Palm m125 Handbook

Handbook
for
Palm™ m100 Series Handhelds

Copyright

Copyright © 1998-2001 Palm, Inc. All rights reserved. Graffiti, HotSync, PalmConnect,
PalmModem and Palm OS are registered trademarks, and the HotSync logo, Palm, and
the Palm logo are trademarks of Palm, Inc. Other product and brand names may be
trademarks or registered trademarks of their respective owners.

Disclaimer and Limitation of Liability

Palm, Inc. and its subsidiaries assume no responsibility for any damage or loss resulting
from the use of this handbook.

Palm, Inc. and its subsidiaries assume no responsibility for any loss or claims by third
parties which may arise through the use of this software. Palm, Inc. and its subsidiaries
assume no responsibility for any damage or loss caused by deletion of data as a result
of malfunction, dead battery, or repairs. Be sure to make backup copies of all important
data on other media to protect against data loss.

Important: Please read the End User Software License Agreement with this product
before using the accompanying software program(s). Using any part of the software
indicates that you accept the terms of the End User Software License Agreement.

HotSync® Cradle and Adapters and
Software Download Available

The HotSync® cradle/cable supplied with your handheld fits a USB connector. If you
do not have a USB port available on your computer, you can order a 9-pin serial cradle
and the following types of adapters: 25-pin serial adapter (for use with Windows
computers), or a Macintosh serial adapter. To order a HotSync cradle or adapters, go to
the web site: http://www.palm.com.

Palm™ Desktop software is supplied on a CD-ROM disc. If you do not have access to a
CD-ROM drive for your computer, you can download the Palm Desktop software from
http://www.palm.com.

P/N: 406-3352A-US

Page ii Handbook for Palm™ m100 Series Handhelds

Contents

About This Book ................................................................. 1

Chapter 1: Introduction to Your Handheld ......................... 3

Getting to know your Palm m100 series handheld ......................... 3

What is a Palm m100 series handheld?.......................................... 3

System requirements ........................................................................ 4

Palm m100 series components ........................................................ 5

Upgrading from another Palm OS handheld................................... 8

Preparing to use your handheld ........................................................ 8

Using the protective flip cover ........................................................ 9

Changing the face plate .................................................................. 10

Installing the batteries .................................................................... 11

Palm Desktop software .................................................................. 12

Using your handheld with another PIM ..................................... 16

Tapping and typing ........................................................................... 16

Tap with the stylus to get things done......................................... 16

Elements of the handheld interface .............................................. 17

Opening applications ..................................................................... 19

Using menus .................................................................................... 20

Entering data.................................................................................... 22

Customizing your handheld............................................................. 26

Chapter 2: Entering Data in Your Handheld ..................... 29

Using Graffiti writing to enter data ................................................. 29

Writing Graffiti characters ............................................................. 29

Graffiti tips ....................................................................................... 31

The Graffiti alphabet....................................................................... 32

Writing capital letters ..................................................................... 33

Writing numbers ............................................................................. 33

Graffiti numbers .............................................................................. 34

Writing punctuation marks ........................................................... 34

Additional Graffiti punctuation.................................................... 35

Writing symbols and extended characters .................................. 35

Writing accented characters .......................................................... 35

Accent strokes.................................................................................. 36

Contents Page iii

Additional non-English characters ...............................................36

Navigation strokes...........................................................................36

Graffiti ShortCuts ............................................................................37

Using the onscreen keyboard ............................................................38

Using Note Pad ................................................................................... 38

Using your computer keyboard........................................................39

Importing data..................................................................................... 39

Importing data from a Windows computer ................................ 39

Importing data from a Macintosh .................................................40

Chapter 3: Managing Your Applications........................... 43

Using the Applications Launcher.....................................................43

Selecting applications......................................................................43

Switching between applications....................................................43

Categorizing applications...............................................................43

Changing the Applications Launcher display.............................44

Choosing preferences ......................................................................... 45

Installing and removing applications ..............................................46

Installing add-on applications .......................................................46

Removing applications ...................................................................50

Removing Palm Desktop software................................................51

Security.................................................................................................52

Assigning a password.....................................................................52

Changing or deleting a password .................................................53

Locking your handheld ..................................................................54

Recovering from a forgotten password........................................57

Chapter 4: Using Expansion Features ............................... 59

Inserting an expansion card ..............................................................59

Removing an expansion card ............................................................60

Opening expansion card applications ............................................. 60

Switching between your handheld and an expansion card .........61

Copying applications to an expansion card....................................61

Deleting applications from an expansion card...............................62

Card Info ..............................................................................................63

Reviewing card information ..........................................................63

Renaming a card .............................................................................. 64

Formatting a card ............................................................................64

Card Info menus ..............................................................................64

Page iv Handbook for Palm™ m100 Series Handhelds

Chapter 5: Using Your Basic Applications ....................... 67

Overview of basic applications ........................................................ 67

Date Book ......................................................................................... 67

Address Book................................................................................... 68

To Do List ......................................................................................... 69

Note Pad ........................................................................................... 70

Memo Pad ........................................................................................ 71

Calculator ......................................................................................... 71

Clock ................................................................................................. 72

Common tasks .................................................................................... 72

Creating records .............................................................................. 72

Editing records ................................................................................ 73

Deleting records .............................................................................. 75

Purging records ............................................................................... 76

Exchanging and updating data: HotSync operations ................ 77

Beaming information ...................................................................... 82

Categorizing records ...................................................................... 84

Finding information........................................................................ 88

Sorting lists of records .................................................................... 91

Making records private .................................................................. 93

Attaching notes................................................................................ 96

Choosing fonts................................................................................. 96

Reviewing Reminders .................................................................... 98

Application-specific tasks ................................................................. 99

Date Book ......................................................................................... 99

Address Book................................................................................. 113

To Do List ....................................................................................... 119

Note Pad ......................................................................................... 124

Memo Pad ...................................................................................... 128

Calculator ....................................................................................... 130

Clock ............................................................................................... 132

Chapter 6: Advanced HotSync® Operations ................... 135

Selecting HotSync setup options .................................................... 135

Customizing HotSync application settings .................................. 141

IR HotSync operations..................................................................... 143

Preparing your computer for infrared communication .......... 144

Configuring HotSync Manager for infrared communication. 144

Performing an IR HotSync operation......................................... 146

Returning to cradle/cable HotSync operations ........................ 147

Conducting a HotSync operation via modem.............................. 148

Preparing your computer ............................................................ 148

Preparing your handheld............................................................. 151

Contents Page v

Selecting the conduits for a modem HotSync operation .........152

Performing a HotSync operation via a modem.........................153

Using File Link ..................................................................................153

Creating a user profile......................................................................153

Chapter 7: Setting Preferences for Your Handheld ........ 157

Viewing preferences .........................................................................157

Buttons preferences ..........................................................................158

Pen preferences ..............................................................................159

HotSync buttons preferences .......................................................160

Digitizer preferences ........................................................................ 161

Formats preferences .........................................................................161

Country default..............................................................................161

Time, date, week start, and numbers formats ...........................162

General preferences .......................................................................... 162

Auto-off delay ................................................................................162

System, alarm, and game sounds................................................163

Beam Receive..................................................................................163

Date and Time preferences.............................................................. 164

Connection preferences....................................................................164

Editing connections .......................................................................165

Network preferences and TCP/IP software .................................166

Selecting a service..........................................................................167

Entering a user name ....................................................................167

Entering a password .....................................................................168

Selecting a connection ................................................................... 168

Adding telephone settings ...........................................................169

Connecting to your service...........................................................171

Creating additional service templates ........................................172

Adding detailed information to a service template..................172

Login scripts ...................................................................................175

Creating a login script on your handheld..................................176

Plug-in applications ......................................................................178

Deleting a service template ..........................................................178

Network preferences menu commands .....................................178

TCP/IP troubleshooting ...............................................................179

Owner preferences............................................................................180

ShortCuts preferences ......................................................................181

Creating a ShortCut.......................................................................181

Editing a ShortCut.........................................................................182

Deleting a ShortCut .......................................................................182

Page vi Handbook for Palm™ m100 Series Handhelds

Appendix A: Maintaining Your Handheld ....................... 183

Caring for your handheld ............................................................... 183

Battery considerations ..................................................................... 184

Resetting your handheld ................................................................. 185

Performing a soft reset ................................................................. 185

Performing a hard reset................................................................ 186

Appendix B: Frequently Asked Questions ...................... 191

Software installation problems....................................................... 192

Operating problems ......................................................................... 193

Tapping and writing problems ...................................................... 195

Application problems ...................................................................... 196

HotSync problems ............................................................................ 197

Beaming problems............................................................................ 205

Password problems.......................................................................... 206

Technical support ............................................................................. 207

Appendix C: Non-ASCII Characters for Login Scripts .... 209

Use of ^char ...................................................................................... 209

Carriage return and line feed ......................................................... 209

Literal characters .............................................................................. 209

Product Regulatory Information...................................... 211

Index ................................................................................ 215

Contents Page vii

Page viii Handbook for Palm™ m100 Series Handhelds

About This Book

Welcome to the Palm™ m100 series handheld. This handbook is
designed to help you get up and running quickly on your handheld.
It describes all you need to know about how to use your handheld and
the applications that come with it.

It walks you through:

■

Locating all the parts of your handheld

■

Viewing and entering data

■

Working with expansion cards

■

Using your handheld with your computer

■

Personalizing your handheld with your own preference settings

After you become familiar with the basic functionality of your
handheld, you can use the rest of this handbook as a reference for less
common tasks, for maintaining your handheld, and also as a source of
information if you have problems operating it.

About This Book Page 1

Page 2 About This Book

Chapter 1

Introduction to Your
Handheld

This chapter explains the physical buttons and controls on your
Palm™ m100 series handheld, how to use your handheld for the first
time, how to add expansion cards to your handheld, and how to use
HotSync
Desktop software.

Getting to know your Palm m100 series handheld

What is a Palm m100 series handheld?

