User Guide > Mail

You can access your personal mail accounts from your device, using Nokia Messaging. You can synchronize your mail from a single mailbox (default mailbox) or multiple mailboxes. Nokia Messaging enables push-synchronizing to regular IMAP mail servers, such as Yahoo or Gmail.

You can also access your work mail, using Mail for Exchange. You can read and reply to mails, view and edit compatible attachments, and manage your calendar and contact information.

Mail for Exchange can be set up only if your company has Microsoft Exchange Server. In addition, your company's IT administrator must have activated Microsoft Exchange ActiveSync for your account.

• A corporate e-mail address

• Your Exchange server name (contact your company's IT department)

• Your network domain name (contact your company's IT department)

• Your office network password

Depending on your company's Exchange server configuration, you may need to enter other information in addition to those listed. If you do not know the correct information, contact your company's IT department.

With Mail for Exchange, the use of the lock code may be mandatory. The default lock code of your device is 12345, but your company's IT administrator may have set a different one for you to use.

You can have only one Nokia Messaging account set up in your device.

1. Select > E-mail.

2. Open the menu, and select New account.

3. Define the following:

   • Region - Select your country or region. To search for a region, start entering the region name using the keyboard.
   • Service provider - Select Nokia Messaging.
   • E-mail address and Password - Enter your mail address and password. This is mandatory information.

4. Select Finish.

To send and receive mail messages, you must have an active network connection and a mail account with a mail service provider. For the correct settings, contact your mail service provider.

Using mail services (for instance, retrieving messages automatically) may involve transmission of large amounts of data. Contact your service provider for information about data transmission charges.

1. Select > E-mail.

2. Open the menu, and select New account.

3. For account details, define the following:

   • Region - Select your country or region. To search for a region, start entering the region name using the keyboard.
   • Service provider - Select your mail service provider. If your mail service provider is not listed, select Other. To search for a service provider, start entering the service provider name using the keyboard.
   • Account title - Enter a title for the account.

   Tip: To search for a region or service provider, start entering the search term using the keyboard. The search bar becomes visible. Matching regions or service providers are displayed.

4. For user details, define the following:

   • Name - Enter your name. This name is displayed in the sender field of sent messages.
   • User name and Password - Enter your user name and password for the e-mail service. They are needed when you log into your mailbox. If you leave the password field empty, you are prompted for a password when you try to connect to your mailbox on the mail server.
   • E-mail address - Enter your mail address. It must contain the @ character. Replies to your messages are sent to this address.

5. If you selected Other as the mail service provider, define the following settings for incoming mail:

   • Account type - Select the mail protocol (POP3 or IMAP4) recommended by your mail service provider. IMAP4 is more modern and typically enables more functionality. Some functionality may be restricted with POP3. You cannot change this setting after you save the account settings or exit the wizard.
   • Incoming server - Enter the host name or IP address of the POP3 or IMAP4 server that receives your mail.
   • Secure authentication - Set the system to use secure authentication. If you do not use secure connections, it is strongly recommended that you enable secure authentication. For information on the supported methods, contact your mail service provider.
   • Secure connection - Define the security setting for incoming messages. If you access your mail over a wireless LAN (WLAN), it is strongly recommended that you use secure connections. For information on the supported secure connections, contact your mail service provider.

   Tip: Usually, the incoming mailbox servers (POP3 or IMAP4) are provided by your mail service provider, and the outgoing mail server (SMTP) is provided by your internet service provider. If these service providers are different, you may have different passwords and security settings for incoming and outgoing messages.

6. Simple mail transfer protocol (SMTP) servers are used when sending mail. To send mail, you must define the SMTP host name or IP address that you obtain from the mail service provider of the connection you use.

   If you selected Other as the mail service provider, define the following settings for outgoing mail:

   • Outgoing server - Enter the host name or IP address of the server that sends your mail.
   • Secure authentication - Set the system to use secure authentication.
   • Secure connection - Define the security setting for outgoing messages.
   • Use connection-specific SMTP servers - Use connection-specific SMTP servers for sending mail. To edit connection-specific SMTP server settings, select Edit SMTP servers.

   Tip: The settings for outgoing mail (SMTP) usually either use a user name and a password, or are specific to a connection. Without an SMTP user name and password, your internet service provider may prevent you from sending mail for security reasons.

7. To complete the e-mail account setup, select Finish.

To use Mail for Exchange, you need a Mail for Exchange account.

To set up an account:

1. Select > E-mail, open the menu, and select New account.

2. Define the following:

   • Region - Select your country or region. To search for a region, start entering the region name using the keyboard.
   • Service provider - Select Mail for Exchange.

3. Enter your mail address, user name, password, and domain.

4. Define the following:

   • Server - Enter the server address.
   • Port - Enter the port number for the Mail for Exchange server connection. The field is pre-filled with the standard HTTPS Mail for Exchange port number.
   • Secure connection - Use a secure connection.

5. On the Synchronization content page of the wizard, define the following:

   • E-mail - Enable mail synchronization.
   • Calendar and tasks - Enable calendar and task synchronization.
   • Contacts - Enable contact synchronization.
   • First synchronization - If you have enabled contact synchronization, you need to select if you want to remove all local contacts when the device synchronizes for the first time. Keep items on device is selected by default.

