home screen, scroll down to on the Shortcuts Bar, then select Set Up E-mail. 2. On the Select Account screen, select the type of e-mail accounts you want to add to your device.
Exchanging Messages 107To set up AOL/AIM Mail, Yahoo! or GmailSelect AOL/AIM Mail, Yahoo!, or Gmail, then simply enter your e-mail address and password.To set up Windows Live MailSelect Windows Live, then sign in using your Windows Live ID. See Chapter 8 for details.To set up Outlook E-mail1. On the Select Account screen, select Outlook E-mail.2. To send and receive personal e-mail on your phone:• Check if the synchronization software has been installed on your PC and a sync partnership has been created with your phone. If these have been done, then just connect your phone to your PC to send and receive Outlook e-mails.If you have not yet installed the synchronization software nor created a partnership, please do so by following the procedures in Chapter 3.3. To set up your company e-mail account on your phone:• Set up your phone to synchronize via a wireless LAN or over-the-air connection with your company’s Exchange Server. For more information about synchronizing with the Exchange Server, see Chapter 7.To set up a POP3 or IMAP4 e-mail accountIf you have an e-mail account from an ISP and other Web-based accounts such as Gmail®, add them as POP3 or IMAP4 accounts on your device.1. On the Select Account screen, select Other.2. Enter your e-mail address and password, then select Next.Note If your e-mail provider settings cannot be found, you will be prompted to enter settings such as the incoming and outgoing server names. Ask from your provider about these settings.To access your e-mail accountsSelect Start > Messaging. You will see your e-mail accounts in the Messaging screen.
108 Exchanging Messages6.6 Using E-mailAfter setting up e-mail accounts on your phone, you can start sending and receiving e-mail messages.Create and reply to e-mailsTo compose and send an e-mail1. Select Start > Messaging then select an e-mail account.2. Select Menu > New.3. Enter the e-mail address of one or more recipients, separating them with a semicolon. To access e-mail addresses stored in Contacts, select To.4. Enter a subject and compose your message. To quickly add common messages, select Menu > My Text and select a desired message.5. Select Send.Tips• To set the priority, select Menu > Message Options.• If you are working offline, e-mail messages are moved to the Outbox folder and will be sent the next time you connect.To add an attachment to an e-mail1. In the message that you are composing, select Menu > Insert and select the item you want to attach: Picture, Voice Note, or File.2. Select the file you want to attach, or record a voice note.Filter the Inbox message listFilter the e-mail messages in your Inbox to only display the e-mails that contain the sender or e-mail subject you are searching for.Enter the sender name or e-mail subject you want to look for using the keyboard. As you press keys, the list narrows down to the conditions you set.For example, pressing “J” then “A” narrows the list to only the e-mails that contain sender names, e-mail subjects, and/or message body that start with “JA.”
Exchanging Messages 109Note This feature works for all Messaging accounts. View and reply to e-mailsTo read incoming messagesBy default, only the first few kilobytes of a message are shown when you open and read an incoming message. To read the whole message, do one of the following:• Scroll down to the end of the message and select Get the rest of this message; or• Select Menu > Download Message.To download an attachmentIn an open message with an attachment to download, select the attachment. If there is more than one attachment, select the other attachments to download them. You can directly open the file in the associated program after you download them by selecting the attachment again. To reply to or forward an e-mail1. Open the message and select Menu > Reply > Reply, Reply All, or Forward.2. Enter your response. To quickly add common messages, select Menu > My Text and select a desired message.3. Select Send.
