Fujitsu Push E-mail Setup Guide

Fujitsu Push E-mail

Setup Guide

Exchange ActiveSync for

Windows Mobile devices

FUJITSU PUSH EMAIL

Setup guide

22.11.2010

Copyright Fujitsu Services 2 (20)

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Exchange ActiveSync for Windows Mobile devices

Table of contents

1 Introduction ....................................................................................................................................... 4

1.1 Prerequisites .......................................................................................................................... 4

1.2 User Authentication ............................................................................................................... 4

2 Setting up E-mail .............................................................................................................................. 4

2.1 Manual Account Setup .......................................................................................................... 4

2.2 Automatic Account Setup using Exchange 2007 .................................................................. 6

3 ActiveSync Settings.......................................................................................................................... 7

3.1 Server Address ...................................................................................................................... 7

3.2 Account Credentials and Password ...................................................................................... 7

3.3 Synchronization Settings ....................................................................................................... 8

3.3.1 Calendar Settings ...................................................................................................... 8

3.3.2 E-mail Settings .......................................................................................................... 9

3.3.2.1 Advanced Settings ................................................................................... 10

3.4 Synchronization ................................................................................................................... 10

3.4.1 Automatic Synchronization ..................................................................................... 10

3.4.2 Manual Synchronization .......................................................................................... 11

3.5 Synchronization Status ........................................................................................................ 11

4 Outlook E-mail Options .................................................................................................................. 12

4.1 Accounts .............................................................................................................................. 13

4.1.1 Security ................................................................................................................... 13

4.1.2 Signatures ............................................................................................................... 13

4.2 Message .............................................................................................................................. 13

4.3 Address ............................................................................................................................... 14

4.4 Storage ................................................................................................................................ 15

5 Outlook E-mail Folders ................................................................................................................... 15

6 Manual Synchronization from your Inbox ....................................................................................... 17

7 Contacts ......................................................................................................................................... 18

7.1 Local Contacts ..................................................................................................................... 18

7.2 Remote Contacts ................................................................................................................. 18

8 Out of Office settings using Exchange 2007 .................................................................................. 18

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9 Removing an Account .................................................................................................................... 18

10 Changing the password in Microsoft Exchange ............................................................................. 20

11 Language ....................................................................................................................................... 20

12 Changing your Mobile Device ........................................................................................................ 20

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1 Introduction

Exchange ActiveSync (EAS) protocol enables the use of Microsoft Exchange e-mail,

calendar, contacts and task management on a mobile device.

This guide provides information on setting up and managing the push e-mail functionality on

a Windows Mobile device that is using EAS protocol to synchronize with your corporate

Exchange e-mail system. It is intended to compliment the device’s existing user manual.

The Microsoft Exchange ActiveSync application should be pre-installed on your Windows

Mobile device, if it is not please consult the device manufacturer’s support services.

This guide is written for Windows Mobile 6.1 Professional devices. The screen shots in this

guide are taken from a HTC TyTN II mobile device. The screens and functionality for other

Windows Mobile devices may be different.

1.1 Prerequisites

You must have a corporate Microsoft Exchange e-mail account that has been enabled for

synchronization with a mobile device by your system administrator.

The device must have a working Access Point to the internet and the mobile account used

must be data enabled.

Please note that using more than one method to synchronize your Exchange data can

cause conflicts which may result in the loss of data. It is recommended that you deactivate

any other synchronization tools before proceeding to setup ActiveSync on your device.

It is recommended to back up your Outlook data before synchronizing for the first time. You

can request an Archive from Outlook on your desktop by selecting File / Archive / Archive

this folder... / Choose Folders / OK.

1.2 User Authentication

Access to the service is controlled by a combination of user authentication and mobile

device identification.

The following Information will be required to use the service and can be obtained from your

service administrator:

Exchange Server Address

Domain

Username

Password

Note that the Domain, Username and Password will have the same values as those used

when connecting to the network from your Desktop PC.

2 Setting up E-mail

2.1 Manual Account Setup

Click on the Microsoft Start icon, Start and select Messaging. Select the Setup E-mail

wizard. Enter your E-mail address and Password and select the Save password box.

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Deselect the “Try to get e-mail settings automatically from the Internet” option. Select

Exchange server as Your e-mail provider. Select Next and you will be taken to an

Outlook with Exchange information screen. Select Next.

Confirm your E-mail address and ensure the automatic detection of settings box is not

selected before clicking Next. Your e-mail Server address will have been supplied to you

by the service administrator when your request to join the service was accepted. Select the

option This server requires an encrypted (SSL) connection.

You will then be asked to confirm your network User name and Password. The Domain

that your User name resides in will have been supplied by the service administrator. Select

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the option to Save password and click Next and select the data you want to synchronise.

There are Settings associated with Calendar and E-mail data which can be customised

after the installation is complete and they are described in detail in the following chapter.