Palm m100 series handhelds will help you stay organized and on time,
and keep up with daily tasks while you are away from your desk. Use
your new handheld to do the following:

■

■

■

■

■

■

■

■

■

®

technology to synchronize your handheld and Palm™

Enter your schedule in Date Book

Keep all your contact names, addresses, and phone numbers in
Address Book

Prioritize and assign your tasks a due date in To Do List

Jot quick notes directly on the screen in Note Pad

Set alarms from Clock, Date Book, and Note Pad, to keep yourself
on schedule and remind yourself of appointments and notes

Synchronize your data with Palm Desktop software on your
Windows or Macintosh computer so you always have a copy

Insert MultiMediaCard (MMC) or Secure Digital (SD) cards to add
additional software or memory, or to back up your data

Attach and use peripheral hardware devices, such as a modem

Beam information to another Palm OS® handheld that is close by
and has an IR (infrared) port

Chapter 1 Page 3

System requirements

To install and operate Palm Desktop software, your computer system
must meet the following requirements:

Minimum requirements: Windows

■

IBM-compatible Pentium-class computer

■

Windows 98/Me/2000 (Windows 95/NT operating systems
require a serial cradle/cable, sold separately)

■

16 MB RAM (64 MB recommended with Windows 2000)

■

30 MB available hard disk space

■

VGA monitor or better (the
display; for best results, use High Color:16 bit)

■

CD-ROM drive (you can also download the Palm Desktop
software from

■

Mouse

■

One USB port or available serial port (serial cradle/cable sold

http://www.palm.com

separately)

Minimum requirements: Macintosh

■

Apple Macintosh or compatible with a Power PC processor

■

Mac OS 8.5.1 to 9

■

One USB port or available serial port (serial cradle/cable and
adapters sold separately)

■

25 MB available hard disk space

■

6 MB free RAM

Quick Tour

)

requires 256-color video

Optional equipment

■

Modem (such as an add-on modem accessory)

■

Printer (compatible with your computer and its operating system)

■

Infrared communication device

■

MultiMediaCard (MMC) or Secure Digital (SD) expansion cards
(sold separately)

■

HotSync cable, which enables you to perform HotSync operations
without your cradle (sold separately, available with either a USB or
serial connector)

Page 4 Introduction to Your Handheld

Palm m100 series components

Locating front panel controls

Power button/
Backlight control

Scroll buttons/
Clock control

Screen

Graffiti

writing area

Changeable
face plate

Power
button/
Backlight
control

Screen

Graffiti®
writing area

Application buttons

Turns your handheld on or off and controls the
backlight feature. If your handheld is turned off,
pressing the power button turns the unit on and
returns you to the last screen you viewed.

If your handheld is turned on, pressing the power
button turns the unit off. Pressing the power button
for about two seconds turns the backlight on or off.

Displays the applications and information stored in
your handheld. It is touch-sensitive and responds to
the stylus.

The area where you write letters and numbers using
the Graffiti

®

alphabet. See Chapter 2 to learn how to

write Graffiti characters.

Chapter 1 Page 5

Application
buttons

Activates the individual handheld applications that
correspond to the icons on the buttons: Date Book,
Address Book, To Do List, and Note Pad. If your
handheld is turned off, pressing any application
button activates the handheld and opens the
corresponding application. This is the fastest way to
open an application.

Tip:

See “Buttons preferences” in Chapter 7 for
details on reassigning these buttons to
activate any application on your handheld.

Scroll
buttons/
Clock
control

Displays text and other information that extends
beyond the handheld screen area.

When your handheld is on, pressing the lower
button scrolls down to view information below the
viewing area, and pressing the upper button scrolls
up to view information above the viewing area.

When your handheld is off, pressing the top button
displays the time. Holding down the top button for a
few seconds turns on the backlight so you can see the
time if lighting conditions are poor.

Changeable
face plate

Protects your handheld and enables you to
personalize your handheld’s appearance.

Using the backlight

If lighting conditions make it difficult for you to see the information
on your handheld, you can use the backlight to illuminate your screen.

To activate the backlight:

■

Press the power button and hold it down for about two seconds.
Release the button when the backlight turns on.

Tip:

In addition, you can assign the full-screen pen stroke to activate
the backlight. See “Pen preferences” in Chapter 7 for details.

To turn off the backlight:

■

Press and hold the power button for about two seconds. The
backlight also turns off automatically (after a period of inactivity)
with the Auto-off feature. See “Auto-off delay” in Chapter 7 for
more information.

Page 6 Introduction to Your Handheld

Locating back panel components

Stylus

Face plate tab

IR port

Reset button

Universal
connector

Stylus

Face plate tab

IR port

Expansion card
slot

Expansion
card slot

Battery door

Serves as a pointing and writing device for
navigating through applications and entering
data on your handheld. To use the stylus, slide it
out of the storage slot and hold it as you would a
pen or pencil.

Releases the face plate so you can personalize the
appearance of your handheld with another face
plate (sold separately).

Uses infrared technology to transmit data to and
receive data from other Palm OS handhelds, and
to perform HotSync operations. See “Common
tasks” in Chapter 5 and “IR HotSync operations”
in Chapter 7 for more information.

Accepts MultiMediaCard (MMC) or Secure
Digital (SD) expansion cards, enabling you to
add more memory or applications. You can also
back up data to an expansion card.

Battery door

Reset button

Secures the batteries that power your handheld.

Under normal use, you should not have to use
the reset button. See Appendix A for information
about when and how to use the reset button.

Chapter 1 Page 7

Universal
connector

Connects your handheld to the cradle/cable,
which in turn connects to the back of your
computer. This allows you to update the
information between your handheld and
computer using HotSync technology.

The universal connector also connects peripheral
hardware devices, such as a modem, to your
handheld.

Upgrading from another Palm OS handheld

If you already own a Palm OS handheld, you must install the version
of Palm Desktop software that comes with your new handheld. To
upgrade quickly and easily, perform the tasks described in the
following sections. Some tasks are specifically for upgrading.

Preparing to use your handheld

Before you begin using your handheld and Palm Desktop software,
you must complete a few easy installation tasks.

To use your handheld and Palm Desktop software, complete the following:

■

(If upgrading) Perform a HotSync operation using your old
handheld and cradle/cable. This ensures all data on your
handheld is on your desktop computer.

■

Connect the HotSync cradle/cable that comes with your Palm
m100 series handheld to your computer. See “Connecting the
HotSync cradle/cable” later in this chapter for details.

■

(If upgrading) You may want to create a copy of your old Palm
Desktop software folder and its contents before installing your
new Palm Desktop software. If you do this, rename the copied
folder (for example, Palm Old), and store it outside the Palm
Desktop software folder. This step is optional.

■

Install the Palm Desktop software that comes with your Palm m100
series handheld. See “Installing Palm Desktop software” later in
this chapter for details.

Page 8 Introduction to Your Handheld

■

Perform a HotSync operation. See “Exchanging and updating data:
HotSync operations” in Chapter 5 for details

■

(If upgrading) Rename your old handheld. To prevent unexpected

.

results during HotSync operations, each handheld must have a
unique name. We recommend that you perform a hard reset on
your old handheld. See “Performing a hard reset” in Appendix A
for details.

Using the protective flip cover

The flip cover protects your handheld screen when it is not in use. The
window in the cover enables you to quickly view the time and alarm
reminder messages when your handheld cover is closed. To view the
time, press the top scroll button which is accessible through the hole
at the bottom of the cover.

You can open the cover so that it rests on the back of your handheld,
or remove it altogether.

To remove the cover:

1. Open the cover and grasp the hinge with your thumb.

2. Gently rock the cover from one side to the other until the hinge
prongs release from the slots on the top edge of your handheld.

Chapter 1 Page 9

To reattach the cover:

■

Align the hinge prongs with the slots on the top edge of your
handheld, and then insert one prong at a time until the prongs lock
inside the slots.

Changing the face plate

You can personalize the appearance of your handheld by changing the
face plate. For information about face plate accessories, visit the web

http://www.palm.com

site

To remove the face plate:

1. Remove the flip cover.

2. Lift the face plate tab slightly to separate it from your handheld
and pull the existing face plate away from your handheld.

.

Face plate tab

Page 10 Introduction to Your Handheld

To attach the face plate:

1. Align the bottom edge of the new face plate with the slot on the
bottom edge of your handheld.

2

1

2. Gently press the top of the face plate onto your handheld until it
clicks into position.

Installing the batteries

To use your handheld, you must install two AAA alkaline batteries.
The batteries fit behind the battery door on the back of the handheld.
See “Battery considerations” in Appendix A for more information.

To install the batteries:

1. Press the latch on the battery door and lift the battery door away
from your handheld.

Press tab to open
battery door

Chapter 1 Page 11

2. Install the two AAA alkaline batteries supplied with your
handheld into the battery compartment.

Note:

A diagram in the interior of the battery compartment
shows + and - ends of the batteries. When correctly
installed, the clips in the battery compartment secure the
batteries in place.

3. Insert the battery door back into place so that it is flush with the
back of your handheld and “clicks” into position.

Important:

Do not force the battery door. When the batteries are
correctly installed, the battery door clips smoothly
into place. If you feel resistance when replacing the
door, make sure the door is aligned with the slots on
the back of your handheld, and that the batteries are
firmly seated in the battery compartment.

Palm Desktop software

Palm Desktop software extends many of the functions of your
handheld to your computer and serves to back up all your data.
Viewing and editing your data using Palm Desktop software is
optional. However, when you use it with your handheld and the built­in HotSync technology, you can fully synchronize the information on
your handheld with the information on your computer.

It is a good idea to back up your data in case something happens to the
data on your handheld. Changes you make on your handheld or Palm
Desktop software appear in both places after you synchronize.

With Palm Desktop software, you can do the following:

■

Work with your handheld applications on your computer. Palm
Desktop software duplicates the Date Book, Address Book, To Do
List, and Memo Pad applications on your handheld, so you can
view, enter, and modify any data stored on your handheld. (You
cannot modify Note Pad data in Palm Desktop software.)

■

Back up the data stored on your handheld with HotSync
technology and synchronize the data on your Palm Desktop
software. Synchronization is a one-step procedure that ensures
your data is always safe and up-to-date. See “Exchanging and
updating data: HotSync operations” in Chapter 5 for more
information.

Page 12 Introduction to Your Handheld

■

Import and export data, so you can easily transfer data from other
desktop applications into Date Book, Address Book, To Do List,
and Memo Pad. See “Importing data” in Chapter 2 for more
information.

■

Print your Date Book, Address Book, To Do List, and Memo Pad
information on any printer.

Connecting the HotSync cradle/cable

Important:

1. Shut down and turn off your computer.

2. Plug the USB connector on the cradle/cable into a USB port on
your computer.

3. If you are using a cable, plug the other end into the universal
connector on the handheld.

The HotSync cradle/cable supplied with your handheld
fits a USB connector. If your computer does not have a
USB port, or if you are using Windows 95, Windows NT,
or an older Macintosh, you can order a serial cradle/cable
and a 25-pin serial adapter, if necessary, from

http://www.palm.com

. Follow the documentation that
accompanies the serial cradle/cable before attempting to
complete the installation tasks.

Chapter 1 Page 13

Installing Palm Desktop software

The following instructions guide you through installing Palm
Desktop software. After installation, refer to the online Help in Palm
Desktop software, the
Windows users), and the

Guide

located in the Documentation folder in the Palm Desktop folder.

To ensure a safe and uninterrupted installation of Palm Desktop
software, please print these instructions or refer to
the following before installing:

■

Turn off your computer and connect the HotSync cradle/cable
to it.