110 Exchanging MessagesTips• To see more header information, scroll up.• To always include the original message, from the list view, select Menu > Tools > Options > Sending, and select the Include copy of original message when replying to e-mail check box.• In the Outlook E-mail account, you will send less data if you do not edit the original message. This may reduce data transfer costs based on your rate plan.To view and reply to HTML e-mailsYou can receive, view and reply to HTML e-mails from any type of e-mail account. The HTML format is retained, without layout shifting or resizing.Note HTML e-mail support in Outlook Mobile is available only if your company is using Microsoft Exchange Server 2007.1. Set the message format to HTML. To find out how to set the message format, see “Customize e-mail settings”.2. Select Start > Messaging, select your e-mail account, and open an HTML e-mail that you received.3. Select Get the rest of this message that’s shown at the bottom of the message to download the whole message.4. Scroll up (if needed) and select Click to scroll right to be able to scroll sideways and get a complete horizontal view of the message.Note If images do not immediately appear, select Internet pictures blocked > Download Internet pictures. 5. Select Reply or select Menu > Reply and choose whether to reply to the sender(s) or forward the message.6. Enter your response and select Send.Tip E-mail can contain hyperlinks to Web pages.Send and download e-mailsThe manner in which you send and receive e-mails depends on the type of e-mail account you have.
Exchanging Messages 111To send and receive e-mail for an Outlook account1. Select Start > ActiveSync.2. Connect your phone to your PC.Otherwise, connect wirelessly if you are synchronizing Outlook e-mail with your company e-mail server. See Chapter 7 for details.3. Synchronization automatically begins, and your phone sends and receives Outlook e-mail.Tip You can also manually synchronize anytime by selecting Sync in ActiveSync or Menu > Send/Receive in Outlook Mobile.To send and receive e-mail for a POP3/IMAP4 accountIf you have an e-mail account with an ISP or a work account that you access using a VPN server connection, you send and receive messages through a remote e-mail server. Before sending and downloading messages, you first need to connect to the Internet or your corporate network.1. Select Start > Messaging and select your POP3/IMAP4 e-mail account.2. Select Menu > Send/Receive. The messages on your phone and e-mail server are synchronized: new messages are downloaded to the phone Inbox folder, messages in the phone Outbox folder are sent, and messages that have been deleted from the server are removed from the phone Inbox folder.Customize e-mail settingsTo change the download size and format for Outlook e-mail1. Disconnect your phone from the computer.2. Select Start > ActiveSync.3. Select Menu > Options, select E-mail, then select Settings.4. On the E-mail Sync screen, set the Download size limit and Message format.5. Close ActiveSync and reconnect your phone to the computer.
112 Exchanging MessagesTo change the download size, e-mail format and other settings for POP3/IMAP4 e-mail1. Select Start > Messaging.2. Use the up/down NAVIGATION to select your POP3 or IMAP4 e-mail account, then select Menu > Settings.3. You can make changes to your e-mail address, user name, password, etc., and customize the following settings:Options DescriptionAutomatic Send/Receive You can select a time interval for connecting to the Internet automatically to send and receive messages.Download messages Set the number of days of messages that you want to be downloaded to your phone.Send/receive when I click SendBy default, messages are immediately delivered when you select Send. If you prefer to save outgoing messages to the Outbox folder first, clear the check box. (In this case, you will need to manually send messages by selecting Menu > Send/Receive).Use automatic send/receive schedule when roamingThis allows your phone to data roam when there is a set time interval for connecting to the Internet automatically. Since this may result in higher connection costs, you may want to leave the check box cleared.When deleting messages Choose whether to delete messages from the mail server when you delete them on your phone.Message format Select HTML or Plain Text.Message download limit Select the e-mail download size. If you have large volumes of e-mail, use a lower size or select to download headers only.4. When you have finished customizing settings, select Finish.
Exchanging Messages 113To exclude your e-mail address when replying to allWhen you reply to all the recipients of an Outlook e-mail, your own e-mail address will also be added to the recipient list. Customize ActiveSync so that your e-mail address will be excluded from the recipient list.1. In ActiveSync on your phone, select Menu > Options.2. Select the E-mail information type and select Settings.3. Select Menu > Advanced.4. In the My e-mail addresses text box, enter your e-mail address.5. Select Done.6.7 Using Keyboard ShortcutsYou can use keyboard shortcuts to quickly access messaging functions, such as reply, forward, etc.To see the list of keyboard shortcuts1. Select Start > Messaging and select a messaging account (Text/Multimedia or any e-mail account).2. While on a message list, press any key.3. If this is your first time to use keyboard shortcuts, the following Message Tips screen will appear first: Select OK to close the screen.
