Synchronizing your phone with an Exchange
Server
To keep up-to-date with your company e-mails and meeting
schedules when you are out of the office, you can connect your
phone to the Internet wirelessly and synchronize these
information with your company Exchange Server. You can also
access your company address book any time. Your company
must have a mail server that is running Microsoft® Exchange
Server with Exchange ActiveSync.
Setting up an Exchange Server connection
Before you can start to synchronize with, or access information
from, an Exchange Server, you need to set up an Exchange
Server connection in your phone. You may need the following
information from your network administrator:
• Exchange Server name (must be the Outlook Web Access
server name)
• Domain name
• User name and password that you use at work
To set up an Exchange Server connection
1 Tap > Messaging > Setup E-mail.
2 Enter your e-mail address and tap Next.
3 Unmark the Try to get e-mail settings automatically from the
Internet check box, then tap Next.
4 In the Your e-mail provider list, select Exchange server, then
tap Next.
5 Tap Next again.
6 Make sure the e-mail address is correct, then tap Next.
7 In the Server address box, enter the Exchange Server name,
then tap Next.
8 Enter your user name, password and domain, then tap Next.
9 Mark the check boxes for the types of information items that
you want to synchronize with the Exchange Server.
10 To change synchronization settings of an information type, for
example, E-mail, select the type of information, and tap
Settings.
11 Tap Finish. Your phone automatically starts synchronization.
If you synchronized emails with your PC before, open ActiveSync
in your phone and tap Menu > Add Server Source to set up an
Exchange Server connection. When you are prompted to select
information types for synchronization, you need to clear the Email
check box under the Windows PC item first before you can
select the E-mail check box under Exchange Server.
To change Exchange Server settings
1 Tap > Programs > ActiveSync.
2 Tap Menu > Configure Server.
Starting synchronization
Before 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. Your phone
automatically starts synchronization when you finish setting up
an Exchange Server connection.
If you connect your phone to an office computer using a USB or
Bluetooth connection, you can use this connection to the PC to
access the network and download Outlook e-mails and other
information to your phone.
To start synchronization manually
1 Tap > Programs > ActiveSync.
2 Tap Sync.
Working with company e-mails
You can use your phone to get instant access to your company
e-mails and manage your messages easily. You can use many
tools, for example, Direct Push, Fetch Mail, Remote e-mail
search, and e-mail flags, to manage your e-mails on the phone.
Some messaging features depend on the Microsoft Exchange
Server version used in your company. Please check with your
network administrator for the availability of these features.
Automatic synchronization through Direct Push
You can use Direct Push technology (push e-mail feature) to
receive new e-mails in your phone as soon as they arrive in your
Inbox on the Exchange Server. This feature also works for items
such as contacts, calendar and tasks.
You need a GPRS connection in your phone to make Direct Push
work. You also need to perform a full synchronization between
your phone and the Exchange Server first before Direct Push can
be enabled.
When both the GPRS and Wi-Fi connections are turned on at the
same time, the Direct Push feature will always opt for Wi-Fi.
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.
To enable Direct Push using ActiveSync
1 Tap > Programs > ActiveSync.
2 Tap Menu > Schedule.
3 Select As items arrive in both Peak times and Off-peak
times boxes.
Frequent updates may be costly.
To enable Direct Push using Comm Manager
1 Tap > Programs > Comm Manager.
2 Select ON for Microsoft Direct Push .
Frequent updates may be costly.
Scheduled synchronization
If you do not want to use Direct Push, you can set a regular
schedule for synchronizing Outlook e-mail and information. Set
how often to synchronize during Peak times (which usually refer
to your working hours) when e-mail volume is high, as well as
Off-peak times when e-mail volume is low.
To set schedule for synchronization
1 Tap > Programs > ActiveSync.
2 Tap Menu > Schedule.
3 In the Peak times box and Off-peak times box, select time
interval as you need.
4 Tap ok.
To set the days and hours that make up your peak and off-peak
times, tap peak times in the sentence at the bottom of the screen.
Instant download through Fetch Mail
With the Fetch Mail feature, you can download an entire e-mail
immediately without performing a full Send/Receive action. This
limits the download to just the e-mail message that you want and
helps save data cost.
Fetch Mail works for your phone only if your company is using
Microsoft Exchange Server 2007 or higher.
To download through Fetch Mail instantly
1 Tap > Messaging > Outlook E-mail.
2 Tap an e-mail message to open it.
3 If the e-mail message is only partly downloaded, scroll to the
bottom of the message, then tap Get the rest of this
message.
4 Wait for the remainder of the message body to be
downloaded.