■

not

Do

simply copy the Palm Desktop software files to your
computer’s hard disk. You must use the installer to place the files
in their proper locations and to decompress the files.

To install Palm Desktop software on a Windows computer:

1. Turn on your computer.

2. Exit any open programs, including those that run automatically at
startup such as Microsoft Office, and disable any virus-scanning
software.

3. Insert the Palm Desktop software CD-ROM into the computer’s
CD-ROM drive.

Quick Tour

in Palm Desktop software (for

Palm Desktop Software for the Macintosh User’s

Read This First

. Do

4. Follow the onscreen instructions to complete the installation.
During installation you may be asked to connect your handheld to
the HotSync cradle/cable.

Page 14 Introduction to Your Handheld

Shown with a HotSync
cradle. Some models
use a cable in place of
the cradle.

To install Palm Desktop software on a Macintosh computer:

1. Turn on your Macintosh.

2. Insert the Palm Desktop software CD-ROM into your Macintosh’s
CD-ROM drive.

3. Double-click the Palm Desktop CD icon.

4. Double-click the Installer icon to begin the installation procedure.

5. Follow the onscreen instructions to complete the installation.

Shown with a HotSync
cradle. Some models
use a cable in place of
the cradle.

Chapter 1 Page 15

Using your handheld with another PIM

If you prefer to use another personal information manager (PIM), such
as Microsoft Outlook, you still need to install Palm Desktop software
in order to add HotSync Manager, the connection software, and other
features of Palm Desktop software to your computer. The connection
software, called a conduit, lets you synchronize the data between your
handheld and your PIM. The conduit for Microsoft Outlook is
included on the Palm Desktop software CD-ROM (Windows only);
however you must install it in addition to the Palm Desktop software.
For information on the availability of conduit software for the PIM
you use, contact the vendor of your PIM or visit the web site

http:/ /w ww.pa lm .com

.

Tapping and typing

Tap with the stylus to get things done

Like using a mouse to click elements on a computer screen, using the
stylus to tap elements on your handheld screen is the basic action that
gets things done on your handheld.

The first time you start your handheld, setup instructions appear on
the screen. These instructions include a calibration screen. Calibration
aligns the internal circuitry of your handheld with its touch-sensitive
screen so that when you tap an element on the screen, the handheld
can detect exactly which task you want to perform.

Important:

Always use the point of the stylus for tapping or making
strokes on the handheld screen. Never use an actual pen,
pencil, or other sharp object to write on the handheld
screen.

With your handheld turned on, you can tap the handheld screen to do
many operations, such as the following:

■

Open applications

■

Choose menu commands

■

Initiate a Find operation to search through applications installed
on your handheld for specific text (Find operations do not search
through applications on expansion cards)

■

Select options in dialog boxes

■

Open the onscreen keyboards

Page 16 Introduction to Your Handheld

Just as you can drag the mouse to select text or move objects on your
computer, you can also drag the stylus to select text. You can also use
the stylus to drag the slider of any scroll bar.

Elements of the handheld interface

Menu
bar

Icons

Menu bar

A set of commands that are specific to the
application. Not all applications have a menu bar.

Icons

Tap the icons to open applications , menus ,
Calculator , and to find text anywhere in your
data .

Contrast
control

Tap the Contrast icon to open the Adjust Contrast
dialog box. Tap to the left or right of the slider to
adjust the contrast in small increments or drag the
slider to change the contrast in large increments. You
can also press the up and down scroll buttons to
adjust the contrast.

Clock

abc

Tap the Clock icon to display the time and date.

With the cursor in an input field, tap the dot to
activate the alphabetic keyboard.

123

With the cursor in an input field, tap the dot to
activate the numeric keyboard.

Chapter 1 Page 17

Check
box

Previous/next arrows

Pick list

Command
button

Check box

Command
buttons

Next/
previous
arrows

Pick list

Scroll bar

Scroll
bar

When a check mark appears in a check box, the
corresponding option is active. If a check box is
empty, tapping it inserts a check mark. If a check box
is checked, tapping it removes the check mark.

Tap a button to perform a command. Command
buttons appear in dialog boxes and at the bottom of
application screens.

Tap the left and right arrows to display the previous
and next record; tap the up and down arrows to
display the previous and next page of information.

Tap the arrow to display a list of choices, and then tap
an item in the list to select it.

Drag the slider, or tap the top or bottom arrow, to
scroll the display one line at a time. To scroll to the
previous page, tap the scroll bar just above the slider.
To scroll to the next page, tap the scroll bar just below
the slider.

You can also scroll to the previous and next pages by
pressing the upper and lower scroll buttons on the
front panel of your handheld.

Page 18 Introduction to Your Handheld

Opening applications

You can use the Applications Launcher to open any application
installed on your handheld. You can also open Date Book, Address
Book, To Do List, and Note Pad with the application buttons on the
front panel of your handheld.

Applications
Launcher

Date Book Note Pad

Address Book

Tip:

When you press an application button on the front panel, you

To Do List

have instant access to the selected application. You don’t even
need to turn on your handheld first.

In addition to providing a way for you to open applications, the
Applications Launcher displays the current time, battery level, and
application category.

To open an application on your handheld:

1. Tap the Applications icon .

2. Tap the icon of the application that you want to open. If you have
many applications installed on your handheld, tap the scroll bar to
see all of your applications.

Tip:

To find an application quickly, you can write the Graffiti
character for the first letter of its name. The Applications
Launcher scrolls to the first application with a name that

Chapter 1 Page 19

begins with that letter. You can also assign application icons
to different categories. See “Categorizing applications” in
Chapter 3.

Note:

You can also use applications on expansion cards. See
“Opening expansion card applications” in Chapter 4.

Using menus

Menus on your handheld are easy to use. Once you have mastered
them in one application, you can use them the same way in all other
applications.

The menus of each application are illustrated in the section on that
application in Chapter 5. The Edit menu is described in “Editing
records”in Chapter 5.

To open the menu bar:

1. Open an application (such as Memo Pad).

2. Do one of the following:

Tap the Menu icon .

Tap on the inverted title area at the top of the screen.

Tap the title area

Tap the Menu icon

In this example, three menus are available: Record, Edit, and Options.
The Record menu is selected and contains the commands New Memo,
Delete Memo, and Beam Memo.

Page 20 Introduction to Your Handheld

Choosing a menu

After you open the menu bar for an application, tap the menu that
contains the command you want to use.

The menus and menu commands that are available depend on the
application that is currently open. Also, the menus and menu
commands vary depending on

which part

of the application you’re
currently using. For example, in Memo Pad, the menus are different
for the Memo list screen and the Memo screen.

Graffiti menu commands

Most menu commands have an equivalent Graffiti Command stroke,
which is similar to the keyboard shortcuts used to execute commands
on computers. The command letters appear to the right of the
command names.

Menu commands

Command letters

Draw the Command stroke anywhere in the Graffiti area. When you
draw the Command stroke, the Command toolbar appears just above
the Graffiti writing area to indicate that you are in Command mode.

Command

CutUndo Copy Paste Beam Delete

Chapter 1 Page 21

The command toolbar displays context sensitive menu commands for
the current screen. For example, if text is selected the menu icons
displayed may be undo, cut, copy, and paste. Tap on an icon to select
the command, or immediately write the corresponding command
letter for an appropriate command in the Graffiti writing area.

For example, to choose Select All in the Edit menu, draw the
Command stroke, followed by the letter “s.”

Note:

Command mode is only active for a short time, so you must
tap an icon or write the command letter immediately to choose
the menu command.

Displaying online tips

Many of the dialog boxes that appear on your handheld contain an
online Tips icon in the upper-right corner. Online tips anticipate
questions you have in a dialog box, provide shortcuts for using the
dialog box, or give you other useful information.

To display an online tip:

1. Tap the Tips icon .

2. After you review the tip, tap Done.

Entering data

There are several ways to enter data into your handheld:

■

Using the onscreen keyboard

■

Using Graffiti writing

■

Using Note Pad

■

Entering or importing data in Palm Desktop software and then
synchronizing with your handheld

Page 22 Introduction to Your Handheld

■

Using an external keyboard attached to the universal connector

■

Beaming data from another Palm OS handheld that is close by and
has an infrared port. See “Beaming information” in Chapter 5 for
details.

Onscreen keyboard

When you create or edit a record in an application such as Address
Book, you can open the onscreen keyboards to enter data.

Tap here for
alphabetic keyboard

Tap here for numeric
keyboard

After a keyboard is open, you can tap to open any of the other
keyboards, including the international keyboard. See “Using the
onscreen keyboard” in Chapter 2 for more information.

Alpha

Tab

Caps

Caps shift

Numeric

Tap here to display
numeric keyboard

Tap here to display
alphabetic keyboard

Backspace

Carriage return

International

Tap here to display
international keyboard

Chapter 1 Page 23

Graffiti writing

Your handheld includes Graffiti writing software as the primary
system for entering text and numbers. With Graffiti writing, you write
simple strokes with the stylus and they are instantly recognized as
letters or numbers.

Write letters here

Division marks

The Palm Desktop software CD-ROM includes Giraffe, a game you
can use to practice Graffiti writing. See “Installing and removing
applications” in Chapter 3 for installation instructions. The Memo Pad
application is ideal for practicing Graffiti writing. This section
explains how to open Memo Pad and use it to practice Graffiti writing.

To open Memo Pad:

1. Tap the Applications icon .

2. Tap the Memo Pad icon .

3. Tap New.

Note:

A blinking cursor appears on the first line of the new memo
to indicate where the new text will appear.

Write numbers here

New
memo
cursor

Tap
New

Write in
Graffiti
area

See “Using Graffiti writing to enter data” in Chapter 2 for details.

Page 24 Introduction to Your Handheld

Note Pad

The Note Pad application provides a place where you can write a
quick note in your own handwriting directly on your handheld
screen. Think of Note Pad as a virtual “sticky pad” for short notes.
Later, you would transfer your “sticky” notes to a more permanent
place by entering the information in the appropriate application, or
throw them away by deleting them. See “Note Pad” in Chapter 5 for
more information and instructions.

Using Palm Desktop software

If you have new records you want to add to your handheld and prefer
to use the computer keyboard rather than Graffiti writing or the
onscreen keyboard, enter the data in Palm Desktop software or the
PIM you have installed to use with your handheld. For details on
entering information in Palm Desktop software, refer to the online
Help in Palm Desktop software, the
software (for Windows users), and the

Macintosh User’s Guide

Palm Desktop folder.

