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Using an MDA Vario 4 with Sussex email

Introduction

This document describes how to set up an MDA Vario IV mobile phone to access the Sussex mail server. This assumes that you already have the appropriate internet services available from your phone service provider. Information on obtaining a Vario IV (with all such services) through your department can be found in the IT Services FAQs.

This document also describes how to set up the Vario IV for use with ActiveSync (assuming that you already have the ActiveSync software installed on your desktop computer or laptop).

The Vario IV uses a version of Microsoft Outlook, called Outlook Mobile.

Contents

Setting up an email account on your Vario IV

In these instructions, where you are told to tap something, this means to use your Vario IV's stylus to select the appropriate item or option on the display screen. You can use your stylus to enter text using the on-screen keyboard, or instead use the phone's hardware keyboard (slide the screen to the right to reveal the keyboard).

vario 4 Start menu
  1. On the Vario IV, tap Start, then tap Messages, then Email Setup. This starts a dialogue to set up a new email account on your Vario IV
  2. Enter your Sussex email address in the box provided. Note that the '@' sign will already be shown and you add the relevant parts either side of it
  3. Enter your password in the Password box, and tap the Save password box so as to remove the tick
  4. Tap Next
  5. Note that the check-box labelled Try to get e-mail settings automatically from the Internet will currently be selected, but you won't be using this function, so tap the check-box to remove the tick and thus cancel this option
  6. Tap Next.

The next stage configures the new account to use the Sussex mail servers:

  1. In the Your e-mail provider drop down, select the Internet e-mail option
  2. Tap Next
  3. Enter your personal name in the Your name box - you may need to replace what is already there
  4. Enter a suitable name to refer to the account, in the Account Display Name box - you could simply use the name Sussex if your Vario IV is for your own personal use, however, if you are sharing the Vario IV with others, choose an account name more personal to you, for example Sussex: Ann Other (then others can set up similar email accounts for themselves)
  5. Tap Next
  6. Enter mail.sussex.ac.uk in the Incoming mail server box
  7. Tap the Account Type drop downand tap to select the IMAP4 option. This is important because the Sussex server does not use the POP3 protocol which is the standard choice offered here
  8. Tap Next
  9. Enter your username in the User name box - this is not your personal name but the name you use to login to the Sussex mail server, for example ano23
  10. Enter your password in the Password box
  11. Make sure the Save password box is not ticked - we recommend this as a security precaution should your Vario IV be used by someone else
  12. Tap Next
  13. Enter smtp.sussex.ac.uk:465 in the Outgoing Mail Server box - note: To enter the colon character (:) using the slide out keyboard, you first need to tap the red Fn key then the L key
  14. Tap to select the Outgoing server requires authentication option
  15. The Use the same username and password for sending e-mail option will be ticked; leave it that way
  16. Tap the Advanced Server Settings option (at the bottom of the screen)
  17. Tap to select the Require SSL for Incoming e-mail and Require SSL for Outgoing e-mail options
  18. In the Network Connections box, select T-Mobile Internet (select The Internet if that's not available)
  19. Tap Done, then tape Next
  20. Your Vario IV should now indicate that "Setup is complete", but you will need to set some more options
  21. Leave the Automatic Send/Receive option set to Manually - the other options would cause your Vario IV's battery to deplete more quickly
  22. Tap Review all download options
  23. Select an option from the Download Messages box - please note that if you select All messages you may experience long delays when downloading email - and your Vario IV's battery will be depleted more quickly - it's better to choose one of the options to download only recent e-mail, for example Today's messages or From the past 3 days
  24. Tap the Advanced Settings option
  25. Select Send/Receive when I click Send
  26. In the When deleting messages box, select Keep them on the server
  27. Tap Done, then tap Next
  28. In the Message format box, select Plain text
  29. Select an option from the Message Download limit box - please note that if you select Entire message, long messages may cause a long delay when downloading
  30. Select an option from the Download attachments box- again, please note that if you select All attachments you may experience a long delay if an attachment is large, and your Vario IV's battery will be depleted more quickly
  31. Tap Finish.
  32. You will be asked "Would you like to download mail for this account now?" - if you choose Yes, you will be asked to enter your password.
  33. Click OK and wait for the Vario IV's email application receives folders and then headers which may take some time to complete
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Reading email on your Vario IV

This section describes how to use your Vario IV to read your email, and the options available for doing this. For more information please refer to the User manual which was supplied with your Vario IV.

