Chapter 4. Email
In this chapter, you learn about your HTC One’s email applications for Gmail and other email accounts, such as POP3, IMAP, and even work email. Topics include the following:
→ Sending and receiving email
→ Working with attachments
→ Changing settings
Your HTC One has two email programs: the Gmail app, which works only with Google’s web-based Gmail service, and the Email app that works with POP3, IMAP, and work email accounts.
Gmail
When you first set up your HTC One, you set up a Gmail account. The Gmail application enables you to have multiple Gmail accounts, which is useful if you have a business account and a personal account.
Adding a Google Account
When you first set up your HTC One, you added your first Google (Gmail) account. The following steps describe how to add a second account.
1. Touch to open the Gmail app.
2. Touch the Menu button.
3. Touch Settings.
4. Touch Add Account.
6. Enter your existing Google account name. This is your Gmail address.
What If I Don’t Have a Second Google Account?
If you don’t already have a second Google account but want to set one up, in step 5, touch Get a Google Account. Your HTC One walks you through the steps of choosing a new Google account.
7. Enter your existing Google password.
8. Touch the right arrow to continue.
9. Select what components of your Google account you want to synchronize with your HTC One.
10. Touch to finish the Google account setup.
Why Multiple Google Accounts?
You are probably wondering why you would want multiple Google accounts. Isn’t one good enough? It is not that uncommon to have multiple Google accounts. It can be a way to compartmentalize your life between work and play. You might run a small business using the one account, but email only friends with another. Your HTC One supports multiple accounts but still enables you to interact with them in one place.
Navigating the Gmail App
Let’s take a quick look at the Gmail app and learn how to navigate the main screen.
1. Touch the Gmail icon.
2. Touch to switch between Gmail accounts (if you use more than one) or switch from the Inbox label to one of your other labels.
3. Touch to compose a new email.
4. Touch to search the current label for an email.
5. Swipe down to manually refresh the current view.
6. Touch one or more email icons to mark the emails as read or unread, move them to a different label, or archive them.
7. Touch the star to add the email to the Starred label.
Stars and Labels
Gmail allows you to use stars and labels to help organize your email. In most email clients, you can create folders in your mailbox to help you organize your emails. For example, you might create a folder called “emails from the boss” and move any emails you receive to that folder. Gmail doesn’t use the term folders; it uses the term labels instead. You can create labels in Gmail and choose an email to label. When you do this, it moves it to a folder with that label, but to you, the email has a label distinguishing it from other emails. And email that you mark with a star is just getting a label called starred. But when viewing your Gmail, you see the yellow star next to an email. People normally add a star to an email as a reminder of something important.
2. Touch to change the Gmail account from which the message is being sent (if you have multiple Gmail accounts).
3. Type names in the To field. If the name matches someone in your Contacts, the name is displayed, and you can touch it to select it.
Can You Carbon Copy (CC) and Blind Carbon Copy (BCC)?
While you are composing your email, you can add recipients to the To field as shown in step 3, but no Carbon Copy (CC) and Blind Carbon Copy (BCC) fields are shown. However, you can add these fields by touching the Menu button and touching Add CC/BCC. After you do that, the CC and BCC fields are displayed.
4. Type a subject for your email.
5. Type the body of the email.
6. Touch to send the email.
Add Attachments
Before sending an email, you can add one or more attachments. You can attach pictures or videos, but if you use Dropbox, you can attach any file that is in your Dropbox folders. If you use Office Suite for your Microsoft Office documents, you can attach files from there, too.
1. Touch the Menu button.
2. Touch Attach Picture or Attach Video (they do the same thing).
3. Touch Gallery.
4. Navigate the Gallery App to find the picture you want to attach.
5. Attachments are listed below the body of the email.
Reading Gmail Email
1. Touch an email to open it.
2. Touch to expand the original email, if the email you are reading is a reply.
3. Touch to reply to the sender of the email. This does not reply to anyone in the CC field.
4. Touch the Menu bar to do a Reply All (reply to all recipients) or Forward the email.
5. Touch to expand the email header to see all recipients and all other email header information.
6. Touch to “star” the email, which adds it to the star label. See more about labels in the previous section.
7. Indicates whether the sender of the email is online using Google Talk (GTalk) if that person is in your GTalk buddy list.