After the information is in Palm Desktop software, perform a HotSync
operation to synchronize your handheld with your computer. See
“Exchanging and updating data: HotSync operations” in Chapter 5 for
more information.

located in the Documentation folder in the

Quick Tour

Palm Desktop Software for the

in Palm Desktop

Importing data

If you already have data in a database on your computer, you can
import it into Palm Desktop software. You can import data stored in
computer applications such as spreadsheets and databases, or from
another Palm OS handheld. When you import data, you transfer the

Chapter 1 Page 25

records to your handheld without having to enter them manually. See
“Importing data” in Chapter 2 for more information.

Using an external keyboard

You can connect an optional keyboard accessory to the universal
connector on your handheld so you can type data directly into your
handheld. External keyboards are very helpful when you need to
enter large amounts of data quickly and accurately while you are
away from your computer. For additional information about this
optional accessory, visit the web site

http://www.palm.com

.

Customizing your handheld

You can customize your handheld by using the Preferences
application. You can enter personal information such as your name
and address; change the time, date, and time zone; view different date
and time formats when you travel; turn off sounds; and configure
your handheld to work with a modem. See Chapter 7 for details.

To open the Preferences screens:

1. Tap the Applications icon .

2. Tap the Preferences icon .

3. Tap the category pick list in the upper-right corner of the screen.

4. Tap the Preferences category you want to view.

The following procedures for setting the date give you an example of
how to customize your handheld.

You make changes to the date and time in Date and Time preferences.

Page 26 Introduction to Your Handheld

To set the date:

1. Tap the Set Date box.

2. Tap the arrows to select the current year.

Tap
arrows
to
select
year

Tap to
select
month

Tap to set date

Tap to select date

3. Tap a month.

4. Tap the current date.

To set the time:

1. Tap the Set Time box.

2. Tap the up or down arrows to change the hour.

3. Tap each number of the minute, and then tap the arrows to change

them.

4. Tap OK.

Chapter 1 Page 27

To set the time zone:

1. Tap the Set Time Zone box.

2. Tap a time zone.

Tip:

When you travel, changing the time zone setting to a new
time zone automatically resets the date and time on your
handheld, but it does not change the time of appointments
set in Date Book.

3. Tap OK.

To set the daylight saving switch:

■

Tap the Daylight Saving pick list, and then tap Off or On.

Page 28 Introduction to Your Handheld

Chapter 2

Entering Data in Your
Handheld

This chapter explains how to enter data into your handheld by writing
with the stylus in the Graffiti
keyboard, by using the computer keyboard, or by importing data from
another application.

®

writing area, by using the onscreen

Using Graffiti writing to enter data

Chapter 1 introduced Graffiti writing and briefly described how to use
it to enter text in your applications. In this section, you learn the
procedures for creating letters, numbers, punctuation, and symbols,
as well as some Graffiti tips and tricks.

Writing Graffiti characters

Most people find they can enter text quickly and accurately with only
minutes of practice. Graffiti writing includes any character you can
type on a standard keyboard. The Graffiti strokes closely resemble the
uppercase letters of the regular alphabet, which makes Graffiti writing
easy to learn.

There are four basic concepts for success with Graffiti writing:

■

If you draw the character shape exactly as shown in the tables later
in this chapter (like the shapes shown in the following diagram),
you achieve 100% accuracy.

■

The heavy dot on each shape shows where to begin the stroke.
Certain characters have similar shapes, but different beginning
and end points. Always begin the stroke at the heavy dot (you
should not create the heavy dot; it is only there to show you where
to begin the stroke).

Chapter 2 Page 29

■

Most characters require only a single stroke. When you lift the
stylus from the Graffiti writing area, your handheld recognizes
and displays the text character immediately. To accomplish single
strokes, some Graffiti strokes are portions of the regular alphabet
equivalents.

■

The Graffiti writing area is divided into two parts: one for writing
the letters of the alphabet and one for writing numbers. The small
marks at the top and bottom of the Graffiti writing area indicate the
two areas.

Write letters here Write numbers here

Division marks

To write Graffiti letters:

1. Tap the screen where you want your text to go.

Note:

You need to tap above the Graffiti writing area, and must
see a blinking cursor before you write the text.

2. Use the tables on the following pages to find the stroke shape for
the letter you want to create. For example, the stroke shown below
creates the letter “n.”

Note:

There are two different stroke shapes available for some
letters. For these letters, choose the one that’s easiest for
you.

Lift stylus
here

Start stroke
at heavy dot

As you’ll see later, you use the same shape to create both the
uppercase and lowercase version of a letter.

Page 30 Entering Data in Your Handheld

3. Position the stylus in the left-hand side of the Graffiti writing area.

4. Start your stroke at the heavy dot and draw the stroke shape as it
appears in the tables.

5. Lift the stylus from the screen at the end of the stroke shape.

That’s all there is to it! When you lift the stylus from the screen, your
handheld recognizes your stroke immediately and prints the letter at
the insertion point on the screen.

As soon as you lift the stylus from the screen, you can begin the stroke
for the next character you want to write.

Important:

You must begin the character strokes in the Graffiti
writing area. If you do not make Graffiti strokes in the
Graffiti writing area, your handheld does not recognize
them as text characters.

Graffiti tips

When using Graffiti writing, keep these tips in mind:

■

Accuracy improves when you write large characters. You should
draw strokes that nearly fill the Graffiti writing area.

■

To delete characters, simply set the insertion point to the right of
the character you want to delete and make the backspace stroke
(a line from right to left) in the Graffiti writing area.

■

Write at natural speed. Writing too slowly can generate
recognition errors.

■

Do not write on a slant. Vertical strokes should be parallel to the
sides of the Graffiti writing area.

■

Press firmly.

Chapter 2 Page 31

The Graffiti alphabet

Letter Strokes Letter Strokes

AN

B

O

CP

D

Q

ER

F

G

S

T

HU

IV

JW

KX

LY

M

Z

Space Back

Space

Carriage

Period

tap twice

Return

Page 32 Entering Data in Your Handheld

Writing capital letters

You make capital letters with the same stroke shapes as the basic
alphabet characters. To make capital letters, you must first “shift” to
caps — just as you press the Shift key on a keyboard — and then write
the character strokes.

Note:

To draw the first letter of a word as a capital letter:

■

Graffiti writing includes a feature that automatically
capitalizes the first letter when you create a new sentence or a
new record (by tapping New or a blank line).

Use the Caps Shift stroke:

Caps
Shift

Tip:

When Caps Shift is active, an “up arrow” symbol appears in
the lower-right corner of the handheld screen. If you
accidentally activate Caps Shift, backspace will cancel it.

Caps Shift

To enter only capital letters (Caps Lock):

■

Use the Caps Lock stroke:

Caps
Lock

Tip:

When Caps Lock is active, an underlined “up arrow” symbol
appears in the lower-right corner of the handheld screen. To
return to lowercase, make the Caps Shift stroke.

Caps Lock

Writing numbers

Writing numbers with Graffiti writing is similar to writing letters of
the alphabet, except that you make the character strokes on the right­hand side (numbers side) of the Graffiti writing area.

Chapter 2 Page 33

Graffiti numbers

Number Strokes Number Strokes

0

5

1

27

38

4

6

9

Writing punctuation marks

Graffiti writing can create any punctuation symbol that you can enter
from a standard keyboard. All punctuation marks begin with a single
tap on the Graffiti writing area. When you make this tap, you activate
Punctuation Shift and a dot appears to show it is active. The next
stroke you make with the stylus creates a punctuation mark.

Punctuation shift

Note:

When Punctuation Shift is active, you can make a symbol
stroke anywhere in the Graffiti writing area (the letters or
numbers side).

Symbol Stroke Symbol Stroke

Period

.

Comma

,

Apostrophe

'

Question

?

Dash

—

Left Paren

(

Right Paren

)

Slash

/

Page 34 Entering Data in Your Handheld

Exclamation

!

Dollar

$

Additional Graffiti punctuation

@ # % ^ & * < > + = |

—

\ { } [ ] ~ ` ; : " tab

Writing symbols and extended characters

All symbols and extended characters begin with the stroke in the
Graffiti writing area of your handheld:

Symbol

Shift

When the Symbol Shift is active, a slanted shift symbol appears in the
lower-right corner of the screen. The next stroke that you make creates
the symbol or extended character.

•   

Symbol Shift

,

,

,

,

,

,

°

+

—

X

==c

:

!

ƒ

Y

∅

?

Writing accented characters

To create accented characters, draw the stroke normally used to create
the letter, followed by an accent stroke. Graffiti writing then adds the
accent to the letter.

Chapter 2 Page 35

For example, the following diagram shows the strokes required to
draw an accented “e.”

= e

Accent strokes

a a a a a a

Using these accent strokes, you can write the following accented
letters:

à á â ã ä å è é ê ë ì í î ï ò ó ô õ ö ù ú û ü ÿ ý ñ

Additional non-English characters

You can write the following characters without any special
punctuation or shifting:

c

a

e

Note:

You must write these non-English characters in the left side of
the Graffiti writing area.

Navigation strokes

In addition to character symbols, Graffiti writing includes special
strokes that you can use to navigate within text or fields in your
applications.

Command Stroke

Move cursor right

Move cursor left

Page 36 Entering Data in Your Handheld

Previous field
(Address Book only)

Next Field
(Address Book only)

Open Address Record
(Address Book only)

Graffiti ShortCuts

Graffiti ShortCuts make entering commonly used words or phrases
quick and easy. ShortCuts are similar to the Glossary or Autotext
features of some word processors.

Graffiti writing comes with several predefined ShortCuts, and you can
also create your own. Each ShortCut can represent up to 45 characters.
For example, you might create a ShortCut for your name, or for the
header of a memo. See “ShortCuts preferences” in Chapter 7 to learn
about creating your own ShortCuts.

To use a ShortCut, draw the ShortCut stroke followed by the ShortCut
characters. When you draw the ShortCut stroke, the ShortCut symbol
appears at the insertion point to show that you are in ShortCut mode.

ShortCut

Your handheld includes the following predefined Graffiti ShortCuts:

Entry ShortCut

Date stamp ds

Time stamp ts

Date/time stamp dts

Meeting me

Breakfast br

Lunch lu

Dinner di

Chapter 2 Page 37

Using the onscreen keyboard

You can open the onscreen keyboard anytime you need to enter text
or numbers on your handheld.

To use the onscreen keyboard:

1. Open any application (such as Memo Pad).

2. Tap any record, or tap New.

3. Tap “abc” to open the alphabetic keyboard, or tap “123” to open
the numeric keyboard.

Tap here for
alphabetic keyboard

Tap here for numeric
keyboard

4. Tap the characters to enter text and numbers.

Note:

The onscreen keyboard also includes a dialog box for
international characters. You can switch among the three
dialogs at any time to enter the exact text you need.

