Sony Ericsson Xperia X1 User Guide - Page 26

Searching for e-mails on the Exchange Server You can access messages that are not available in your phone by searching your Microsoft Exchange Server mailbox. The search results are downloaded and displayed in a Search Results folder. Your company must be using Microsoft Exchange Server 2007 or higher. To search for Exchange Server e-mails 1 Tap > Messaging > Outlook E-mail. 2 Tap Menu > Tools > Search Server. 3 In the Look for text box, enter the search keyword. 4 Choose the date range of messages to search from. 5 From the Look in list, choose whether to search from your inbox or outbox only or to search all folders. 6 Tap Search. Message Flagging Flags serve as a reminder to yourself to follow-up on important issues or requests that are indicated in the messages. Flagging messages, which has been a useful feature on desktop Outlook E-mail, can also be done in Outlook Mobile in your phone. You can flag received messages in your phone. Flags are enabled only if e-mails are synchronized with Microsoft Exchange Server 2007 or higher. Flags are disabled or hidden if e-mails are synchronized with earlier versions of Microsoft Exchange Server. To flag or unflag a message 1 Tap > Messaging > Outlook E-mail. 2 Tap a message to open it. 3 Tap Menu > Follow Up and select one of the following options: • Set Flag - mark the message with a red flag to indicate it needs follow up. • Complete Flag - mark the message with a check mark to indicate the issue or request in the e-mail is already completed. • Clear Flag - remove the flag to unmark the message. E-mail message reminders are displayed in your phone if the messages are flagged with reminders and synchronized from the Exchange Server. Out-of-office auto-reply Microsoft® Office Outlook® Mobile allows you to retrieve and change your out-of-office status. Just like desktop Outlook Email, Outlook Mobile automatically sends an auto-reply message when you are not available. To send out-of-office auto-reply messages 1 Tap > Messaging > Outlook E-mail. 2 Tap Menu > Tools > Out of Office. 3 From the I am currently list, select Out of the Office. 4 Enter your auto-reply message then tap Done. Viewing a document linked to an e-mail message When you receive an e-mail that contains a link to a document such as a PDF or Microsoft® Office document located on SharePoint or an internal file server, you can view the document on your phone. You can view the document only if you have a Microsoft Outlook account that synchronizes with Microsoft Exchange Server 2007 or later. Exchange Server must also be set up to allow access to SharePoint document libraries or internal file servers. To view a document linked to an e-mail message 1 Tap > Messaging. 2 Select an e-mail account, then open a message with a link to a SharePoint document. 3 Tap the link to open and view the document. Managing folders In your phone, you can select the folders that you want to synchronize with the Exchange Server. You can also create, rename or delete folders easily. To synchronize folders 1 Tap > Messaging > Outlook E-mail. 2 Tap Menu > Tools > Manage Folders. 3 Mark the check boxes for the folders that you want to synchronize. 4 Tap ok. You can quickly tap a folder twice to show its subfolders. Managing meeting requests When you schedule and send meeting requests from your phone, you can invite attendees to your meeting and check their status to know about their availability. When you receive a meeting request, you can reply by accepting or declining the request. The meeting request also clearly indicates whether or not there are conflicting or adjacent meetings. To reply to a meeting request 1 Tap > Messaging > Outlook E-mail. 2 Tap a meeting request e-mail to open it. 3 To check your availability during the time of the requested meeting, tap View your calendar. 4 Tap Accept to reply and accept the meeting request, or tap Menu > Decline if you cannot attend the meeting. 5 Choose whether or not to edit your response e-mail before sending, then tap ok. 6 An accepted meeting request is automatically added as an appointment in Calendar in your phone. If the time of the meeting conflicts with your other appointments, a Scheduling Conflict status appears on top of the e-mail. To view the list of meeting participants 1 Tap > Calendar. 2 Tap an appointment item to open it, then tap Attendees. When viewing a meeting that you have organized, the list shows who has accepted or declined the meeting if your company is using Microsoft Exchange Server 2007 or higher. To view contact information of the attendees 1 In the list of meeting participants, tap one attendee's name. 2 If the attendee is not in your contacts list, tap Company Directory to view the contact information. Finding Contacts in the Company Directory In addition to having contacts in your phone, you can access contact information from your organization's Company Directory. You can search using the following information as long as that information is included in the Company Directory: First name, Last name, E-mail name, Display name, E-mail address, or Office location. Access to the Company Directory is available only if your organization is running Microsoft Exchange Server 2003 SP2 or higher, and you have completed your first synchronization with the Exchange Server. To find contacts in the Company Directory 1 Synchronize with the Exchange Server if you have never done so. 2 Do any of the following: • Tap > Contacts > Menu > Company Directory. • In a new message, tap To:, or tap Menu > Add Recipient, then tap Company Directory. • In a new meeting request, tap Attendees, select Add Required Attendee or Add Optional Attendee, then tap Company Directory. 3 Enter part of or full contact name and tap Search. 4 In the search results list, tap a contact to select it. You can save a contact from the Company Directory to your phone by scrolling to the contact and then tapping Menu > Save to Contacts. 26 Company e-mails and appointments This is an Internet version of this publication. © Print only for private use.