6. To modify advanced settings, select Advanced settings.

7. Select Finish.

Select > E-mail.

Your device can automatically retrieve the mail messages sent to you.

Retrieve mail messages manually

1. Open the menu, and select Send & receive. The messages are retrieved for all accounts.

   If you want to receive messages only from a specific account, select the desired account, open the menu, and select Send & receive.

   When retrieving mail, all messages in the Outbox folder are sent.

2. To retrieve the contents of a selected message, select the message header.

• Read a mail message

  Select the header of the message. To display images in the mail message, select .

If new mail messages are received while the mail application is closed, a notification is displayed. To open a new message, select the notification.

• Reply to a received mail message

  Select to reply to the sender, or to reply to all (the sender and the other recipients of the mail message).

• Respond to a meeting invitation

  Select Accept, Tentative or Decline. Accepted and tentatively accepted meetings are saved in your calendar as events.

  You can only receive meeting invitations via Mail for Exchange.

• Forward a received mail message

  Select .

• Mark a mail message as read or unread

  Open the menu, and select Mark as read or Mark as unread.

• Move to previous or following mail message

  Select or .

• Search for a mail message

  In a mail folder, using the physical keyboard, start entering a search term. If a message title or the name of a sender or recipient matches the search term, the message is displayed in a list.

• Add the mail sender to your contacts list

  Open the menu, and select Add to Contacts.

• Delete a mail message

  Select .

1. Select > E-mail.

2. Select New message.

3. Enter a mail address, or select recipients from the contacts list.

   To separate multiple recipients, add a semicolon (;) or a comma (,). Use the Cc field to send a copy, or the Bcc field to send a blind copy to other recipients. If the Cc or Bcc field is not visible, open the menu, and select Show Cc or Show Bcc.

   Tip: To search for recipients' mail addresses by their names, enter a recipient's name, open the menu, and select Check names.

4. Enter the subject, and write the message. To change the font, size, and color of text in the message, select the icons from the toolbar.

5. Select .

When writing a message, open the menu, and select Message settings.

• Define the priority level

  Select Low, Normal (default), or High.

• Define the text format

  Select Formatted text (default) or Plain text.

Select > E-mail.

You can add attachments to a mail message you are writing, and remove added attachments.

• Add an attachment

  Open the menu, and select Add attachment.

• Delete an attachment

  Open the menu, and select Remove attachments.

You can open and save attachments from a received mail message.

• Open an attachment

  Select the attachment.

• Save an attachment

  Open the menu, and select Save attachments. Enter a name, select where to save the attachment, and Save.

1. Select > E-mail.

2. Select Edit account and the desired account.

3. Select Signature.

4. Select the Use signature check box.

5. Enter your signature, and select Save.

The signature is added to the end of the body text of all messages you send using this account. You can edit and delete the signature before you send the mail message.

Select > E-mail.

• Insert an image to the body of an e-mail message

  Select .

Copy text from an e-mail message

1. Tap the message at the point where you want to start copying.

2. Press and hold the shift key, and use the arrow keys to select text.

3. Press ctrl + C to copy the text, and ctrl + V to paste it to another location.

Select > E-mail.

Move messages from one folder to another

1. Select the folder, open the menu, and select Move message.

2. Select the messages that you want to move and Move.

3. Select the folder where you want to move the messages. To create a new folder, select New.

1. Select > E-mail.

2. Open a mail message.

3. Open the menu, and select Find in message. The search bar is displayed.

4. Enter the search terms in the search bar, and press enter. Matching terms are highlighted.

To delete a mail message, select the message and .

For POP3 accounts, if you have activated the Leave messages on server option in the incoming mail settings, the message is only deleted from your device. If you deactivate the option and want to delete the message from the server, select the message and Delete.

For IMAP4 accounts, the messages you delete are always deleted from the server.

Only the content that you have defined when setting up the account is synchronized. If you want to synchronize more content, modify the Mail for Exchange settings.

• Start the synchronization manually

  From the status menu, select Mail for Exchange > Synchronize manually .

If you have synchronized your calendar using Nokia PC Suite before, you may have duplicate calendar entries in your device.

Remove duplicate calendar entries

1. In the Mail for Exchange settings, deactivate calendar synchronization.

   If you do not deactivate calendar synchronization before removing your calendar entries from your device, the entries are also removed from the server during the next synchronization, and they cannot be synchronized back to your device.

2. Remove all calendar entries from your device.

3. In the Mail for Exchange settings, activate calendar synchronization. The calendar is synchronized from the server back to your device during the next synchronization.

Tap the desktop, and select > Desktop menu > Add widget > E-mail .

Select > E-mail.

Open the E-mail menu, and select Edit account and an account. Ensure that you are not connected to the mailbox.

Tip: To search for an account, start entering the account title.

For the correct settings, contact your mail service provider.

• Account title - Enter a title for the account.
• Leave messages on server - For POP3 accounts only. Set the device to leave a copy of retrieved messages on the server.