5. After you finish, tap Done to close the onscreen keyboard and
place the text in the record.

Using Note Pad

In addition to using Graffiti characters and the onscreen keyboard,
you can enter data on your handheld using the Note Pad application.
When you use Note Pad, you write quick notes directly on the
handheld screen in your own handwriting. Later, you can enter this
information into another application, or delete it. See “Note Pad” in
Chapter 5 for more information and instructions.

To use Note Pad:

1. Press the Note Pad application button on the front panel of
your handheld.

2. Write the information directly on the handheld screen.

3. Tap Done.

Page 38 Entering Data in Your Handheld

Using your computer keyboard

If you have a lot of data to enter, or prefer to use the computer
keyboard, you can use Palm™ Desktop software or any supported
PIM to enter information. You can then perform a HotSync

®

operation
to synchronize the information on your computer with the
information on your handheld. Most of the applications that came
with your handheld are also available in Palm Desktop software and
in most PIMs, so you don’t need to learn different applications. For
more information on entering data on your computer, refer to the
online Help in Palm Desktop software, the
Desktop software (for Windows users), and the

for the Macintosh User’s Guide

on the Palm Desktop software CD-ROM.

Quick Tour

in Palm

Palm Desktop Software

Importing data

If you have data stored in computer applications such as spreadsheets
and databases, or if you want to import data from another handheld,
you can transfer the data to your handheld without having to key it in
manually. Save the data in one of the file formats listed below, import
it into Palm Desktop software, and then perform a HotSync operation
to transfer the data to your handheld.

Importing data from a Windows computer

Palm Desktop software can import data in the following file formats:

■

Comma delimited (.csv, .txt): Address Book and Memo Pad only

■

Tab delimited (.tab, .tsv, .txt): Address Book and Memo Pad only

■

CSV (Lotus Organizer 2.x/97 Mapping): Address Book only

■

vCal (.vcs): Date Book only

■

vCard (.vcf): Address Book only

■

Date Book archive (.dba)

■

Address Book archive (.aba)

■

To Do List archive (.tda)

■

Memo Pad archive (.mpa)

Archive formats can only be used with Palm Desktop software. Use
the archive file formats to share information with other people who

®

use a Palm OS

handheld or to create a copy of your important Palm

Desktop information.

Chapter 2 Page 39

To import data from a Windows computer:

1. Open Palm Desktop software.

2. Click the application into which you want to import data.

3. If you are importing records that contain a field with category
names, do the following:

Select All in the Category box.

Be sure that the same categories that appear in the imported file
also exist in the application. If the categories do not exist, create
them now; otherwise, the records are imported into the Unfiled
category.

4. From the File menu, choose Import.

5. Select the file you want to import.

6. Click Open.

Note:

If you are importing a vCal or vCard file, skip to step 10.
You do not have to specify which fields correspond to the
imported data.

7. To import data into the correct Palm Desktop fields, drag fields in
the left-hand column so that they are opposite the corresponding
imported field on the right.

8. If you do not want to import a field, deselect the check box for that
field.

9. Click OK.

The imported data is highlighted in the application.

10. To add the imported data to your handheld, perform a HotSync
operation.

See Palm Desktop online Help for more information on importing and
exporting data.

Importing data from a Macintosh

Palm Desktop software can import data from any of the following
applications when you export the data in the appropriate file format:

■

Address Book Plus (text file)

■

Claris Organizer (Palm Desktop software can open these files
directly)

■

ClarisWorks (save under new name as ASCII text file)

■

DateBook Pro (text file)

Page 40 Entering Data in Your Handheld

■

DayMaker (text file)

■

Dynodex (text file)

■

FileMaker Pro (tab separated text file)

■

Meeting Maker (text file)

■

Newton running OS 1.0 with Newton Connection Kit:
Names; Date Book Calendar; and Notepad (text file)

■

Now Contact (text file)

■

Now Up-to-Date (text file)

■

QuickDex (text file)

■

TouchBase Pro (text file)

To import data from a Macintosh:

1. Open Palm Desktop software.

2. From the File menu, choose Import.

3. Select the file you want to import.

4. Click Open.

5. If you want to change the order of the fields you’re importing,
point to a field, wait for the cursor to change to a double arrow, and
then drag the field to a new location.

6. If you do not want to import a field, click the arrow between the
field names.

7. From the Fields pop-up menu, choose the appropriate field.

8. From the Delimiters pop-up menu, choose the appropriate
delimiter.

9. Click OK.

10. To add the imported data to your handheld, perform a HotSync
operation.

See Palm Desktop online Help for more information on importing and
exporting data.

Chapter 2 Page 41

Page 42 Entering Data in Your Handheld

Chapter 3

Managing Your
Applications

This chapter explains how to switch between applications on your
handheld, how to change application settings so they are personalized
to your work methods, and how to categorize applications so you
view them in related groups. For information about working with
applications on an expansion card, see Chapter 4.

Using the Applications Launcher

To open the Applications Launcher, tap the Applications icon .

Selecting applications

Your handheld is equipped with a variety of applications. All the
applications installed on your handheld appear in the Applications
Launcher. See “Opening applications” in Chapter 1 for details.
Applications installed on an expansion card appear immediately in
the Applications Launcher when you insert an expansion card, or
when you select the card from the pick list in the upper-right screen.
See “Opening expansion card applications” in Chapter 4 for details.

Switching between applications

When working in any application, tap the Applications icon or
press an application button on the front panel of your handheld to
switch to another application. Your handheld automatically saves
your work in the current application and displays it when you return
to that application. You can also switch between applications on your
handheld and applications on expansion cards. See “Switching
between your handheld and an expansion card” in Chapter 4 for
details.

Categorizing applications

The category feature enables you to manage the number of application
icons that appear onscreen in the Applications Launcher. You can
assign an application to a category and then display a single category
or all your applications.

Chapter 3 Page 43

To categorize an application:

1. Tap the Applications icon .

2. Tap the Menu icon .

3. Tap App, and then tap Category.

4. Tap the pick list next to each application to select a category.

Tip:

To create a new category, tap Edit Categories from the pick
list. Tap New, enter the category name, and then tap OK to
add the category. Tap OK.

5. Tap Done.

To display applications by category:

1. Tap the Applications icon .

2. Do one of the following:

Tap the Applications icon repeatedly to cycle through all your
categories.

Tap the pick list in the upper-right corner of the screen and
select the category you want to display.

Changing the Applications Launcher display

By default, the Applications Launcher displays each application as an
icon. As an alternative, you can choose to show a list of applications.
You can also choose to view the same category of applications each
time you open the Applications Launcher.

To change the Applications Launcher display:

1. Tap the Applications icon .

2. Tap the Menu icon .

Page 44 Managing Your Applications

3. Tap Options, and then tap Preferences.

4. Tap the View By pick list and select List.

5. Tap OK.

To open the Applications Launcher to the last opened category:

1. Tap the Applications icon .

2. Tap the Menu icon .

3. Tap Options, and then tap Preferences.

4. Tap the Remember Last Category check box to select it.

5. Tap OK.

Choosing preferences

You can set options that affect an entire application in the
application’s Preferences dialog box.

To change preferences for an application:

1. Open an application.

2. Tap the Menu icon .

3. Tap Options, and then tap Preferences.

Note:

4. Make changes to the settings.

5. Tap OK.

Chapter 3 Page 45

Not all applications have a Preferences command.

Installing and removing applications

This section explains how to install and remove applications on your
handheld or on an expansion card, and how to remove Palm™
Desktop software from your computer.

Installing add-on applications

Your handheld comes with the Date Book, Address Book, To Do List,
Note Pad, Memo Pad, and Calculator applications installed and ready
to use.

You can also install additional applications on your handheld or on a
card that is seated in the expansion card slot, such as games and other
software. The Install Tool makes it easy to install software during a
HotSync
available for your handheld. To learn more about these applications,
visit the web site

Note:

To install add-on software on your handheld using a
Windows computer:

1. On your computer, copy or download the application you want to

®

operation. There are a variety of third-party applications

http://www.palm.com.

Any game or application that you install on your handheld
resides in RAM memory; you can delete them at any time.

install into the add-on folder in your Palm Desktop directory on
your computer.

Note:

If the software you download is compressed, you need to
decompress it into this folder. If you prefer to place the
application into another folder, you need to navigate to that
folder before you complete step 5.

2. Double-click the Palm Desktop icon on your desktop.

3. Click Install.

Tip:

You can also access the Install Tool dialog by selecting Install
Tool from the Palm Desktop program group or by double­clicking any file with a PRC, PDB, PQA, PNC, or SCP file
extension.

Page 46 Managing Your Applications

4. In the User drop-down list, select the name that corresponds to
your handheld.

5. Click Add.

6. Select the application(s) that you want to install on your handheld
or on a resident expansion card.

7. Click Open.

Note:

Review the list of applications you selected in the Install
Tool dialog box. If you do not want to install an application,
select it, and then click Remove. (This does not remove the
application from your computer; it simply removes it from
the list of applications to install.)

8. If you need to change the destination of the application you are
installing, click Change Destination on the Install Tool window,
and then use the arrows to move applications between your
handheld and an expansion card.

Chapter 3 Page 47

9. Click OK to close the Change Destination window.

10. Click Done to close the Install Tool window.

11. Perform a HotSync operation to install the selected application(s).
See “Exchanging and updating data: HotSync operations” in
Chapter 5 for details.

Note:

Files that remain in the list after you perform a HotSync
operation did not install. This can happen if the file type
was not recognized during the HotSync operation.
Expansion cards may hold applications that use files other
than the Palm™ application files. In order for your
handheld to recognize such a file, you must launch the
application that uses these files at least once.

To install add-on software on your handheld using a Macintosh:

1. On your Macintosh, copy or download the application you want to
install into the add-on folder in your Palm folder.

Note:

If the software you download is compressed, you need to
decompress it into this folder.

2. Double-click the Hotsync Manager icon in the Palm folder.

Page 48 Managing Your Applications

3. From the HotSync menu, choose Install Handheld Files.

4. From the User pop-up menu, select the name that corresponds to
your handheld.

5. Click Add to List.

6. Select the Add-on folder from the pop-up menu.

7. Select the application you want to install.

8. Click Add File to add the selected application to the Install
Handheld Files list.

Chapter 3 Page 49

9. If you need to change the destination of the application you are
installing, click Change Destination on the Install Handheld Files
window, and then use the arrows to move applications between
your handheld and an expansion card.

10. Click OK to close the Change Destination window.

11. Close the Install Handheld Files window.

12. Perform a HotSync operation to install the selected application(s)
on your handheld. See “Exchanging and updating data: HotSync
operations” in Chapter 5 for details.

Note:

Files that remain in the list after you perform a HotSync
operation did not install. This can happen if the file type
was not recognized during the HotSync operation.
Expansion cards may hold applications that use files other
than the Palm application files. In order for your handheld
to recognize such a file, you must launch the application
that uses these files at least once.