  1. If you are not already using the Messaging application, tap Start, then tap Messages and then Messaging, then tap your account name in the list provided.
  2. Tap Menu and then tap Send/Receive. Your account username will be shown, together with an empty password box.
  3. Enter your password in the box, then click OK.
    The Vario IV will show commentary on progress, cycling through Connecting, Logging on, Receiving folders, Receiving headers and finally Finished, and the titles of any new messages will be shown.
    Note: if at any time you want to interrupt the download, tap Menu and select Stop Send/Receive
  4. Tap the message title to see the message content.
  5. You can use the Reply button to reply to the message. You can also tape the Menu> option to do other things with the message, including deleting it.
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Sending email from your Vario IV

This section describes how to use your Sussex account with your Vario IV to send email. For more information please refer to the PDF User manual which was supplied on disc with your Vario IV.

  1. If you are not already using the Messaging application, tap Start, then tap Messages and then Messaging, then tap your account name in the list provided
  2. Tap Menu and then tap New to begin drafting a new message
  3. Enter the appropriate address in the To: box and a Subject in the Subject: box
  4. If you want to enter Cc or Bcc addresses, scroll the window up until you see the Bcc: and Cc: boxes, and complete them as required
  5. Tap in the message text window and enter the text of your message
  6. Tap Send, at which point you'll be asked to enter your password
  7. The application will show commentary of its progress, beginning with Connecting, then Logging on, then Receiving folders, then Receiving headers after which it will ask you to re-enter your password
  8. Finally the application should say Sending messages - when this note disappears, your message should have been sent
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Synchronising your Vario IV with MeetingMaker

To synchronise MeetingMaker with your smartphone you must first ensure that you have Outlook 2003 and the MMCO Client (Meeting Maker Connector for Outlook) installed on your PC.

Run the MMCO client program (MMCOClnt.exe) to synchronise your MeetingMaker calendar with the Outlook calendar. This may take a long time the first time you use this, because all your calendar information from previous years has to be copied.

Install ActiveSync on your computer from the Vario IV 'Getting Started' CD - see the Using ActiveSync section below.

Ensure that the updated Outlook calendar is open on your desktop.

Connect your Vario IV to your computer using the USB port connector. The synchronisation setup wizard will automatically start. Follow the on-screen instructions. When asked to select the synchronisation options, select the Calendar option, click Next and then click Finish.

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Using ActiveSync

Note first of all that MMCO (MeetingMaker Connector for Outlook) acts between Outlook and MeetingMaker, and ActiveSync acts between your PC and your Vario IV.

The ActiveSync software should be provided on a CD supplied with your Vario IV. When you load the CD in your computer, the setup wizard will install the software. Then you can remove the CD. ActiveSync will start up its own configuration process, but this should be stopped unless Outlook and MMCO are first correctly installed and configured on your computer.

Full details on using ActiveSync can be found in the User Manual supplied with your Vario IV.

When you connect your Vario IV to the computer with a USB cable, ActiveSync should start automatically. If it is the first time you've connected your phone, ActiveSync will work through the setting-up procedure with you. If your phone is PIN or password protected, you will need to enter the PIN or password before you can continue.

The ActiveSync window will look something like the images shown below, which show ActiveSync in the process of synchronising and when it has finished. The items shown in the lower half of the window are those being synchronised between your phone and your computer. The synchronising process can take several minutes.

ActiveSync in progress ActiveSync done

You can synchronise more files than those shown here. However, there is little point in synchronising your email with your phone, because the phone will keep itself up-to-date with emails automatically when you download them.

Also, there is no need to force a synchronisation. The computer and phone will recognise each other and synchronise almost immediately, and periodically after that. For transferring files from your computer to your phone, in the initial set-up procedure the computer puts a 'sync file' on the desktop, into which you can put files. Then, when the phone and computer next synchronise, the files will be transferred to the phone.

WARNING: If you delete a file on your phone and then synchronise with your computer, the file will also be deleted from the computer.

created on 2010-01-01 by David Guest
last updated on 2010-09-14 by David Guest