8. Touch to move the email to the Gmail Archive folder.
9. Touch to change the label of the email. See more about labels in the previous section.
10. Touch to mark the message as unread and return to the message list.
2. Touch to report the email as spam.
3. Touch to mute the email conversation. When it is muted, you will no longer see emails in the conversation.
4. Touch to report the email as a phishing scam.
5. Touch to mark the message as not important or important.
What Is Important?
Gmail tries to automatically figure out which of the emails you receive are important. As it learns, it may get it wrong. If an email is marked as important but it is not important, you can manually change the status to not important, as you see in step 5. Important emails have a yellow arrow, whereas emails that are not important have a clear arrow.
What Are Conversations?
Conversations are Gmail’s version of email threads. When you look at the main view of the Gmail app, you are seeing a list of email conversations. The conversation might have only one email in it, but to Gmail that’s a conversation. As you and others reply to that original email, Gmail groups those emails in a thread, or conversation.
What Happens to Your Spam and Phishing Emails?
When you mark an email in Gmail as spam or a phishing scam, two things happen. First, it gets a label called Spam. Second, a copy of that email is sent to Gmail’s spam servers so they are now aware of a possible new spam or phishing scam email that is circulating around the Internet. Based on what the servers see for all Gmail users, they block that spam or phishing email from reaching other Gmail users. So the bottom line is, always mark spam emails as spam and phishing emails as phishing because it helps all of us.
Gmail Settings
You can customize the way Gmail accounts work on your HTC One, including changing the email signature and choosing which labels synchronize.
1. Touch the Menu button.
2. Touch Settings.
Email Signature
An email signature is a bit of text that is automatically added to the bottom of any emails you send from your HTC One. It is added when you compose a new email, reply to an email, or forward an email. A typical use for a signature is to automatically add your name and some contact information at the end of your emails. Email signatures are sometimes referred to as email footers.
4. Touch to choose whether you want the Gmail app to show archive, delete, or both archive and delete actions on the screen.
5. Touch to choose whether you want to be able to swipe a conversation to archive it.
6. Touch to choose whether you want to see the email sender’s image.
7. Touch to choose whether to make Reply All the default action when replying to emails. Normally only Reply is used. Reply All replies to the sender and all recipients.
8. Touch to enable or disable Auto-fit. When enabled, Auto-fit shrinks all emails so that they fit on the screen, but you can still use the pinch gesture to zoom in.
9. Touch Auto-advance to select which screen your HTC One must show after you delete or archive and email. Your choices are Newer Conversation, Older Conversation, and Conversation List.
10. Touch to change the behavior of the blue message actions bar as you scroll through a message. Your choices are to keep it at the top of the screen as you scroll, keep it at the top of the screen only when in portrait mode, or let it scroll up with the message as you scroll.
11. Touch to choose whether you want to be asked to confirm when you delete an email.
12. Scroll down for more options.
13. Touch to choose whether you want to be asked to confirm when you archive an email.
14. Touch to choose whether you want to be asked to confirm when you send an email.
15. Touch to return to the main Settings screen.
16. Touch one of your Gmail accounts to change settings specific to that account.
17. Touch to choose whether you want to show your Priority Inbox instead of your regular (or Default) Inbox when opening the Gmail app.
18. Touch to choose whether you want to be notified when new email arrives for this Gmail account.
19. Touch to select how to get notified when new email arrives for this account.
20. Touch to enter a signature that will appear at the end of all emails composed using this account.
21. Touch to choose whether this Gmail account is synchronized to your HTC One.
22. Touch to select how many days of mail from this Gmail account to synchronize with your HTC One.
23. Touch to manage labels. See more about managing labels in the next section.
24. Touch to choose whether to download attachments while connected to a Wi-Fi network.
25. Touch to save your changes and return to the main Settings screen.
Managing Gmail Labels
Gmail labels are Google’s name for email folders. You can manage how each of them synchronize and alert you. Use these steps if you want to manage labels in the previous step 23.
1. Touch a label to manage it. In this example, we have chosen the Inbox label.
2. Touch to enable synchronization of this label to your HTC One, and whether to synchronize 30 days of email or all email. When synchronization is enabled, the rest of the settings on this screen become available.
3. Touch to enable or disable being notified when new email arrives in this label.
4. Touch to select the ringtone that plays when you are notified of new email in this label.
5. Touch to choose whether to also vibrate when new email arrives in this label.
6. Touch to enable or disable notifying you once when multiple emails arrive in this label, rather than notifying for each one.