The initial download size limit for e-mail sync is changeable.
To change initial download size limit for e-mail
1 In ActiveSync in you phone, tap Menu > Options.
2 Tap E-Mail, then tap Settings.
3 In the Download size limit box, select an option.
4 Tap ok.
Searching for e-mails on the Exchange Server
You can access messages that are not available in your phone
by searching your Microsoft Exchange Server mailbox. The
search results are downloaded and displayed in a Search Results
folder.
Your company must be using Microsoft Exchange Server 2007 or
higher.
To search for Exchange Server e-mails
1 Tap > Messaging > Outlook E-mail.
2 Tap 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.
5 From the Look in list, choose whether to search from your
inbox or outbox only or to search all folders.
6 Tap Search.
Message Flagging
Flags serve as a reminder to yourself to follow-up on important
issues or requests that are indicated in the messages. Flagging
messages, which has been a useful feature on desktop Outlook
E-mail, can also be done in Outlook Mobile in your phone. You
can flag received messages in your phone.
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 message
1 Tap > Messaging > Outlook E-mail.
2 Tap a message to open it.
3 Tap Menu > Follow Up and select one of the following
options:
• Set Flag – mark the message with a red flag to indicate it
needs follow up.
• Complete Flag – mark the message with a check mark to
indicate the issue or request in the e-mail is already
completed.
• Clear Flag – remove the flag to unmark the message.
E-mail message reminders are displayed in your phone if the
messages are flagged with reminders and synchronized from the
Exchange Server.
Out-of-office auto-reply
Microsoft® Office Outlook® Mobile allows you to retrieve and
change your out-of-office status. Just like desktop Outlook Email,
Outlook Mobile automatically sends an auto-reply message
when you are not available.
To send out-of-office auto-reply messages
1 Tap > Messaging > Outlook E-mail.
2 Tap Menu > Tools > Out of Office.
3 From the I am currently list, select Out of the Office.
4 Enter your auto-reply message then tap Done.
Viewing a document linked to an e-mail message
When 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.
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.
To view a document linked to an e-mail message
1 Tap > Messaging.
2 Select an e-mail account, then open a message with a link to
a SharePoint document.
3 Tap the link to open and view the document.
Managing folders
In your phone, you can select the folders that you want to
synchronize with the Exchange Server. You can also create,
rename or delete folders easily.
To synchronize folders
1 Tap > Messaging > Outlook E-mail.
2 Tap Menu > Tools > Manage Folders.
3 Mark the check boxes for the folders that you want to
synchronize.
4 Tap ok.
You can quickly tap a folder twice to show its subfolders.
Managing meeting requests
When you schedule and send meeting requests from your phone,
you can invite attendees to your meeting and check their status
to know about 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.
To reply to a meeting request
1 Tap > Messaging > Outlook E-mail.
2 Tap a meeting request e-mail to open it.
3 To check your availability during the time of the requested
meeting, tap View your calendar.
4 Tap Accept to reply and accept the meeting request, or tap
Menu > Decline if you cannot attend the meeting.
5 Choose whether or not to edit your response e-mail before
sending, then tap ok.
6 An accepted meeting request is automatically added as an
appointment in Calendar in your phone.
If the time of the meeting conflicts with your other appointments,
a Scheduling Conflict status appears on top of the e-mail.
To view the list of meeting participants
1 Tap > Calendar.
2 Tap an appointment item to open it, then tap Attendees.
When viewing a meeting that you have organized, the list shows
who has accepted or declined the meeting if your company is
using Microsoft Exchange Server 2007 or higher.
To view contact information of the attendees
1 In the list of meeting participants, tap one attendee's name.
2 If the attendee is not in your contacts list, tap Company
Directory to view the contact information.
Finding Contacts in the Company Directory
In addition to having contacts in your phone, you can access
contact information from your organization's Company
Directory. You can search using the following information as long
as that information is included in the Company Directory: First
name, Last name, E-mail name, Display name, E-mail address,
or Office location.
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.
To find contacts in the Company Directory
1 Synchronize with the Exchange Server if you have never done
so.
2 Do any of the following:
• Tap > Contacts > Menu > Company Directory.
• In a new message, tap To:, or tap Menu > Add Recipient,
then tap Company Directory.
• In a new meeting request, tap Attendees, select Add
Required Attendee or Add Optional Attendee, then tap
Company Directory.
3 Enter part of or full contact name and tap Search.
4 In the search results list, tap a contact to select it.
You can save a contact from the Company Directory to your
phone by scrolling to the contact and then tapping Menu > Save
to Contacts.