114 Exchanging Messages4. Press and hold the “0” key until the shortcuts list is displayed. Scroll up or down to view the whole list.To use a keyboard shortcutPress and hold the respective key. For instance, to reply to a message, press and hold 2.
Chapter 7 Working with Company E-mails and Meeting Appointments7.1 Synchronizing Your Phone with the Exchange Server7.2 Working with Company E-mails7.3 Managing Meeting Requests7.4 Finding Contacts in the Company Directory7.5 E-mail Security
116 Working with Company E-mails and Meeting Appointments7.1 Synchronizing Your Phone with the Exchange ServerTo keep up-to-date with your company e-mails and meeting schedules while you’re out of the office, you can connect your phone to the Internet wirelessly and synchronize these information with your company’s Exchange Server. You can also access your company address book anytime. Your company must have a mail server that is running Microsoft Exchange Server with Exchange ActiveSync.Before you can start to synchronize with or access information from the Exchange Server, you need to set up an Exchange Server connection on your phone. You need to get the following information from your network administrator and enter them on your phone: Exchange Server name (must be the Outlook Web Access server name), domain name, and the user name and password that you use at work.You can set up the Exchange Server connection either from your phone or your PC.Set up an Exchange Server connection from your phoneIf you have not synchronized your phone with your PC, follow these steps to set up an Exchange Server connection.1. On the Home screen, scroll down to on the Shortcuts Bar, then select Set Up E-mail.2. On the Select Account screen, select Outlook E-mail then select Next.3. On the ActiveSync screen, select set up your device to sync with it.Note If you have previously created an ActiveSync partnership between your phone and PC, skip this step.
Working with Company E-mails and Meeting Appointments 117 4. In Server address, enter the Exchange Server name, and select Next.5. Enter your user name, password, and domain, and select Next.6. Select the check boxes of the types of information items that you want to synchronize with the Exchange Server. Tip To change the rules for resolving synchronization conflicts, select Menu > Advanced.7. To change synchronization settings of an information type, for example, E-mail, select the type of information, and select Menu > Settings.8. Select Finish.
118 Working with Company E-mails and Meeting AppointmentsNote If you synchronized e-mails with your PC before, open ActiveSync on your phone and select Menu > Add Server Source to set up an Exchange Server connection. When you're prompted to select information types for synchronization, you need to clear the E-mail check box under the Windows PC item first before you can select the E-mail check box under Exchange Server.Tip To change Exchange Server settings, open ActiveSync on your phone and select Menu > Configure Server.Set up an Exchange Server connection from your PCOn a Windows Vista PC1. Set up synchronization between your PC and phone. See “Set up synchronization in Windows Mobile Device Center” in Chapter 3 for details.2. Click Start > All Programs > Windows Mobile Device Center on your PC.3. On Windows Mobile Device Center’s Home screen, mouse over Mobile Device Settings, click >>more, then click Sync wirelessly with Exchange Server.
Working with Company E-mails and Meeting Appointments 1194. Enter your company’s Exchange Server address, your username, password, and domain.5. Click Set Up. 6. On Windows Mobile Device Center’s Home screen, click Change content sync settings.7. Select the check box of items you want to synchronize with the Exchange Server. Click Sync Settings to choose synchronization settings for the selected items. Click Save.
120 Working with Company E-mails and Meeting AppointmentsOn a Windows XP PC1. Install Microsoft ActiveSync on your PC if you have not yet done so. See “Install ActiveSync” in Chapter 3 for details.2. Connect your phone to the PC.3. If you have not set up synchronization with your PC before, follow the steps in “Set up synchronization in ActiveSync” in Chapter 3 and make sure to select the Synchronize directly with a server running Microsoft Exchange option in the Synchronization Setup Wizard.4. If you have synchronized your phone with your PC before, do the following steps to set up synchronization with the Exchange Server:a. Right-click the ActiveSync icon ( ) at the bottom right side of your PC, then click Open Microsoft ActiveSync.b. In ActiveSync on your PC, click Tools > Add Server Source then enter your company’s Exchange Server address, your username, password, and domain, then click OK.
