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In iPad Tips and Tricks, author Christopher Breen provides expert tips for getting the most out of the Apple iPad (first generation) and iPad 2, including gesturing, typing, and adding content, as well as troubleshooting common device issues. The course explains how to download and manage apps, configure email accounts, create presentations, and set up videoconferences. The course also demonstrates both built-in and third-party solutions for opening and editing files, streaming video and audio wirelessly, and troubleshooting common device issues.
If you are typical iPad user, you will spend a lot of your time with the device reading, creating, and sending email. In order to do that, you need to set up an email account on your iPad. In this movie, we will learn how to do that. From the Home screen, tap the Settings icon. Now tap the Mail, Contacts, Calendar entry in the Settings screen. And in the Accounts section, tap Add Account. Note that you are not creating a new account on your iPad with a particular service. Rather, you are entering information for an account that you've previously created.
In the Add Account area, you will find that you have a number of options, including Microsoft Exchange, MobileMe, Gmail, Yahoo! Mail, AOL, and Other. The one you choose depends on the kind of email account you have. If you have a MobileMe, Gmail, Yahoo! Mail, or AOL account, setting up that account is very easy. Just tap the appropriate entry and in the sheet that appears, enter your name, email address, password for that email account and a description. For example, I have created a Gmail account with the address that is firstname.lastname@example.org.
So I tap Gmail, enter my name in the Name field, enter my email address, enter a password, and a description, and tap Next.
The iPad will then set about verifying my address and once it does that, it moves to a pane where I can see options for setting Mail, Calendars, and Notes. We'll leave Mail on and the others off and tap Save. MobileMe, Yahoo! Mail, and AOL all work the same way. You'll see that my Gmail account is now listed under the Accounts heading. If I tap that entry, I see the basics of my account in the window that appears. If I then tap the Account entry, I see more advanced options, including SMTP, which is the outgoing mail server.
When I tap SMTP, I can see information about the primary server as well as any Other SMTP servers that I've configured for other accounts. In this case, I haven't added any other, so we don't see them. If I go back and then tap Advanced, I see more arcane settings, for things like SSL, Authentication, IMAP Path Prefix, and the Server Port. Most of these are something you don't need to worry about. If you are setting this up for work, your IT professional could help you with that.
Let's leave here by tapping Done and Done again. Let's launch Mail and look at its accounts. Sure enough, the Gmail account I set up is in the list of accounts. All I have to do now is tap it and the messages appear in my Inbox. If I want to see all the messages for all my accounts, I return to the Mailboxes pane and I tap All Inboxes. Here all inbound messages appear, regardless of which account they were sent to.
This unified inbox, as it's called makes, it easier to read all your mail. Let's go back to Settings and see how to configure other accounts. Again, tap Mail, Contacts, Calendars if it's not already selected and then tap Add Account. Tap the other entry. In the pane that appears, tap Add Mail Account. It's in this area that you configure an account that doesn't fit one of the entries we've already seen--your email account at work, for example. In the sheet that appears, you start just as you have before, with your name, email address, password, and description, and when I've filled everything in, I tap Next.
Because the iPad can't automatically configure the account, as could be the case with your work email account, it has to ask for more information. It starts by doing so by displaying the IMAP and POP tabs. You don't need to understand what IMAP and POP email accounts are. The gist is that IMAP accounts store email on an Internet server that's accessible from any computer and POP account store email on your computer after you've downloaded it from the server. But you do need to know whether you have an IMAP account or a POP account. Given that you've probably set up an email account on your computer, you likely have a good idea which you have.
Regardless of the kind of account you have, you'll need to know the host name of the incoming and outgoing mail servers. This is often something like mail.example.com for the incoming mail server and smtp.example.com for the outgoing mail server, but sometimes it can be more complicated, as is the case here. In this case, we're going to set up a POP account. So I tap POP, and then I need to enter information for the host name. Again, I need my username, but fortunately I can copy and paste it.
So I will go up to the Address field here, tap Select All, Copy, move down to the User Name field in the Incoming Mail Server area and tap Paste. I also need the name of my outgoing mail server, and in this case it's the same as the incoming mail server. So I will tap and hold on it, select all, copy, tap in the Host Name, paste and I should be set to go. To find out for sure, I will now tap Save.
Once again, the iPad verifies the account, and once it's verified, you switch back to the Mail, Contacts, Calendars area, and you'll see that your email account has been added. Now, suppose that your account requires some special settings, an out-of-the- ordinary server port, for example, and that's no problem. If you have a POP account, just tap your account, flick down the sheet, and tap Advanced. In the area that appears, you can make choices about the incoming mail server, determine if and when deleted mail is completely removed from your account, you can switch SSL, which is a security setting on or off, change the way your account is authenticated--your ISP or IT person can tell you that--and determine if and when email is removed from the server. You can also choose a server port.
In this case, we are going to leave the setting as Delete from server Never. What this means is that I can use multiple computers or iOS devices and I can check for my email on there and any one of those devices, that mail will seem new to that device and then download to it. If instead I were to check When removed from Inbox or Seven days, when one of those events occurs, the email will be deleted from the server, and it will only exist on my computer. Those are the options for a POP account.
If you need to configure the SMTP server settings, return to the Account Information sheet and tap SMTP. Under the Primary Server Setting, tap the Outgoing Mail Server. In this sheet, you can make changes that you like. For example, you can change the server port. We don't want to do that, so we tap Cancel. Now let's return to the SMTP sheet because there's something good here. If you have more than one email account, you will see all your accounts' SMTP servers listed in the Other SMTP Servers area.
If you can't send email from the primary SMTP server, it's a good idea to tap on those other servers and turn them on. So, for example, let's turn on our Gmail server and tap done. This instructs the iPad to use those outgoing mail servers if the primary server fails. That failure can happen if you're trying to send email from an Internet cafe or hotel if that cafe or hotel blocks certain outgoing mail ports. Note that when possible, it's best to use the primary server. But if you can't, this is worth a try.
Also note that it can take a little longer for your mail to be sent as the iPad runs down the list of available servers. Let's look at our Gmail server once again. You'll notice that the outgoing server port is 587. This is the commonly used public SMTP server, port one that many places don't block. This ability to send mail from just about any location is one good reason to have a Gmail account. Now, back to the Add Account area.
One entry we haven't looked at is Microsoft Exchange. When we talked about syncing contacts and calendars with the Google and MobileMe, I set up an Exchange account, but that's just one example of an Exchange account. If you have an Exchange account through your business, talk to an IT representative about the settings you need to configure Exchange properly on your iPad. And with that, you have everything you need to know to configure email accounts on your iPad.
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