Once you have selected the data you want to synchronize click Finish and the data on your

device will be overwritten with the data from your Exchange Server.

Note that where your organisation has enforced PIN security on your ActiveSync Exchange

Account then you will be informed of this during the above process and will be required to

accept this policy and provide a PIN for your device.

2.2 Automatic Account Setup using Exchange 2007

In Exchange 2007 you can opt to get the details of your settings automatically over the

internet by the ticking the Try to get e-mail settings automatically from the internet box.

If the settings cannot be downloaded, you will need to indicate that Your e-mail provider is

Exchange server and proceed to enter your details manually as shown in Chapter 2.1.

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3 ActiveSync Settings

3.1 Server Address

You can amend the Exchange server address that you connect to your e-mail server

through by going to the Edit Server Settings screen at Start / Programs / ActiveSync /

Menu / Configure Server …

3.2 Account Credentials and Password

From the Edit Server Settings screen above click Next to view the User Information

screen where you can change your Account and/or password details.

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3.3 Synchronization Settings

From the User Information screen above click Next to go to the Edit Server Settings

screen. This screen allows you to specify what items you would like to synchronize with the

device.

The following additional settings are available for calendar and e-mail items:

3.3.1 Calendar Settings

Navigate to Calendar and select Settings… to view the Calendar Sync Options screen,

where you can set how much calendar history you want to synchronize to the device from

the options All, 2 Weeks, 1 Month, 3 Months or 6 Months.

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Note that specifying the All option could adversely impact the operation of the device if

there is insufficient memory to accommodate all your calendar history.

3.3.2 E-mail Settings

Navigate to E-mail and select Settings… to view the E-mail Sync Options screen, where

you can set how much E-mail history you want to synchronize to the device (Download the

past: ) from the options 1 day, 3 days, 1 week, 2 weeks, 1 month or All.

The Message format option allows you to specify how your e-mails are formatted, Plain

text or HTML. This option may be fixed at Plain text if you do not have additional user

capability licences or Exchange 2007.

The Download size limit option allows you to specify how much of your e-mails you want to

download initially, select from 0.5 KB, 1 KB, 5 KB, Entire message or Headers only.

You can also conserve your battery life and limit you network charges by introducing

controls on the handling and size of e-mail attachments that are downloaded to your device.

Clear the option Include file attachments to prevent attachments from being downloaded

to your device or limit the size the attachments that are downloaded by specifying the

maximum size in KB that will be allowed.

Note that specifying the All option and setting the Download size to Entire message could

adversely impact the operation of the device if there is insufficient memory to accommodate

all your email data.

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3.3.2.1 Advanced Settings

On the E-mail Sync Options screen there are some security options available by selecting

the Advanced… button.

You can encrypt all outgoing e-mail messages, tick the Encrypt all outgoing e-mail

messages option and select a certificate from those available with Choose Certificate. This

protects the message from being viewed by anyone else other than the intended recipients.

You can digitally sign all outgoing e-mail messages, tick Sign all outgoing e-mail

messages option and select a certificate from those available with Choose Certificate.

This gives the recipient confidence that the message has come from you and hasn’t been

altered.

The last option on this screen allows you to specify My e-mail addresses to ensure that

these are excluded when replying to all in a circulation list. When you reply to all recipients

of an Outlook e-mail, your own e-mail address will also be added to the recipient list. You

can use the My e-mail addresses to prevent the synchronization of e-mails that you have

sent to yourself.

3.4 Synchronization

3.4.1 Automatic Synchronization

Synchronizing your e-mail box incurs extra network costs and uses your mobile devices

battery life and therefore you are given a number of options concerning how often this

synchronization takes place. The options are available under Start / Programs /

ActiveSync / Menu / Schedule… You can select how often your device is synchronized

during Peak and Off-peak times; choosing from the values Manually, As items arrive,

Every 5, 10, 15, 30, 60 minutes, Every 2 or 4 hours.

You can also indicate that you want to use these settings when roaming away from your

home network. Note that this may result in higher connection costs and so by default is left

unchecked. The final option forces a Send and Receive when you send an e-mail, the

alternative being that the e-mail will be sent at the next synchronizing timeslot.

Peak times can be amended to suit your work schedule by clicking the Peak times link on

the Schedule screen.

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3.4.2 Manual Synchronization

You can opt to manually synchronize your mobile device by requesting Sync while in the

ActiveSync Program:

Alternatively you can force a manual synchronization from your Inbox, Start / Messaging /

Outlook E-mail / Menu / Send/Receive. Details are given in the Chapter 6.

3.5 Synchronization Status

Check the synchronization status of your mobile device by selecting Start / Programs /

ActiveSync / Menu / Status. The device status, last synchronized time and last attempted

synchronize time will be showed for each ActiveSync connection that is defined on your

device.

