6. Emailing
In this chapter, you learn how to use your EVO 3D’s email applications for Gmail and other mail accounts such has POP3, IMAP, and Microsoft Exchange. Topics include the following:
• Gmail
• Setting up the mail application
• Working with the mail application
Your EVO 3D utilizes two different mail programs: Gmail and the Mail application, which lets you set up POP3, IMAP, and Microsoft Exchange accounts. Each program offers a variety of features for managing your email and customizing your accounts.
Gmail
Part of the process of activating your EVO 3D involves setting up a Gmail account. You have the convenience of setting up more than one Gmail account on your phone, which is handy if you need separate email accounts for work and for personal use.
Adding a Gmail Account
You set up a Gmail account during the activation of your EVO 3D. Follow these instructions to set up a second Gmail account.
1. By default, the Gmail app is not on the EVO 3D Home screen. Tap the app icon on the Home screen to access the application menu.
2. Tap Gmail.
3. Touch the Menu button on your EVO 3D and then tap Accounts.
4. Tap Add Account.
5. Tap Google.
7. Choose whether you want to create a new Gmail account or add a preexisting Gmail Account.
8. If you choose to add a preexisting Gmail account, enter the Username and the Password for the account.
9. Tap Sign In. Skip to step 23 if you already have a Gmail account.
10. If you chose to create a new Gmail account, enter your first and last name.
11. Enter the Gmail address you would like to have and tap Next.
12. If the address you have entered is already taken by another Gmail user, a screen suggesting alternative addresses opens. Select an alternate address and then tap Next.
13. Enter a password for the new account.
14. Retype the password in the Confirm Password box.
15. Tap Next.
16. Select a security question.
17. Enter the answer.
18. Enter a secondary email. This should be an existing email account.
19. Tap Create.
20. Read the Google Terms of Service and then tap I Agree, Next.
21. Enter the characters that match the CAPTCHA image.
22. Tap Next.
23. Select to synchronize to your EVO 3D.
24. Tap Sync Now.
25. Tap Finish Setup.
Composing Gmail Email
Now that you have set up your Gmail accounts, you are able to share and receive email using Gmail.
1. If you have more than one Gmail account, all accounts appear in a list when you tap the Gmail icon. Tap the account you want to use.
2. Press the Menu button and then select Compose.
3. Enter the recipient’s email address in to the To field. If the recipient is in your contacts, begin typing his name to see matches from your Contacts and then touch the name.
4. Enter a subject.
5. Type your message.
6. If you want to add a photo as an attachment to the email, press the Menu button and then tap Attach.
7. Tap the album that contains the picture you want to attach.
8. Tap the picture(s) that you want to attach. The image is attached to the email and you are taken back to the email message.
9. Press the Menu button again and then tap to save a draft of the email. You can also tap the icon in the upper-right corner that resembles a floppy disk.
10. Tap to send a carbon copy or blind carbon copy to another person. When you send a blind carbon copy, you can copy someone else without the main recipient knowing about it.
11. Tap to discard the message.
12. Tap to send the email.
Reading Gmail Email
Obviously, reading your email is a very straightforward process. This section covers a few features that can help you get most from using Gmail on your EVO 3D.
1. Tap an email to open it.
2. Tap to add the sender to your Contacts. If the sender is already in your Contacts, you are given the options to place a call to the sender, view the sender’s contact information, send a message, or email the sender.
3. Tap to add a star next to the email in your inbox, which serves as a reminder of something important within the email.
4. Tap the curved arrow to reply to the sender.
5. Tap the arrow tip to reveal the options to Reply All and Forward the email.
6. Tap to download the attachment to your phone.
7. Tap to preview the attachment without downloading it to your phone.
8. Tap to archive the email.
9. Tap to delete the email.
10. Tap to navigate to the previous email in the inbox.
11. Tap to navigate to the next email in the inbox.
12. Press the Menu button to view more options. Tap to change labels. Labels are Gmail’s name for folders.
13. Tap Mark Unread so that the email returns to unread status.
14. Tap Go to Inbox to view all the mail in your Gmail inbox.
15. Tap Mute to block email from this sender.
16. Tap to add a star next to the email in your inbox.
17. Tap More to view more options.
18. Tap to report this email as spam.
19. Tap Select Text to select text with-in an email.
20. Tap the text you want to select and drag the handles around the text you want to select.
21. Tap the highlighted text to copy it to the clipboard so that you can paste the text in a new location.
22. Touch and hold your finger where you want to paste the text and then select Paste from the menu that displays.
Gmail Settings
Gmail provides a variety of settings for you to customize your email experience, including appending a signature to messages and configuring notification settings.