Removing applications

In the event that you run out of memory or decide that you no longer
need an application you installed, you can remove applications from
your handheld or from an expansion card. From your handheld, you
can remove only add-on applications, patches, and extensions that
you install; you cannot remove the applications that reside in the ROM
portion of your handheld.

To remove an add-on application:

1. Tap the Applications icon .

2. Tap the Menu icon .

3. Tap App, and then tap Delete.

Page 50 Managing Your Applications

4. Tap the Delete From pick list and select either Handheld or Card.
To delete applications from a card, the card must be seated in the
expansion card slot.

5. Tap the application that you want to remove.

6. Tap Delete.

7. Tap Yes.

8. Tap Done.

Removing Palm Desktop software

If you no longer want to use Palm Desktop software, you can remove
it from your computer.

To remove Palm Desktop software from a Windows computer:

1. From the Windows Start menu, choose Settings, and then choose
Control Panel.

2. Double-click the Add/Remove Programs icon.

3. Click the Change or Remove Programs button.

4. Select Palm Desktop.

5. Click Change/Remove.

6. Click Yes in the Confirm File Deletion box.

7. Click OK.

8. Click Close.

Note:

You need to install the HotSync Manager from the installation
CD if you want to synchronize data with another PIM.

Chapter 3 Page 51

To remove Palm Desktop software from a Macintosh:

1. Locate the Palm Desktop Installer icon and double-click this icon.

2. From the Easy Install screen, choose Uninstall from the pop-up
menu.

3. Select the software you want to remove.

4. Click Uninstall.

5. Select the folder that contains your Palm Desktop software files.

6. Click Remove.

Note:

This process removes only the application files. The data in
your Users folder remains untouched.

7. Restart your Macintosh.

Security

Your handheld comes with a Security application so that
unauthorized users cannot view the entries you wish to protect.

In Security, you can do the following:

■

Lock and turn off your handheld so that it does not operate until
you enter the correct password.

■

Mask all records that you mark as private so the information
appears greyed out.

■

Hide all records that you mark as private so they do not appear on
any screen.

You can mask and hide private records with or without a password.
Without a password, private records are hidden or masked until you
set the Security application to show them. With a password, you must
enter the password to view the private entries. See “Making records
private” in Chapter 5 for information.

Assigning a password

You can assign a password to protect your private records and to lock
your handheld.

To assign a password:

1. Tap the Applications icon .

2. Tap the Security icon.

Page 52 Managing Your Applications

3. Tap the Password box.

4. Enter a password.

5. Enter a hint to help your remember your password if you forget it.
This is optional.

Tap here

6. Tap OK.

7. Enter the

same

password a second time, and tap OK.

Changing or deleting a password

Once you define a password for your handheld, you can change or
delete it at any time. You must enter the current password before you
can change or delete it.

To change or delete your password:

1. Tap the Password box.

2. Enter the current password.

Tap here

3. Tap OK.

Chapter 3 Page 53

4. Do one of the following:

To change the password and hint, enter the new password and
hint, and tap OK.

To remove the password, tap Unassign.

Locking your handheld

You can lock your handheld so that it cannot be operated until your
password is entered. In the event that your handheld is lost or stolen,
this helps protect your data from unauthorized use. You can set your
handheld to lock automatically, or you can lock it manually.

Locking your handheld automatically

You can set your handheld to lock automatically when any one of the
following occur:

■

When you turn off the power

■

At a time you specify

■

After a period of inactivity you specify

To set your handheld to lock when you turn it off:

1. Tap the Applications icon .

2. Tap the Security icon.

Page 54 Managing Your Applications

3. Tap the Auto Lock Handheld box, and then enter your password.

4. Tap On power off.

5. Tap OK.

To set your handheld to lock at a preset time:

1. Tap the Applications icon .

2. Tap the Security icon.

3. Tap the Auto Lock Handheld box, and then enter your password.

4. Tap At a preset time, and then use the arrows to set the time.

5. Tap OK.

Chapter 3 Page 55

To set your handheld to lock after a period of inactivity:

1. Tap the Applications icon .

2. Tap the Security icon.

3. Tap the Auto Lock Handheld box, and then enter your password.

4. Tap After a preset delay.

Tap to select Minutes or Hours

Enter the amount of time

5. Enter the inactive period, then select Minute(s) or Hour(s) from the
pick list.

6. Tap OK.

Important:

If you lock your handheld, you must enter the exact
password to re-activate your handheld. If you forget the
password, your handheld will present the hint you have
entered to help you remember the password. If you still
cannot remember the password, you must perform a hard
reset to resume using your handheld. Performing a hard
reset deletes all the records in your handheld; however,
you can restore all synchronized data at the next HotSync
operation. See “Resetting your handheld” in Appendix A
for more information.

Page 56 Managing Your Applications

Locking your handheld manually

You can turn off and lock your handheld manually.

To lock and turn off your handheld:

1. Tap the Applications icon .

2. Tap the Security icon.

3. Tap Lock & Turn Off.

Tap Lock
and Turn
Off

4. Tap Off & Lock.

5. To start your handheld, turn it on and then enter the password.

Recovering from a forgotten password

If you forget your password, your handheld will display the password
hint, if you entered one, to help you remember the password. If you
are still unable to remember the password, you can delete it from your
handheld. Deleting a forgotten password also deletes all entries and
files marked as Private.

Important:

If you synchronize with your computer before deleting a
forgotten password, your handheld restores your private
entries the next time you perform a HotSync operation,
but it does not restore the password.

To delete a forgotten password:

1. Tap Lost Password.

2. Tap Yes.

Chapter 3 Page 57

Page 58 Managing Your Applications

Chapter 4

Using Expansion Features

Your handheld provides an expansion card slot that enables you to
add additional software applications and memory. You can also use a
special kind of expansion card that allows you to back up your data
when it is inconvenient to perform a HotSync

Note:

Your handheld is also equipped with a universal connector so that
you can easily attach and use peripheral hardware devices, such as a
modem, portable keyboard, or a Global Positioning System (GPS)
receiver. For information about the installation and operation of
hardware devices, please refer to the documentation that accompanies
each device.

Battery life may vary depending on the expansion cards used.

Inserting an expansion card

1. Hold your handheld securely.

2. Insert the card into the expansion card slot, following the direction
indicated by the expansion card icon on the back panel of your
handheld.

®

operation.

Card icon

3. Use your thumb to push the card into the expansion slot. When
you feel the card lock and hear the audible system sound, the card
is properly seated within the slot.

Chapter 4 Page 59

Removing an expansion card

1. Hold your handheld securely.

2. Use your thumb to push against the top of the card, as if you were
pushing it further into the slot. The expansion card slot releases the
card, and your handheld makes an audible system sound.

3. Once the slot has released the card, gently remove the card from
the expansion card slot.

Note:

Your handheld comes with a dummy card seated within
the expansion card slot. To prevent debris from entering
and damaging the slot, we suggest that you leave the
dummy card seated when you are not using an expansion
card.

Opening expansion card applications

When an expansion card is properly seated in the expansion card slot,
the Applications Launcher switches to the card and displays its
contents. The pick list in the upper-right corner of the screen displays
the name of the card.

To open an application on an expansion card:

■

Tap the icon of the application that you want to open.

Page 60 Using Expansion Features

Switching between your handheld and an
expansion card

When you use an expansion card, your handheld creates and displays
a new category that matches the name of the expansion card. You can
easily switch between applications installed on your handheld and on
the expansion card.

To switch to an expansion card:

1. Tap the pick list in the upper-right corner.

2. Tap the category item that matches the name of the expansion card.

Copying applications to an
expansion card

You can copy applications from your handheld to an expansion card,
or from an expansion card to your handheld.

To copy an application to an expansion card:

1. Tap the Applications icon .

2. Tap the Menu icon .

Chapter 4 Page 61

3. Tap App, and then tap Copy.

4. Select the card name from the Copy To pick list.

5. Select Handheld from the From pick list.

6. Tap an application to copy.

7. Tap Copy.

8. Tap Done.

Note:

Note:

You can install applications to a card that is seated in the
expansion card slot during a HotSync operation; see
“Installing add-on applications” in Chapter 3 for details.
Also, you can beam applications from expansion cards; see
See “Beaming information” in Chapter 5 for details.

If you copy applications between your handheld and
multiple expansion cards, and then attach a card with a
copied application to a Card Reader/Writer, you may
notice that the copied application’s filename has been
changed to the name of a database file it contains. You will
only see this if you use your cards with a Card Reader/
Writer.

Deleting applications from an
expansion card

To delete applications from an expansion card:

1. Tap the Applications icon .

2. Tap the Menu icon .

3. Tap App, and then tap Delete.

Page 62 Using Expansion Features

4. Tap the card name from the Delete From pick list.

5. Tap an application to delete from the expansion card.

6. Tap Delete.

7. Tap Done.

Card Info

Card Info lets you review general information about a
resident card and its contents, rename a card, and format a
card.

Reviewing card information

1. Tap the Applications icon .

2. Tap the Card Info icon .

3. Review Card name, Type, and Size.

4. Review card contents summarized by directory.

Review card information

Review summarized
card contents

Chapter 4 Page 63

Renaming a card

1. Tap the Applications icon .

2. Tap the Card Info icon .

3. Tap the Menu icon.

4. Tap Card, and then tap Rename Card.

5. Enter the new name for the card.

6. Tap Rename.

Formatting a card

Formatting a card destroys all its data and prepares it to accept new
applications and data.

1. Tap the Applications icon .

2. Tap the Card Info icon .

3. Tap the Menu icon.

4. Tap Card, and then tap Format Card.

5. Tap OK.

Card Info menus

Card Info menus are shown here for your reference, and Card Info
features that are not explained elsewhere in this book are described
here.

See “Using menus” in Chapter 1 for information about choosing menu
commands.

Page 64 Using Expansion Features

Card menus

Help

About Card
Info

Provides help text.

Shows version information for Card Info.

Chapter 4 Page 65

Page 66 Using Expansion Features

Chapter 5

Using Your Basic
Applications

Your handheld includes these basic applications:

■

Date Book

■

Address Book

■

To Do List

■

Note Pad

■

Memo Pad

■

Clock

■

Calculator

This chapter is divided into three sections:

■

“Overview of basic applications” briefly describes each application
and explains how to open it.

■

“Common tasks”gives instructions on how to do tasks that you can
do in most or all of the basic applications. It’s easy to transfer what
you learn in one application to the others because the structure and
behavior of all the applications are quite similar.

■

“Application-specific tasks” is organized by application and gives
instructions on how to perform tasks that are specific to each
application.

Overview of basic applications

Date Book

Date Book lets you quickly and easily schedule appointments
or any kind of activity associated with a time and date.