• Name - Enter the name to display as the sender in messages.
• User name and Password - Enter your user name and password for the e-mail service.
• E-mail address - Enter your mail address.

• Incoming server - Enter the host name or IP address of the POP3 or IMAP4 server that receives your mail.
• Secure authentication - Set the system to use secure authentication.
• Secure connection - Define the security setting for incoming messages. Follow the instructions from your mail service provider.
• Port - Enter the port number. Follow the instructions from your mail service provider.

• Outgoing server - Enter the host name or IP address of the SMTP server that sends your mail.
• Secure authentication - Set the system to use secure authentication.
• User name and Password - Enter your user name and password for the SMTP server.
• Secure connection - Define the security setting for outgoing messages.
• Port - Enter the port number. Follow the instructions from your mail service provider.
• Use connection-specific SMTP servers - Use connection-specific SMTP servers for sending mail messages. To edit SMTP server settings, select Edit SMTP servers.

Select > E-mail, open the E-mail menu, and select Settings.

Define the following:

• Default account - Define which account is the default account. The first account created is set as default.
• New message format - Select the format of new mail messages. The default value is Formatted text (HTML).
• Incoming notifications - Show a notification when you receive mail.
• Automatically add to Contacts - Add message recipients automatically to Contacts.
• Update automatically - Set the device to retrieve messages automatically.
• Update when connected via - Define which connection type is used to retrieve mail automatically.
• Update interval - Define how often messages are retrieved. The default value is 15 minutes.

Select > E-mail and Edit account > Nokia Messaging .

• View user details

  Select Service info. You cannot edit these fields.

• Days - Select the days on which you want the synchronization to be done.
• Hours - Select the time during which you want the synchronization to be done on the selected days.
• Sync while roaming - Select this option if you want synchronization to be done when you are roaming outside your home network.
• Disable sync when - Define a level of battery power at which you want synchronization to stop.
• Send and receive - Define the synchronization interval.
• Sync inbox - Select this option if you want your inbox to be synchronized.
• Download size - Select if you want to download only the mail message header, partial message or full message.
• Remove items older than - Select a time period after which mail messages are deleted from the device.
• Sync drafts - Select this option if you want the mail messages in your Drafts folder to be synchronized.
• Sync sent items - Select this option if you want the mail messages in your Sent items folder to be synchronized.

Add or modify mailboxes

1. Select Nokia Messaging: Mailboxes.

2. To add a new mailbox, select Add new mailbox. The title of each mailbox is retrieved from the Nokia Messaging server. Select a mailbox.

3. To edit a mailbox, select the mailbox and from the following:

   • Mailbox name - Modify the mailbox name.
   • Mark messages as read on server - Select this option if you want the read status of your mails to be synchronized to the server.
   • My name - Modify your name.
   • Password - Modify your password.
   • E-mail address - Your mail address. You cannot modify this field.
   • Use signature - To use a signature, select the check box and Signature. Enter the signature, and select Done.

Select > E-mail. Open the menu, and select Edit account > Mail for Exchange .

• View synchronization details

  Select Details. The number of items that were added, updated, or deleted in the last synchronization are displayed.

To modify Mail for Exchange settings, select Settings and from the following:

• Peak start time and Peak end time - Select a start and end time for the peak period.
• Peak days - Select the days of the week when you want the peak times to apply. You must select at least one day.
• Peak schedule - Select a synchronization interval for peak periods. If you select Always on, new received messages and other changes on the server are pushed into the device without delay.
• Off-peak schedule - Select a synchronization interval for off-peak periods.

• Server - Edit the address of the Exchange server.
• Port - Edit the port number for the Exchange server connection.
• Secure connection - Use a secure connection.
• Conflict resolution - Define which item is kept if it has been edited on both the device and server since the last synchronization.

• User name - Edit your Exchange server user name.
• Password - Edit your Exchange server password.
• Domain - Edit your domain on the Exchange server.

• Synchronize e-mail - Enable mail synchronization.
• E-mail address - Edit your mail address.
• Account title - Edit the account title.
• Signature - Use a signature in the mail messages sent from your Mail for Exchange account.
• Synchronize messages back - Define how old messages are synchronized from the server.
• When sending e-mail - Define if outgoing messages are sent immediately or only at the next synchronization.

• Synchronize calendar and tasks - Enable calendar and task synchronization.
• Calendar - Define which calendar is used for Mail for Exchange.
• Synchronize calendar back - Define how old calendar events and tasks are synchronized with the server.
• Synchronize completed tasks - Include completed tasks in the synchronization.

• Synchronize contacts - Enable contact synchronization.
• First synchronization - Define whether all local contacts are removed when the device synchronizes with the server for the first time.

• Full resynchronization - Start full resynchronization.

Available options may vary.

Configuring connection specific SMTP servers enables the mail application to connect to an SMTP server and send mails when you are roaming between connections of different mail service providers.

1. If you want to use connection specific SMTP servers, > E-mail, open the menu, and select Edit account.

2. Select the desired account.

3. Select Use connection-specific SMTP servers.

4. To edit SMTP servers, select Edit SMTP servers. Make the changes, and select Save.