1. When you are within the Gmail app, press the Menu key and then tap More.
2. Tap Settings.
3. Tap to create an email signature.
4. Tap Confirm Actions to enable or disable confirmations when you archive, delete, or send emails.
5. Tap to enable or disable Reply All as the default for responding to messages.
6. Tap Auto-Advance to select which screen shows after you delete or archive a conversation.
7. Tap to adjust the default font size of text.
8. Tap Batch Operations to enable or disable the ability to select more than one message when working with labels.
9. Tap to clear your search history.
10. Tap Labels to select which labels to synchronize.
11. Scroll down to reveal more options.
12. Tap to enable or disable the notification of email in the status bar.
13. Tap to select a ringtone for when you receive a message.
14. Tap to enable or disable vibration when you receive a message.
15. Tap to enable or disable whether you are notified once for a new email and not for every new message.
Setting Up the Mail Application
Along with the Gmail application, which only supports Gmail, the Mail application provided enables you to work with Microsoft Exchange, POP3, and IMAP email accounts. Online email hosts such as Hotmail and Yahoo! typically use POP3 and IMAP accounts, and Microsoft Exchange accounts are typically used by businesses. Generally, the mail application can set up new accounts automatically, but occasionally you have to perform a manual setup.
Adding a New Microsoft Exchange Account
If the EVO 3D is your only phone, it would be practical for you to add mail accounts for both personal and work use. You need to perform a manual setup to add a Microsoft Exchange account to your phone. You might need to speak with your network administrator to gather server and domain information before following these steps.
1. Tap the Mail application on the Home screen.
2. Tap Accounts List.
3. Select New Account.
4. Select Microsoft Exchange ActiveSync.
5. Enter your corporate email address.
6. Enter your network password.
7. Tap Manual Setup.
8. Type your corporate email address if it has not been carried over from the previous screen.
9. Type in the ActiveSync server address.
10. Type the corporate domain.
11. Type your username.
12. Type your corporate password if it has not been carried over from the previous screen.
13. Tap to enable or disable the use of SSL. This setting is usually enabled.
14. Tap Next.
15. Tap to enable or disable the synchronization of mail.
16. Tap to enable or disable the synchronization of your contacts. When you leave this setting enabled, your Outlook contacts sync to your EVO 3D.
17. Tap to enable or disable the synchronization of your calendar.
18. Tap to enable or disable this mail account to automatically check for new email in the corporate inbox and have it delivered to your phone.
19. Tap to change frequency in which email is delivered to your EVO 3D.
20. Tap to enable your phone to check your corporate inbox for new mail and deliver it to your phone, only after you access the Mail application.
21. Tap Next.
22. Type a name for this email account.
23. Tap Finish Setup.
Exchange Account Settings
After you have set up your Microsoft Exchange account, you configure how that account functions on your EVO 3D.
1. From the Exchange inbox screen, press the Menu button and then tap More.
2. Tap Settings.
3. Tap Account Settings to edit the information you used to set up your Exchange account.
4. Tap General Settings to change settings including font size, signature, and default email account status. The General Settings screen opens.
5. Tap Font Size to change the default font size in messages for this account.
6. Tap to use a personal signature that displays at the bottom of each email you send.
7. Tap to personalize your email signature.
8. Tap to make this account your default email account. Your default email account is the account that mail will be sent from when you select a mailing option within another application or a website.
9. Tap Attachment Cache to select where to save email attachments.
10. Tap to enable or disable the display of a confirmation box when deleting an email message.
11. Tap to enable or disable the automatic refresh of an email folder when you open it. The default folder is the Inbox.
12. When you view messages from the Inbox screen, you can see a few lines of text beneath the subject. Tap to set the number of lines of text that displays for messages in the Inbox.
13. Press the Back button at the bottom of your EVO to return to the previous screen.
14. Tap Send and Receive to change server settings.
15. Tap to set the maximum email file size for incoming messages, which is 50KB.
16. Tap to set messages to display in HTML or plain text format. The default is HTML.
17. Tap to change the frequency with which to check for new messages.
18. Tap Download Past Mail to set how many days to download past messages.
19. Tap Include File Attachment to set the size of email attachments that will be automatically downloaded with email messages. By default, this is set to never automatically download attachments. For security issues, consider leaving this set to Never.
20. Tap to enable or disable email synchronization when roaming. To avoid expected roaming charges, consider leaving this setting disabled.
21. Tap Auto Download Message to enable or disable the automatic download of email messages as you scroll down the screen.
22. Tap to choose which folder to synchronize whenever you launch Mail. When you tap the Mail application, the folder you choose here updates. The default folder is the Inbox.
23. Tap to enable or disable if your reply email message includes the original receive mail.
24. Scroll down to view one more option.
25. Tap to enable or disable whether you receive a copy of the messages you send.
26. Press the Back button at the bottom of your EVO 3D to return to the previous screen.
27. Tap to adjust email notifications settings such as sound and vibration.
28. Tap to remove this Microsoft Exchange account from your EVO 3D.
Adding a New POP3 or IMAP Account
POP3 and IMAP accounts are typically used by hosted email accounts such as Hotmail and Yahoo!. The EVO 3D usually does a good job automatically setting up accounts with common email providers, including large ISPs such as Comcast and Road Runner. An automatic set up might not work for smaller ISPs or if you have created your own website. If you need to manually set up your account, you need to obtain its server information. Check under the support section of your ISP or email your service provider’s website for instructions on how to set up your email on a smartphone. Here is how you manually set up a POP3 or IMAP account on your EVO 3D.