7. Touch to return to the list of labels.
Email Application
The Email application supports all email accounts with the exception of Gmail. This includes any corporate email accounts that use Microsoft Exchange, or corporate emails systems like Lotus Domino/Notes that have an ActiveSync gateway—for example, Notes Traveler. In addition to corporate emails accounts, the Email application also supports POP3 and IMAP accounts. These are typically hosted by your Internet service provider, but also by places like Yahoo! or Hotmail.
Adding a Work Email Account
Your HTC One can synchronize your contacts from your work email account as long as your company uses Microsoft Exchange or an email gateway that supports Microsoft ActiveSync (such as Lotus Traveler for Lotus Domino/Notes email systems). It might be useful to be able to keep your work and personal contacts on one mobile device instead of carrying two phones around all day.
1. Pull down the Notification bar and touch Settings.
2. Touch Accounts & Sync.
3. Touch the plus symbol to add a new account.
4. Touch Exchange ActiveSync.
5. Enter your full corporate email address.
6. Enter your corporate network password.
7. Touch Next.
Error Adding Account? Guess the Server
Your HTC One tries to work out some information about your company’s ActiveSync setup. If it can’t, you are prompted to enter the ActiveSync server name manually. If you don’t know what it is, you can try guessing it. If, for example, your email address is [email protected], the ActiveSync server is most probably webmail.allhitradio.com or autodiscover.allhitradio.com. If this doesn’t work, ask your email administrator.
8. Enter your company’s mail server name.
9. Touch to use secure connections, which encrypts your email, calendar, and contacts between your HTC One and your company’s mail server. It is highly recommended that you leave this selected.
10. Touch Next.
11. Choose what you want to synchronize to your HTC One from your work account.
12. Scroll down to see all the Update Schedule options.
13. Touch to choose how often your corporate email is delivered to your HTC One. Push means that as it arrives in your Inbox at work, it will be delivered to your phone. You can set it to Manual, which means that your work email will be delivered only when you open the Email app on your phone. You can also set the delivery frequency to every 15 minutes. SmartSync continually adjusts the sync interval based on how often you open the Mail app.
14. Touch Next to continue.
15. Enter a friendly name for this email account.
16. Touch Finish Setup.
Remove an Account
To remove an account, from the Settings screen, touch the type of account (for example, Exchange ActiveSync), and touch the account to be removed. Touch the Menu button and touch Remove.
2. Touch Accounts & Sync.
3. Touch the plus sign to add an account.
4. Touch Mail.
6. Enter your password.
7. Touch Next.
Why Manual Setup?
Your HTC One tries to figure out the settings to set up your email account. This works most of the time when you are using common email providers such as Yahoo! or Hotmail and others. It also works with large ISPs, such as Comcast, Road Runner, Optimum Online, and so on. It might not work for smaller ISPs, or in smaller countries, or if you have created your own website and set up your own email. In these cases, you need to set up your email manually.
8. Touch to choose POP3 or IMAP. IMAP has more intelligence to it, so select that where possible.
9. Ensure that the information on this screen is accurate for the incoming server and related settings.
10. Touch Next.
Where Can I Find This Information?
In steps 9 and 11, you need to make sure that items such as the IMAP server, SMTP server, security type, and username are correct. Always check your ISP’s or email service provider’s website, and look for instructions on how to set up your email on a computer or smartphone. This is normally under the support section of the website.
On the Incoming Server and Outgoing Server screens, your username and password should already be filled out because you typed them in earlier. If not, enter them.
11. Ensure that the information on this screen is accurate for the outgoing server and related settings.
12. Touch Next.
13. Enter a friendly name for this account, like “Home Email.”
14. Enter your full name or the name you want to be displayed when people receive emails sent from this account.
15. Touch Finish Setup to save the settings for this account and return to the Add Accounts screen.
Be Secure if You Can
If your mail provider supports email security such as SSL or TLS, you should strongly consider using it. If you don’t, emails you send and receive go over the Internet in plain readable text. Using SSL or TLS encrypts the emails as they travel across the Internet, so nobody can read them. Set this under the Advanced settings for the Incoming and Outgoing Servers.
Working with the Mail App
Now that you have added two new accounts, you can start using the Mail application. Everything you do in the Mail application is the same for every email account. The Mail app allows you to work with email accounts either separately or in a combined view.
Navigating the Mail Application
Before you learn how to compose or read emails, you should become familiar with the Mail application.
