How to configure Smartphone Inbox e-mail options

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INTRODUCTION

This article describes how to configure Microsoft Smartphone to receive e-mail from four sources:
  • Phone-based system management software (SMS) and text messaging
  • Microsoft ActiveSync PC Sync (synchronization with Microsoft Outlook)
  • Microsoft Mobile Information Server (MMIS)
  • An Internet Message Access Protocol (IMAP) or POP mail server
Smartphone will synchronize with only one of the last three options (PC Sync, MMIS, or IMAP/POP) at any one time. This article discusses how to configure Smartphone to use the service of your choice.

MORE INFORMATION

Configure your phone to receive SMS and text messaging

Contact your cellular service provider for information about availability and about configuration of the SMS and text-messaging service.

Configure Inbox Sync settings with Outlook (PC Inbox Sync)

PC Inbox Sync requires that you install Outlook and ActiveSync on the desktop computer. To enable PC Inbox Sync, follow these steps:
  1. Make sure that you disable Server Sync on the phone. To do this, follow these steps:
    1. Disconnect the phone from the desktop computer.
    2. On the phone, open ActiveSync.
    3. Press Menu, scroll to Options, and then press the command button.
    4. Press 3 (Inbox).
    5. If the Synchronize Inbox check box is selected, press the command button to clear the check box.
    6. Press Done.
  2. Configure desktop computer synchronization. To do this:
    1. On the desktop computer, open ActiveSync.
    2. Click Options.
    3. Click to select the Inbox check box.
    4. Click OK.
The Inbox will be synchronized whenever you connect your Smartphone to the desktop computer by using the universal serial bus (USB) cable.

If you have previously configured the phone for an IMAP/POP account, ActiveSync automatically disables synchronization with the IMAP account or with the POP account. You will see this message on the phone after the next synchronization:

Alert
You have chosen to use ActiveSync to handle your email, therefore your IMAP/POP account has been disabled. Would you like to remove mail messages from the IMAP/POP account?
Note The word "e-mail" is spelled incorrectly in this message.

In this case, if you want to clear the existing messages from your phone, press Yes. If you want to keep the messages on your phone, press No. Neither choice deletes the messages from your IMAP server or your POP server. It only removes the messages from the phone.

Configure your phone to receive e-mail from a POP3 server or from an IMAP4 server

  1. Open the Inbox.
  2. Press Menu.
  3. Scroll down to Options, and then press the command button.
  4. Scroll down to E-mail Setup, and then press the command button.
  5. If you see the Sync options page (including "3 Inbox"), this indicates that you have previously configured the ActiveSync settings of your phone to "sync the Inbox." To sync the Inbox means to synchronize with a Mobile Information Server. This process is also known as Server Sync. You must choose between the Inbox Server Sync option and the Inbox POP/IMAP option. To disable Server Sync, follow these steps:
    1. Press 3.
    2. Press the command button to clear the Synchronize Inbox check box.
    3. Press Done.
  6. If you receive the following alert, press Yes:

    Alert
    You are currently syncing your mail with ActiveSync. You must disable this from the desktop if you wish to use IMAP or POP to receive mail after finishing configuring the following options. Do you want to continue?
    Note If you press No, the Options screen may not respond to the Done key. In this case, press the Home key.

    After you press Yes, you must disable PC Inbox Syncing. Otherwise, if you connect your Smartphone to the desktop computer, it will disable the IMAP/POP account. To prevent the Inbox from using ActiveSynch to synchronize with the Outlook Inbox of your host desktop computer, follow these steps:
    1. On the desktop computer, open ActiveSync.
    2. Click Options.
    3. Click to clear the Inbox check box.
    4. Click OK.
  7. You may receive a message that is similar to the following. The message will vary depending on what services you are signed up for:

    This phone is set up to receive SMS text and voice mail messages.

    If you want to configure your phone to receive e-mail messages also, press 'Next'.
  8. Press the Next button.
  9. Enter your name, your e-mail address, and your server type, and then press the Next button.
  10. Enter your incoming mail server, your outgoing mail server, and your network information. For more information, contact your POP or IMAP e-mail service provider.
  11. Press the Next button.
  12. Enter your username, your password, and your domain information.
  13. Press the Next button. You receive the following message:

    Setup complete!

    To begin using e-mail, use the "Send/Receive E-mail" option in Inbox.
  14. Press the Finish button. You may receive a message that is similar to the following:

    Alert
    Your service configuration has changed. Do you wish to clear all messages from the old service?
    If you want to combine these messages on your phone with the service that you just configured, press the No button. By doing this, you may receive duplicate messages. If you want to clear the existing messages from your phone, press the Yes button. This may prevent duplicates.
  15. Press the Done button.

Configure the Inbox to synchronize with Mobile Information Server

If your organization has an MMIS installation, follow these steps to configure the Inbox to synchronize with MMIS. Server Sync does not require you to install ActiveSync on your desktop computer, nor does it use Outlook. The Microsoft Pocket PC must have network connectivity to communicate with MMIS.
  1. On the phone, press Home, press Programs, and then press 5 (ActiveSync).
  2. Press Menu, scroll to Options, and then press the command button.
  3. Press 3 (Inbox).
  4. If the Synchronize Inbox check box is not already selected, press the command button to select it.
  5. Press Done.
  6. If you want, repeat steps 1 through 5 for the Calendar and the Contacts. Smartphone can synchronize with MMIS only for the Calendar, for the Contacts, and for the Inbox.
  7. Press 4 (Connection), and then enter your MMIS username, password, domain, and server name. Press Done.
  8. Press Done.
To start Server Sync and update your Inbox, open ActiveSync on your phone, and then press Start.

If you configure your phone to synchronize with MMIS, but you have not disabled ActiveSync PC Syncing with the Inbox, with the Calendar, and with the Contacts, you will receive the following message on the desktop computer when you try to synchronize with the desktop computer:

See status of device.
The device may not display a status. To resolve this, in ActiveSync on the desktop computer, click Options, and then click to clear the Inbox, the Calendar, and the Contacts check boxes.

Use remote desktop computer synchronization

You can synchronize remotely with your desktop computer if your Smartphone is connected to the local network. For example, you can do this if your Smartphone uses an Ethernet adapter. You must first configure PC Inbox Sync as is described in the "Configure the Inbox to synchronize with Mobile Information Server" section. Then, you must successfully synchronize one time by using a USB connection. To enable remote desktop computer synchronization on the phone in ActiveSync Options, press 5 (PC Settings), and then click to select the Include PC sync remotely when synchronizing check box. To start remote synchronization while your phone is connected to the network, open ActiveSync on the phone, and then press Start.

Remote PC Sync is not supported over the Internet. You must connect the Smartphone to the same local area network LAN as the partner desktop computer. You may use Ethernet (wired or wireless), remote access, or virtual private network (VPN) connections to connect the mobile device to the LAN.

REFERENCES

For more information, see the user guide that is supplied with your Smartphone.

MORE INFORMATION

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Properties

Article ID: 325644 - Last Review: May 3, 2010 - Revision: 4.0
APPLIES TO
  • Microsoft Smartphone 2002 software
  • Microsoft Windows Mobile 2003 software for Smartphone
  • Microsoft Windows Mobile 2003 Second Edition software for Smartphone
  • Microsoft ActiveSync 4.5
  • Windows Mobile 6.5 Standard
Keywords: 
kbhowto KB325644

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