Working with Company E-mails and Meeting Appointments 121c. Choose the items to be synchronized and other settings in the Options, Schedule and Security tabs, then click OK. Options tabSchedule tabSecurity tabStart synchronizationBefore you start synchronizing with the Exchange Server, make sure your phone has been set up with a data connection to the Internet so that you can synchronize wirelessly. For more information about connecting to the Internet, see Chapter 8.After you finish setting up an Exchange Server connection, your phone automatically starts synchronization.You can manually start synchronization anytime by selecting Sync in ActiveSync.Notes• You need a T-Mobile data plan to be able to synchronize with the Exchange Server.• If you connect your phone to your office computer via a USB or Bluetooth connection, you can use this connection to the PC to “pass through” to the network and download Outlook e-mails and other information to your phone.
122 Working with Company E-mails and Meeting Appointments7.2 Working with Company E-mailsYour phone gives you instant access to your company e-mails and lets you manage your messages easier. Messaging features such as Direct Push, Fetch Mail, and Filtering messages are just some of the tools you can use to manage your e-mails.Note Some messaging features depend on the MIcrosoft Exchange Server version used. Please check with your network administrator for the availability of Exchange Server features.Automatic synchronization through Direct PushDirect Push technology (push e-mail feature) enables you to receive new e-mails on your phone as soon as they arrive in your Inbox on the Exchange Server. With this feature, items such as contacts, calendar and tasks are also immediately updated onto your phone when these items have been changed or new entries have been added on the Exchange Server. To make Direct Push work, you need to have a GPRS connection on your phone.You need to perform a full synchronization between your phone and the Exchange Server first before Direct Push can be enabled.Requirement The Direct Push feature works for your phone only if your company is using Microsoft Exchange Server 2003 Service Pack 2 (SP2) with Exchange ActiveSync or higher version or an equivalent push e-mail solution.To enable Direct Push via Comm Manager1. On the Home screen, scroll down to on the Shortcuts Bar, then select Manage Connections.2. On the Comm Manager screen, select the Microsoft Direct Push button. The button will turn to , which indicates that you will receive e-mails as they arrive. When the button is in the state, you need to manually retrieve your e-mails.
Working with Company E-mails and Meeting Appointments 123To enable Direct Push via ActiveSync1. In ActiveSync on your phone, select Menu > Schedule.2. Select As items arrive in the Peak times and Off-peak times boxes. Note When both the GPRS/EDGE and Wi-Fi connections are turned on at the same time, the Direct Push feature will always opt for GPRS/EDGE, for which you could be charged per your T-Mobile’s service plan.Scheduled synchronizationIf you do not want to use Direct Push, you can set a regular schedule for synchronizing Outlook e-mail and information. 1. In ActiveSync on your phone, select Menu > Schedule.2. Select a shorter time interval in the Peak times box for you to be able to receive e-mails more frequently.3. Select a longer interval in the Off-peak times box.Tip Select Menu > Peak Times to set the peak and off-peak times.
124 Working with Company E-mails and Meeting AppointmentsInstant download through Fetch MailFetch Mail downloads an entire e-mail immediately without the need for you to perform a full Send/Receive action. Requirement Fetch Mail works for your phone only if your company is using Microsoft Exchange Server 2007 or higher.1. Select Start > Messaging > Outlook E-mail.2. Select an e-mail message to open it.3. By default, only the first few kilobytes of the message is shown. To download the whole e-mail, scroll to the bottom of the message then select Get the rest of this message.4. A “Downloading message” status appears. Wait for the remainder of the message body to be downloaded.Tip For information about changing e-mail sync options such as the initial download size limit for e-mail, see "Customize e-mail settings" in Chapter 6.Search for e-mails on the Exchange ServerYou can access messages that are not available on your phone by searching your Microsoft Exchange Server mailbox. The search results will be downloaded and displayed in a Search Results folder.Requirement Your company must be using Microsoft Exchange Server 2007 or higher.1. Select Start > Messaging > Outlook E-mail.2. Select Menu > Tools > Search Server.3. In the Look for text box, enter the search keyword.4. Choose the Date range of messages to search from and where to search in Look in.5. Select Search.