1. Touch to launch the Mail app.
2. Touch to switch between email accounts or select the All Accounts view, which shows all emails from all accounts.
3. Indicates the number of unread emails in the current folder or view.
4. Touch the flag to mark an email as flagged for follow up. You can flag messages for follow up only on accounts that support that feature. In this example, only the Exchange ActiveSync (orange) account supports it.
5. Each color represents a specific email account. In this example, the IMPA account is green and the Exchange ActiveSync is orange. The presence of the color also indicates that the email is unread.
6. Check boxes next to emails to select more than one. Then you can take actions against multiple emails at once, such as Mark as Read, Delete, or Move to a new folder.
7. Touch to compose a new email.
Working with Multiple Emails at Once
When you select multiple emails by checking the boxes next to them, you can take action on all the selected messages at once. You can mark the messages as unread or read, and delete them.
Composing Email
1. Touch to compose a new email.
2. Enter one or more recipients. As you type, your HTC One tries to guess who you want to address the message to. If you see the correct name, touch it to select it. This includes names stored on your HTC One and in your company’s corporate address book if you are using Exchange ActiveSync.
4. Enter the body of the message.
5. Touch to change the message priority to Low, Normal, or High Priority.
6. Touch to add one or more attachments.
7. Touch to send the message.
Add Attachments
Before you send your message, you might want to add one or more attachments. You can attach any type of file, including pictures, video, audio, contacts, and location.
1. Touch the attachment icon.
2. Choose the type of attachment. Depending on the type of attachment you choose, the screens to navigate to that file will differ.
3. Touch an attachment to either open or remove it.
4. Touch to hide the list of attachments so there is more onscreen room for you to type.
5. Touch to send the email.
Reading Email
Reading messages in the email application is the same, regardless of which account the email has come to.
1. Touch an email to open it.
2. Touch to reply to the sender of the email. This does not reply to anyone in the CC field.
3. Touch to forward the email.
4. Touch to expand the email header to see all recipients and all other email header information.
5. Touch to reply to the sender and anyone in the CC field.
6. Touch to delete the message.
7. Touch an attachment to open it.
8. Touch the Menu button to see more options.
9. Touch to mark the message as unread.
10. Touch to move the message to a different folder.
11. Touch to save the email as a new task.
12. Touch to print the email on a printer available on the Wi-Fi network.
13. Touch to collapse the email view so that you see only the sender.
2. Touch Settings.
3. Choose the account you want to make changes to.
Common Account Settings
1. Touch General Settings.
2. Touch to change the font size used for the text in the body of emails. Make it larger if you are having trouble reading text in emails.
3. Touch to always append a signature onto emails you send from this account.
4. Touch to set your signature for emails sent from this account.
5. Touch to ask for confirmation before deleting emails.
6. Touch to set how many lines of preview are displayed when you are using your HTC One in Portrait mode (holding it vertically).
7. Touch to choose whether you want emails that share a common subject line to be grouped together as an email thread.
8. Touch to clear your email search history.
9. Touch to save your change and return to the main Settings screen.
10. Touch Sync, Send & Receive.
11. Touch to set how this account is synchronized during peak times. You can set the peak times in step 12.
12. Touch to set which days and times are peak time to you.
13. Touch to set how this account is synchronized when it is outside your specified peak times.
Synchronize Options and SmartSync
Push means that as email arrives in your Inbox, it will be delivered to your phone immediately in real-time. You can set synchronization to Manual, which means that your work email will be delivered only when you open the email app on your phone. You can also set the delivery frequency, such as every 15 minutes. SmartSync continually adjusts the sync interval based on how often you open the Mail app.
14. Touch to choose how much past email must be downloaded to your HTC One.
15. Touch to choose which folders to synchronize to your HTC One.
16. Touch to set how much of each email must be downloaded. You can set the Mail app to download the entire email no matter how large it is, or limit the amount downloaded to smaller amounts.
17. Scroll down for more settings.
18. Touch to choose the format of emails you receive. If you do not choose HTML, email with colors, bullet lists, and so on will be stripped to plain unformatted text.
19. Touch to choose when to automatically download email attachments. You can choose Always, Never, or choose to download attachments only if they meet a specific size.
20. Touch to choose whether to include the senders’ original email when replying to them.
21. Touch to choose whether you always want to get a Blind Carbon Copy (BCC) of all emails you send.
22. Touch to return to the main Settings screen.
23. Touch to choose how to be notified when new emails arrive for this account.
24. Touch to delete the email account if you need to.
25. Touch to save your changes and return to the main Mail screen.