In Date Book, you can do the following:

■

Enter a description of your appointment and assign it to a specific
time and date.

■

Display a chart of your appointments for an entire week. The Week
View makes it easy to spot available times and any potential
scheduling overlaps or conflicts.

Chapter 5 Page 67

■

Display a monthly calendar to quickly spot days where you have
morning, lunch, or afternoon appointments.

■

Display an agenda showing appointments, untimed events, and
your To Do items for the day.

■

Set an alarm to notify you of the scheduled activity.

■

Create reminders for events that are based on a particular date,
rather than time of day. Birthdays and anniversaries are easy to
track with your handheld.

■

Attach notes to individual events for a description or clarification
of the entry in your Date Book.

To open Date Book:

■

Press the Date Book application button on the front panel of your
handheld. Date Book opens to today’s schedule.

Date Book button

Note:

Press the Date Book application button repeatedly to cycle
through the Day, Week, Month and Agenda views.

Address Book

Address Book enables you to keep names, addresses, phone
numbers, and other information about your personal or
business contacts.

In Address Book, you can do the following:

■

Quickly look up or enter names, addresses, phone numbers, and
other information.

■

Enter up to five phone numbers (home, work, fax, mobile, etc.) or
e-mail addresses for each name.

■

Define which phone number appears in the Address list for each
Address Book entry.

■

Attach a note to each Address Book entry, in which you can enter
additional information about the entry.

Page 68 Using Your Basic Applications

■

Assign Address Book entries to categories so that you can organize
and view them in logical groups.

■

Create your own digital business card that you can beam to other
Palm OS

®

handhelds.

To open Address Book:

■

Press the Address Book application button on the front panel of
your handheld. Address Book opens to display the list of all your
records.

Address Book button

Note:

Press the Address Book application button repeatedly to cycle
through the categories in which you have records. Press and
hold the Address Book application button to instantly beam
your business card to another Palm OS

handheld.

To Do List

To Do List is a convenient place to create reminders and
prioritize the things that you have to do.

In To Do List, you can do the following:

■

Make a quick and convenient list of things to do.

■

Assign a priority level to each task.

■

Assign a due date for any or all of your To Do List items.

■

Assign To Do List items to categories so that you can organize and
view them in logical groups.

■

Sort your To Do List items either by due date, priority level, or
category.

■

Attach notes to individual To Do List items for a description or
clarification of the task.

Chapter 5 Page 69

To open To Do List:

■

Press the To Do List application button on the front panel of your
handheld. To Do List opens to display the category of items you
last viewed.

To Do List button

Note:

Press the To Do List application button repeatedly to cycle
through the categories in which you have items.

Note Pad

Note Pad provides a place to take notes in your own
handwriting. You can use Note Pad to do everything you
might do with a piece of paper and a pencil.

In Note Pad, you can do the following:

■

Take notes, draw a sketch, or write any kind of message directly on
your handheld screen. Later, you can enter this information into
other applications.

■

Set an alarm to use your notes as reminder messages.

■

Assign notes to categories so that you can organize and view them
in logical groups.

■

Copy and paste notes into popular computer applications like
Microsoft Word using Palm™ Desktop software and HotSync
technology.

To open Note Pad:

■

Press the Note Pad application button on the front panel of your
handheld. Note Pad opens a new note so that you can begin
writing immediately.

®

Page 70 Using Your Basic Applications

Note Pad button

Note:

Press the Note Pad application button repeatedly to cycle
through the categories in which you have items.

Memo Pad

Memo Pad provides a place to take notes that are not associated
with records in Date Book, Address Book, or To Do List.

In Memo Pad, you can do the following:

■

Use Graffiti® characters to store memos, lists, or any other text
message on your handheld.

■

Drag and drop memos into popular computer applications like
Microsoft Word when you synchronize using Palm Desktop
software and HotSync technology.

■

Assign memos to categories so that you can organize and view
them in logical groups.

■

Write down phone numbers and other types of information. Later,
you can copy and paste this information to other applications.

To open Memo Pad:

1. Tap the Applications icon .

2. Tap the Memo Pad icon .

Calculator

Calculator enables you to perform addition, subtraction,
multiplication, division, and square root operations.

In Calculator, you can do the following:

■

Perform basic calculations.

■

Store and retrieve values.

■

Display the last series of calculations, which is useful for
confirming a series of “chain” calculations.

Chapter 5 Page 71

To open Calculator:

■

Tap the Calculator icon next to the Graffiti writing area.

Calculator
icon

Clock

Clock enables you to view the current time and date and to set
an alarm.

In Clock, you can do the following:

■

View the current time and date.

■

Open a preferences screen where you can set the time and date for
all the applications on your handheld.

■

Set an alarm.

To open Clock:

1. Tap the Applications icon .

2. Tap the Clock icon .

Tip:

You can also tap the clock icon in the upper-left corner of the
Graffiti writing area to open clock.

Common tasks

The tasks described in this section use the term “records” to refer to an
individual item in any of the applications: a single Date Book event,
Address Book entry, To Do List item, Note Pad note, or Memo Pad
memo.

Creating records

You can use the following procedure to create a new record in Date
Book, Address Book, To Do List, Note Pad, and Memo Pad.

To create a record:

1. Select the application in which you want to create a record.

2. Tap New.

Page 72 Using Your Basic Applications

3. In Date Book only: Select start and end times for your appointment
and tap OK.

4. Enter text for the record.

5. (Optional) To select attributes for the record:

– In Date Book, Address Book, To Do List, and Memo Pad, tap

Details.

– In Note Pad, tap the Menu icon , and then tap Options and

Details.

6. In Address Book, Note Pad, and Memo Pad only: Tap Done.

There’s no need to save the record because your handheld saves it
automatically.

Editing records

After you create a record, you can change, delete, or enter new text at
any time. Two screen features tell you when your handheld is in
editing mode:

■

A blinking cursor

■

One or more dotted edit lines

Blinking cursor

Edit line

Note:

In Note Pad you can write anywhere on the screen. So, you
will not see an edit line or blinking cursor.

Entering text

For information on how to enter text using Graffiti writing, the
onscreen keyboard, or the keyboard attached to your computer, see
Chapter 2. For information on entering text in Note Pad, see “Note
Pad” later in this chapter.

Chapter 5 Page 73

Edit menu

The Edit menu is available with any screen where you enter or edit
text. In general, commands available in the Edit menu apply to text

Note:

select

in an application.

You can also double tap to select a word, or triple tap to
select a line of text.

that you

To select text in an application:

1. Tap the beginning of the text that you want to select.

2. Drag the stylus over the text to highlight it (in black).

You can also drag
or drag

down

across

the text to select additional words,

to select a group of lines.

The following commands may appear in an Edit menu:

Undo

Reverses the action of the

last edit

command. For
example, if you used Cut to remove text, Undo
restores the text you removed. Undo also
reverses deletions done by using backspace.
When the drawing area is selected in Note Pad,
Undo erases the last line drawn.

Clear Note

Erases the drawing from a note in Note Pad.
Clear Note appears in the Edit menu only when
the drawing area is selected.

Cut

Removes the selected text and stores it
temporarily in the memory of your handheld.
You can paste the text you cut into another area
of the current application or into a different
application.

Copy

Copies the selected text and stores it
temporarily in the memory of your handheld.
You can paste the text that you copy into
another area of the current application or into a
different application.

Paste

Inserts the text that you cut or copied at the
selected point in a record. The text you paste
replaces any selected text. If you did not
previously cut or copy text, Paste does nothing.

Page 74 Using Your Basic Applications

Select All

Selects all of the text in the current record or
screen. This enables you to cut or copy all of the
text and paste it elsewhere.

Keyboard

Opens the onscreen keyboard. When you finish
with the onscreen keyboard, tap Done.

Graffiti Help

Opens screens that show all the Graffiti
character strokes. Use this command anytime
you forget a stroke for a character.

Deleting records

To delete a record:

1. Select the record you want to delete.

2. Tap the Menu icon .

3. Tap Record, and then tap the Delete command:

Date Book:

Address Book:

To Do List:

Note Pad:

Memo Pad:

A confirmation dialog box appears. If you want to save a copy of
the deleted item to an archive file in Palm Desktop software, be
sure that the check box is checked. If you don’t want to save a copy,
tap the check box to remove the check. (The archive check box does
not appear in Note Pad because you can’t archive Note Pad notes.)

4. Tap OK.

Delete Event

Delete Address

Delete Item

Delete Note

Delete Memo

If you choose to save a copy of the selected item, your handheld
transfers it to the archive file on your desktop the next time you
perform a HotSync operation.

Other ways to delete records

You can also delete records in the following ways:

■

In Date Book, Address Book, To Do List, and Memo Pad, open the
Details dialog box for the record, tap Delete, and then tap OK.

■

In Note Pad, open the note you want to delete, and then tap Delete.

■

Delete the text of the record.

Chapter 5 Page 75

Note:

In Date Book, you can choose to delete the text of the current
repeating event, current and future events, or all instances of
that event.

Purging records

Over time, as you use Date Book and To Do List, you’ll accumulate
records in these applications that have outlived their usefulness. For
example, events that occurred months ago remain in the Date Book,
and To Do List items that you marked as completed remain in the list.

All these outdated records take up memory on your handheld, so it’s
a good idea to remove them by using Purge. If you think Date Book or
To Do List records might prove useful later, you can purge them from
your handheld and save them in an archive file on your computer.

Purging is not available in Address Book, Note Pad, or Memo Pad;
you must delete outdated records manually from these applications.

To purge records:

1. Open the application.

2. Tap the Menu icon .

3. Tap Record, and then tap Purge.

A confirmation dialog box appears.

Date Book:

be purged. Purge deletes repeating events if the last of the series
ends before the date that you purge records.

Date Book, To Do List:

records to an archive file on your desktop, be sure that the check
box is checked. If you don’t want to save a copy, tap the check box
to remove the check box.

4. Tap OK.

Tap the pick list and select how old a record must be to

If you want to save a copy of the purged

If you chose to save a copy of the purged records, your handheld
transfers them to an archive file on your desktop the next time you
perform a HotSync operation.

Note:

Purging does not happen automatically. You must tap the
command to make it happen.

Page 76 Using Your Basic Applications

Exchanging and updating data: HotSync operations

The HotSync process automatically synchronizes — that is, exchanges
and updates — data between your handheld and Palm Desktop
software. Changes you make on your handheld or Palm Desktop
software appear in both places after a HotSync operation. HotSync
technology synchronizes only the needed portions of files, thus
reducing synchronization time.

You can synchronize your data either directly or indirectly. Direct
methods include connecting your handheld to the cradle/cable
attached to your computer, or using infrared communications. An
indirect method is using a modem. See Chapter 6 for information
about performing HotSync operations via a modem or IR port.