Working with Company E-mails and Meeting Appointments 125Flag your messagesFlags serve as a reminder to yourself to follow-up on important issues or requests that are indicated in the messages. Requirement Flags are enabled only if e-mails are synchronized with Microsoft Exchange Server 2007 or higher. Flags are disabled or hidden if e-mails are synchronized with earlier versions of Microsoft Exchange Server.To flag or unflag a message1. Select Start > Messaging > Outlook E-mail.2. Select a message, or open a message.3. Select Menu > Follow Up and select one of the following options:• Set Flag Mark the message with a red flag to indicate that it needs follow up.• Complete Flag Mark the message with a check mark to indicate that the issue or request in the e-mail is already completed.• Clear Flag Remove the flag to unmark the message.Note E-mail message reminders are displayed on your phone if the messages are flagged with reminders and synchronized from the Exchange Server Out-of-office auto-replyOutlook Mobile allows you to retrieve and change your out-of-office status. Just like desktop Outlook E-mail, Outlook Mobile automatically sends an auto-reply message when you’re not available.Requirement Your company must be using Microsoft Exchange Server 2007 or higher.
126 Working with Company E-mails and Meeting AppointmentsTo send out-of-office auto-reply messages1. Select Start > Messaging > Outlook E-mail.2. Select Menu > Tools > Out of Office.3. From the I am currently list, select Out of the Office.4. Enter your auto-reply message then select Done.View a document linked to an e-mail messageWhen you receive an e-mail that contains a link to a document such as a PDF or Microsoft® Office document located on SharePoint or an internal file server, you can view the document on your phone.Requirement You can view the document only if you have a Microsoft Outlook account that synchronizes with Microsoft Exchange Server 2007 or later. Exchange Server must also be set up to allow access to SharePoint document libraries or internal file servers.1. On the Home screen, select Start > Messaging.2. Select an e-mail account, then open a message with a link to a SharePoint document.3. Select the link to open and view the document.7.3 Managing Meeting RequestsWhen you schedule and send meeting requests from your phone, you can invite attendees to your meeting and check their status to know their availability.When you receive a meeting request, you can reply by accepting or declining the request. The meeting request also clearly indicates whether or not there are conflicting or adjacent meetings.Note You can still accept meeting requests on your phone if your company is using an earlier version of Microsoft Exchange Server, but some features will not be enabled. To use the features mentioned in this section, your company must be using Microsoft Exchange Server 2007 or higher.
Working with Company E-mails and Meeting Appointments 127To reply to a meeting request1. When there’s an incoming e-mail with a meeting request, a notification message will be displayed on your phone’s Home screen. Scroll to Outlook e-mail and select it. 2. In the Outlook message list, select the e-mail to open it.3. Select Accept to reply and accept the meeting request, or select Menu > Decline if you cannot attend the meeting.Tips • Before responding, you can check your availability during the time of the requested meeting by selecting View your calendar.• If the time of the meeting conflicts with your other appointments, a “Scheduling Conflict” status appears on top of the e-mail.3. Choose whether or not to edit the response e-mail before sending and then select OK: 4. If you accepted the meeting request, it will automatically be added as an appointment in Calendar on your phone.To view the list of meeting participants1. Select Start > Calendar.2. Open a meeting request that you previously sent, then select Attendees. The list of required and optional attendees will be listed.
