You may have your Web-based or client-based email system going strong on your regular computer but you have just joined the hordes and bought a new iPhone or Android smartphone or tablet.
One of the main advantages of these devices is that you can use them to check on your email and send simple email messages or replies. But you need to set up your email to work with these devices before you can use this benefit.
What you need to know
You will need to know the following details:
- what kind of email setup you are using
This could be your the name of your Web-based email service or one of the following kinds of client-driven email services (POP3 / SMTP – common in email services with residential Internet services, IMAP – used as a client-side access method for some Web services or an alternative to POP3 for some residential and small-business services and Microsoft Exchange – used in most larger business setups)
- your full email address
- your password for that email service. For email services that are part of your Internet service, this will be the same as your login parameters for that email service.
POP3 (SMTP) email services
If you are using a POP3 email service, which most consumer and small-business email services are, you will need to go to the email client on your regular computer and make sure the option to “Keep messages on server” is selected. If you regularly work your email from your regular computer as well as your smartphone or tablet, you could set the option to clear messages from the server after a month.
Setting up the smartphone or tablet
You will need to open your email app on the smartphone or tablet and go to “Account” options. In the Android platform, this would be “Email” whereas the iOS devices would know it as “Mail” on the iPhone and iPad.
Touch the “Add Account” function and enter your email address and password. In the case of the Apple devices, you will have an option with the graphics that represent the Web mail services and Exchange service as well as an option for an “other” service. Android users would have to use the Gmail app to work their Gmail account. Where prompted, enter your full email address and password. At that point, enter your name in the “Name” field if you are setting up your Apple device.
Here, the smartphone or tablet will obtain the setup details for your email account and set itself up for that account if you entered in the correct email address and password. This is where Android users would be asked to enter their name, which will appear on the email others receive from them.
If you maintain multiple accounts, you can add these accounts to your device so you can monitor them. This is done using the same procedure.
I would still make sure that any taglines like “Sent from iPhone” or “Sent from Samsung smartphone” are kept so your recipients know that you were replying or sending that message from the smartphone. This may be of concern for people getting used to the touchscreen keyboard on these devices.
Your email application
Android users will find that the arrival of new email is marked by an “envelope” on the top of the screen. They then “draw down” the “blind” which shows a notification screen with any notifications still outstanding. Touch on the “new email” notification so you can see all the new mail that has arrived. As well, the email application will be visible on the first home-screen or the first screen of the “Applications” library screen.
For iOS users will see the email application always at the bottom of the screen alongside the phone application. This will have a red bubble indicating the number of new emails that have arrived.
What POP3 users need to know
People who use POP3 email services and want to keep a record of an email that they sent may need to send a BCC (blind carbon copy) to themselves of the message because the old POP3 protocol doesn’t allow for proper multi-terminal access to these accounts with a synchronous view.
Similarly, an email that is marked as read or deleted on your smartphone may not be marked as read or deleted on your regular computer and vice versa. This is also to do with the same “single-computer” mentality around this protocol.
Setting your phone up for your Wi-Fi network
It is also a good idea to set your phone or tablet up with your home’s or small-business’s Wi-Fi network so you can make use of the better wireline broadband access plans rather than relying totally on your 3G provider’s tight wireless-broadband tariffs for your email.
Once you have your email set up on your smartphone or tablet device, you can find yourself liberated from your desk when it comes to checking on the arrival of important email.