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4 Outlook E-mail Options

The following settings can be reached from the Start / Messaging screen, navigate to

Outlook E-mail then select Menu / Options:

Alternatively the same screen can be found at Start / Messaging / Outlook E-mail / Menu /

Tools / Options:

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4.1 Accounts

4.1.1 Security

The Accounts tab under the Messaging Options screen above contains a Security…

button which leads to a screen that allows you to set a warning should you select a URL that

links to a resource that is not on your device.

4.1.2 Signatures

The Accounts screen also contains a Signatures… button to view and update the

signature for e-mails sent from your mobile device. You can also view this from the Outlook

E-mail Inbox by selecting Menu / Tools / Options to get the Messaging options screen.

The Messaging Signatures screen has an option to turn off the signature, Use signature

with this account. You can also specify whether to Use signatures when replying and

forwarding e-mails. The signature itself is shown in an editable text box.

4.2 Message

The Message tab under the Messaging Options screen contains a number of options

related to the handling of e-mails:

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When replying to e-mail, include body – ensures that the message history is

included in your e-mails, but also increases your data usage.

Keep copies of sent items in Sent folder – keeps a record of the e-mails you have

sent from your mobile device, but will use up valuable storage space on that device.

Warn when deleting messages in the message list – provides a confirmation

prompt before deleting messages.

You can also change what happens when you delete or move a message by selecting one

of the following three options from the After deleting or moving a message option box:

Return to message list.

Show next message.

Show previous message.

4.3 Address

The Address tab under the Messaging Options screen contains a number of options

related to the handling of contact e-mail addresses and where to look for these when

creating e-mails. You can look for e-mail addresses in All e-mail fields or None.

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You can also add online address books by clicking the Add button and entering the relevant

server and authentication details for your Online Address Book.

4.4 Storage

The Storage tab under the Messaging Options screen contains information and options

concerning the storage space on your mobile device. E-mail attachments can be large and

you can have them stored on the devices storage card if it is available by selecting the

When available, use this storage card to store attachments option.

Regularly emptying the devices deleted items will also help to optimise the devices

performance. Options exist to Empty deleted items:

Immediately

On connect/disconnect

Manually

5 Outlook E-mail Folders

You can change the folders you want to synchronize by clicking Start / Messaging /

Outlook E-mail / Menu / Tools / Manage Folders…

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Select the folders you want to synchronize by ticking the folders box and select ok. You can

then select which folder you want to view by clicking Inbox at the top of the screen and that

will overlay a Show screen where you can select the folder you want to view.

You can then update that folder with content from the server by selecting Menu /

Send/Receive:

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6 Manual Synchronization from your Inbox

You can force a manual synchronization from your Inbox, Start / Messaging / Outlook E-

mail / Menu / Send/Receive. The status bar at the bottom of the Inbox will show a

Connecting… status while the synchronization takes place.

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7 Contacts

7.1 Local Contacts

Local contacts are contacts stored on your mobile device and they are automatically shown

when you select Contacts on your devices home screen. Note that if you have opted to

synchronize your contacts then you mobile devices contacts will be the same as your

personal contacts on your back office e-mail system.

7.2 Remote Contacts

Remote Contacts are those available on your Corporate Contact Book or Global Address

List (GAL). You can search the GAL from the Contacts screen, simply enter the name you

are searching for and Company Directory will appear on the list of matches. Select

Company Directory and provided you have a GPRS link to the network the results of a

GAL search will be returned to you device.

8 Out of Office settings using Exchange 2007

If your e-mail service is delivered through Exchange 2007 you are able to retrieve and

change your Out of Office status and message.

The Out of Office Assistant screen is available at Start / Messaging / Outlook E-mail.

Then select Menu / Tools / Out of Office. You can indicate whether you are currently in or

out of the office and set your Out of Office message.

9 Removing an Account

You can remove your e-mail account and all the data associated with it by selecting Start

and opening the ActiveSync Program (Note if it is not on the Start List it can be found in the

Programs screen). In the ActiveSync screen select Menu and then Options….

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You may have more than one ActiveSync Account defined. Select the Microsoft Exchange

account associated with your work e-mail and select Delete. You will receive a confirmation

message asking you to confirm that you want to proceed. Select Yes to start the deletion.

Once complete you will be left in the ActiveSync introduction screen.

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10 Changing the password in Microsoft Exchange

If the password is changed in Microsoft Exchange you will also need to change it in your

Outlook email account on your device. If you do not change the password, the

synchronization stops.

Press the Start icon, choose the Messaging application, then highlight your Outlook E-

mail account, press the Menu button, choose Options. Select Outlook E-mail, click Next,

then update the Password field with the new password, select Next followed by Finish.

11 Language

The language used for Outlook e-mail is determined by the language selected for the mobile

device. If the language selected for the device is changed, the language for Outlook e-mail

will change too.

12 Changing your Mobile Device

If you wish to change you mobile device you will need to inform the service administrator. It

is standard security policy to attach one device to one User Id. Your service administrator

can reset the device associated with your User Id and may also require that your old device

is wiped.

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