128 Working with Company E-mails and Meeting AppointmentsNotes • For information about creating a meeting request, see “To send a meeting request” in Chapter 5.• If you select a meeting that you have organized, the list shows who has accepted or declined the meeting.• To view an attendee’s contact information, select the attendee’s name. If the attendee is included in your contacts list, you will see the contact information immediately. If the attendee is not in your contacts list, select Company Directory to view the contact information.7.4 Finding Contacts in the Company DirectoryIn addition to having contacts on your phone, you can access contact information from your organization’s Company Directory.Requirement Access to the Company Directory is available only if your organization is running Microsoft Exchange Server 2003 SP2 or higher, and you have completed your first synchronization with the Exchange Server.1. Synchronize with Exchange Server if you have never done so.2. Do any of the following:• In Contacts, select Menu > Company Directory.• In a new e-mail, select the To box and then select Company Directory at the top of the list or select Menu > Company Directory.• In a new meeting request using Calendar, scroll to Attendees and select No attendees > Add Required Attendee or Add Optional Attendee and then select Company Directory at the top of the list. In Contacts
Working with Company E-mails and Meeting Appointments 1293. Enter the part or full contact name and select Search. In the search results list, select a contact to select it. Notes• You can save the contact from the Company Directory to your phone by selecting the contact then selecting Menu > Save to Contacts.• You can search on the following information as long as that information is included in your organization’s Company Directory: First name, Last name, E-mail name, Display name, E-mail address, or Office location.7.5 E-mail SecurityWindows Mobile® on your phone protects your Outlook e-mails through Secure/Multipurpose Internet Mail Extension (S/MIME), which allows you to digitally sign and encrypt your messages.Requirement S/MIME encryption and digital signatures for Windows Mobile® powered smartphones are available only with Exchange Server 2003 SP2 or a later version that supports S/MIME. If you are not using one of these products, or have not yet synchronized, these options are unavailable.Note You can encrypt a message with or without a certificate. However, to read an encrypted message, you need a valid certificate to decrypt it.
130 Working with Company E-mails and Meeting AppointmentsEncrypt and sign messagesTo individually sign and encrypt a new message1. Select Start > Messaging > Outlook E-mail.2. Select Menu > New to create a new message.3. Select Menu > Message Options.4. From the Security list, select whether to encrypt only, sign the message only, or do both.5. Select Done.To verify the digital signature on a signed message you receive1. Open the Outlook e-mail message that has been digitally signed.2. At the top of the message, select View signature status.Note You may need to download the rest of the message in order for you to see the name of the person who signed the e-mail. 3. Select Menu > Check Certificate. To view the details of the certificate in the message, select Menu > View Certificate.Note There can be several reasons why a digital signature is not valid. For example, the sender’s certificate may have expired, it may have been revoked by the certificate authority, or the server that verifies the certificate is unavailable. Contact the sender to report the problem.
Working with Company E-mails and Meeting Appointments 131To digitally sign and encrypt all messagesYou can set up ActiveSync to digitally sign and encrypt all outgoing messages. You must obtain a valid certificate to sign and encrypt e-mail messages successfully.1. Select Start > ActiveSync.2. Select Menu > Options.3. Select the E-mail information type, and select Settings. On the E-mail Sync Options screen, select Menu > Advanced. 4. Select Encrypt messages to protect your e-mails from being viewed except by the intended recipients. Select Sign messages so that recipients are certain that e-mails are sent by you and have not been altered. 5. Select Menu > Choose Certificate to select a certificate for signing or encrypting outgoing e-mail messages.Set permissions on an e-mail messageAnother way of protecting your e-mail messages is to send messages with restricted permissions using Information Rights Management (IRM).Requirement This works only with a Microsoft Outlook e-mail account and if your company is using RMS Server SP1.1. Select Start > Messaging > Outlook E-mail.2. Create a message, then select Menu > Message Options.
132 Working with Company E-mails and Meeting Appointments3. In Permissions, do one of the following: • To allow anyone to read the message, select Unrestricted Access.• To prevent the message from being forwarded, printed, or copied, select Do Not Forward.4. Select Done.Tip An IRM-protected message received on your phone can only be replied to or forwarded if the message permits it.

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