1. Tap the Mail application.
2. While in the Mail Inbox, press the Menu button and then select Accounts List.
4. Tap Other (POP3/IMAP).
5. Enter your email account address.
6. Enter your email password.
7. Tap Manual Setup.
8. Tap to choose a protocol. Your choices are POP, APOP, IMAP.
9. Type in your email address if it has not been carried over from the previous screen.
10. Type your username.
11. Type your password.
12. Enter the POP server, if necessary. A POP account was chosen, so a POP server was entered.
13. Tap to select a security type. Your choices are None, SSL, and TLS.
14. Change the incoming server port if necessary.
15. Tap Next.
16. Type your username if this information wasn’t carried over from the previous screen.
17. Type your password if this information wasn’t carried over from the previous screen.
18. Type the server name for outgoing mail.
19. Tap to select a security type. Your choices are None, SSL, and TLS.
20. Change the server port, if needed.
21. Tap Next.
22. Type a name for this email account.
23. Type your name.
24. Select to make this account your default email account. Your default email account is the account that mail will be sent from when you select a mailing option within another application or a website.
25. Tap Finish Setup.
Working with the Mail Application
Now that you have set up multiple accounts with the Mail application, you are ready to send, receive, and manage your email messages. The instructions for using the Mail app are the same for each email account you have added.
Using Combined or Separate Inboxes
If you have a few email accounts on your phone, the Mail application makes it easy for you to check all of your email in one location. Instead of navigating to each individual account to check messages, you can check all your email accounts from a unified inbox.
1. While in an inbox, press the Menu button and then tap Accounts List.
2. Select an individual account to view only its inbox.
3. Select All Accounts to view messages from each email account inbox from one unified inbox. Up to 15 email accounts can be shown in the unified inbox.
4. When viewing all inboxes, each message from a different inbox appears with a different color bar on the far left. In this example, orange represents the Exchange emails, blue represents POP3 messages, and red represents Gmail messages.
Navigating the Main Screen
The Mail app has multiple views you can access to help you manage your accounts and messages. You can switch between inboxes and also filter each inbox.
1. Tap to switch between different email accounts.
2. Tap to compose a message.
3. Tap an email to read it.
4. A grayed-out message indicates that it has already been read.
5. Bold font indicates that a message has not been read.
6. Tap the check marks to select multiple email messages and work with them as a group.
7. Indicates how many emails have not been read.
8. A paperclip indicates that a message has an attachment.
9. A red exclamation indicates an urgent email.
10. A red flag indicates that you have flagged the email.
11. Tap to see the conversations view. This view is great if there has been a lot of back-and-forth for a particular email. You can view the entire conversation from this view.
12. Tap to view or edit messages you have marked as a Favorite.
13. Tap to see a list of all unread email for this account. Scroll to the right to see more options.
14. Tap to view a list of all emails you have flagged.
15. Tap to view all meeting invitations. Scroll to the right to see another option.
16. Tap to see a list of all emails that contain file attachments.
Composing Email
You can use the same steps for composing emails regardless of which email account you are in.
1. From an inbox, press the Menu button and then choose Compose. You can also tap the pencil icon to begin composing a new email.
2. Type in the recipient’s name, and if the name is in your Contacts, it appears in a list from which you can select it. The recipient’s address appears under the To field. If the recipient is not in your Contacts, just complete typing the address and tap the Return button on the keyboard. Then type another name into the To field to send the message to multiple recipients who are not in your contacts.
3. Tap the icon that looks like a head and shoulders to select contacts to which you want to send the email. This is a quick way to select multiple contacts and then designate them simultaneously as recipients.
4. Touch and hold your finger to a recipient to edit recipient information, including removing a recipient and saving to an existing group.
5. Tap to enter a recipient to receive a carbon copy or blind carbon copy of the email.
6. Tap to edit the recipient information for the email.
7. Enter a subject for the email.
8. Enter the email message.
9. Tap to delete the email.
10. Tap to save a draft of the email.
11. Tap to send the email to the recipient(s).
12. Press the Menu button to receive more options, some of which are redundant to the setting found on this screen.
13. Tap to give the current message a priority status.
14. Tap to add an attachment to the email.
Reading Email
Of course, reading your email is a very straightforward process. This section covers a few features that can help you get the most from using the Mail app on your EVO 3D. Reading email in the Mail app is the same regardless of which email account you are in.
1. Tap an email to open it.
2. Tap to view all recipients of the email.
3. Tap to delete the current message.
4. Tap to archive the current message.
5. Tap to forward the current message to another person.
6. Tap to reply to the sender and all recipients of the message.
7. Tap to reply to only the sender of the message.
8. Press the Menu button for more options and then tap List to return to the current email account inbox.
9. Tap Previous to navigate to the previous email within the inbox.
10. Tap Next to navigate to the next email within the inbox.
11. Tap Mark Unread to return the message to an unread status.
12. Tap to see the conversations view. This view is great if there has been a lot of back and forth for a particular email. You can view the entire conversation from this view.
13. Tap to print the current email from a wireless printer that you have previously added to your EVO 3D. Both the printer and the device must be on the same network.