Performing a HotSync operation for the first time: Windows

The first time you synchronize your data, you need to enter user
information on Palm Desktop software. After you enter this
information and synchronize, the HotSync Manager recognizes your
handheld and doesn’t ask for this information again.

If you are a System Administrator preparing several handhelds for a
group of users, you may want to create a user profile. See “Creating a
user profile” in Chapter 6 before performing the following steps.

Important:

You must perform your
local, direct connection, or with infrared communication,
rather than using a modem.

first

HotSync operation with a

The following steps assume that you have already installed Palm
Desktop software. If you have not installed this software, see
“Installing Palm Desktop software” in Chapter 1 for instructions.

Chapter 5 Page 77

To perform a local HotSync operation on a Windows computer:

1. Connect your handheld to the cradle/cable.

Show n with a cradle.
Some models use a
cable in place of the
cradle.

2. If the HotSync Manager is not running, start it: On the Windows
desktop, click Start, and then choose Programs. Navigate to the
Palm Desktop software program group and choose HotSync
Manager. Alternatively, you can start the Palm Desktop software
which automatically opens the HotSync Manager.

3. Press the HotSync button

™

on the cradle/cable.

HotSync
button

Page 78 Using Your Basic Applications

Important:

The first time you perform a HotSync operation, you
must enter a user name in the New User dialog box
and click OK. Every handheld should have a unique
name. To prevent loss of a user’s records, never try to
synchronize more than one handheld to the same user
name.

The HotSync Progress dialog box appears and synchronization
begins.

4. Wait for a message on your handheld indicating that the process is
complete.

After the HotSync process is complete, you can remove your
handheld from the cradle/cable.

Tip:

Gently rock your handheld forward in the cradle and then
lift it to remove.

Performing a HotSync operation for the first time: Macintosh

When you installed Palm Desktop software, you entered a user name.
This user name is the connection between your handheld and your
Macintosh.

The first time you perform a HotSync operation the Palm Desktop
software:

■

Adds a user name to your handheld.

■

Creates a folder for the user name in the Users folder inside the
Palm folder. For example, if you entered Jane Garcia as your user
name, a folder called Jane Garcia is created in the Users folder.

Chapter 5 Page 79

■

Creates a file named User Data in your user name folder.

Note:

User names appear in the User pop-up on the right side of the
toolbar. You can change users by selecting a new name in the
pop-up menu.

Each subsequent time you perform a HotSync operation, HotSync
Manager reads the user name from your handheld and synchronizes
the data in the folder of the same name.

Note:

Be sure you select the correct user name from the User pop-up
before entering data on Palm Desktop or performing a
HotSync operation.

If you are a System Administrator preparing several handhelds for a
group of users, you may want to create a user profile. See “Creating a
user profile” in Chapter 6 before performing the following steps.

Important:

You must perform your

first

HotSync operation with a

local, direct connection, or with infrared communication.

The following steps assume that you have already installed Palm
Desktop software. See “Palm Desktop software” in Chapter 1 if you
have not installed this software.

To perform a local HotSync operation on a Macintosh:

1. Connect your handheld to the cradle/cable.

Page 80 Using Your Basic Applications

Shown with a cradle.
Some models use a
cable in place of the
cradle.

2. Make sure HotSync Manager is enabled: Double-click the HotSync
Manager icon in the Palm folder. Click the HotSync Controls tab
and make sure the Enabled option is selected.

3. Press the HotSync button on the cradle/cable.

HotSync
button

The HotSync Progress dialog box appears followed by the Select
User dialog box.

4. In the Select User dialog box, select the user name you entered
when you installed the Palm Desktop software, and click OK.

Chapter 5 Page 81

The HotSync Progress dialog box reappears and synchronization
begins.

5. Wait for a message on your handheld indicating that the process is
complete.

After the HotSync process is complete, you can remove your
handheld from the cradle/cable.

Tip:

Gently rock your handheld forward in the cradle and then
lift it to remove.

Beaming information

Your handheld is equipped with an IR (infrared) port that you can use
to beam information to another Palm OS handheld that’s close by and
also has an IR port. The IR port is located at the top of the handheld,
behind the small dark shield.

You can beam the following information between Palm OS handhelds:

■

The record currently displayed in Date Book, Address Book, To Do
List, Note Pad, or Memo Pad

■

All records of the category currently displayed in Address Book,
To Do List, Note Pad, or Memo Pad

■

A special Address Book record that you designate as your business
card, containing information you want to exchange with business
contacts

■

An application installed in RAM memory

■

An application installed on an expansion card that is seated in the
card slot

Note:

You can also perform HotSync operations using the IR port.
See “IR HotSync operations” in Chapter 6 for more details.

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To select a business card:

1. Create an Address Book record that contains the information you
want on your business card.

2. Tap the Menu icon .

3. Tap Record, and then tap Select Business Card.

4. Tap Yes.

To beam a record, business card, or category of records:

1. Locate the record, business card, or category you want to beam.

2. Tap the Menu icon .

3. Tap Record, and then tap one of the following:

The Beam command for an individual record

In Address Book only: Beam Business Card

Beam Category

Tip:

You can also beam a business card by holding down the
Address Book application button until the Beam Status
dialog box appears.

4. When the Beam Status dialog box appears, point the IR port
directly at the IR port of the receiving handheld.

Tip:

For best results, handhelds should be between 10
centimeters (approximately 4 inches) and 1 meter
(approximately 39 inches) apart, and the path between the
two handhelds must be clear of obstacles. Beaming distance
to other Palm OS handhelds may be different.

5. Wait for the Beam Status dialog box to indicate that the transfer is
complete before you continue working on your handheld.

To beam an application:

1. Open the Applications Launcher.

2. Tap the Menu icon .

3. Tap App, and then tap Beam.

4. Select either Handheld or Card from the Beam From pick list.

Chapter 5 Page 83

5. Tap the application you want to transfer.

Note:

Some applications are copy-protected and cannot be
beamed. These are listed with a lock icon next to them.

6. Tap Beam.

7. When the Beam Status dialog box appears, point the IR port
directly at the IR port of the receiving handheld.

8. Wait for the Beam Status dialog box to indicate that the transfer is
complete before you continue working on your handheld.

To receive beamed information:

1. Turn on your handheld.

2. Point the IR port directly at the IR port of the transmitting
handheld to open the Beam dialog box.

3. Select a category for the incoming information, create a new
category, or leave the information unfiled.

4. Tap Yes.

Tips on beaming information

■

You can set the full-screen pen stroke to beam the current entry.
See “Pen preferences” in Chapter 7 for more information.

■

You can draw the Graffiti Command stroke to activate the
Command toolbar, and then tap the beam icon.

You can use the Graffiti Command stroke “/ B” to beam the current
entry.

Categorizing records

Categorize records in the Address Book, To Do List, Note Pad, and
Memo Pad applications so that they are grouped logically and are
easy to review. (You can also categorize applications. See “Using the
Applications Launcher” in Chapter 3 for more information.)

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When you create a record, your handheld automatically places it in
the category that is currently displayed. If the category is All, your
handheld assigns it to the Unfiled category. You can leave an entry as
Unfiled or assign it to a category at any time.

System-defined and user-defined categories

By default, your handheld includes system-defined categories, such as
All and Unfiled, and user-defined categories, such as Business and
Personal.

You cannot modify the system-defined categories, but you can
rename and delete the user-defined categories. In addition, you can
create your own user-defined categories. You can have a maximum of
15 user-defined categories in each application.

Note:

Address Book contains the QuickList user-defined category, in which
you can store the names, addresses, and phone numbers you might
need in emergencies (doctor, fire department, lawyer, etc.).

Note:

When you have an expansion card properly seated in the
expansion card slot, the last item in the category pick list will
be the name of the expansion card. You cannot otherwise
categorize applications that reside on an expansion card.

The illustrations in this section come from Address Book, but
you can use these procedures in all the applications in which
categories are available.

To move a record into a category:

1. Select the record you want to categorize.

2. In Address Book only: Tap Edit.

In Note Pad only: Tap the Menu icon , and then tap Options.

3. Tap Details.

4. Tap the Category pick list to display the list of available categories.

5. Select the category for the record.

6. Tap OK.

Chapter 5 Page 85

Note:

In Address Book, Note Pad, and Memo Pad you can tap the
category name in the upper-right corner of the screen and
select a new category for the item.

To display a category of records:

1. Tap the category pick list in the upper-right corner of the list
screen.

Tap here

Note:

In the Date Book Agenda view, the pick list is in the upper­right corner of the To Do list.

2. Select the category you want to view.

The list screen now displays only the records assigned to that
category.

Tip:

Pressing an application button on the front panel of the
handheld toggles through all the categories of that
application.

To define a new category:

1. Tap the category pick list in the upper-right corner of the list
screen.

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2. Tap Edit Categories.

3. Tap New.

Tap here

4. Enter the name of the new category, and then tap OK.

5. Tap OK.

You can assign any of your records to the new category.

To rename a category:

1. Tap the category pick list in the upper-right corner of the list
screen.

2. Tap Edit Categories.

3. Select the category that you want to rename, and then tap Rename.

Chapter 5 Page 87

4. Enter the new name for the category, and then tap OK.

5. Tap OK.

Tip:

You can group the records in two or more categories into one
category by giving the categories the same name. For
example, if you change the name of the Personal category to
Business, all records formerly in the Personal category
appear in the Business category.

Finding information

Your handheld offers several ways to find information quickly:

■ All applications that reside on your handheld:

that you specify, always starting with the current application.

Note:

Find does not search through applications on expansion
cards.

■ Date Book, To Do List, Memo Pad:

Phone Lookup displays the
Address list screen and lets you add the information that appears
in this list to a record.

■ Address Book:

The Look Up line lets you enter the first letters of a

name to scroll immediately to that name.

Find locates any text

Looking up Address Book records

When working with Address Book, the scroll button on the front panel
of the handheld makes it easy to navigate among your address entries.

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■

In the Address list screen, the scroll button moves up or down an
entire screen of records. If you hold down the scroll button, you
accelerate the scrolling and display every third screen.

■

In the Address view screen, the scroll button moves to the previous
or next address record.

You can also use the Address list Look Up feature to quickly scroll to
any of your Address Book entries.

To look up an Address Book record:

1. Display the Address list screen.

2. Enter the first letter of the name you want to find.

Look Up line

The list scrolls to the first entry that begins with that letter. If you
write another letter, the list scrolls to the first entry that starts with

two

those

letters. For example, writing an “s” scrolls to “Sands,”
and writing “sm” scrolls further to “Smith.” If you sort the list by
company name, the Look Up feature scrolls to the first letter of the
company name.

3. Tap the record to view its contents.

Using Find

You can use Find to locate any text that you specify, in any application
that resides on your handheld. Find does not search applications that
reside on an expansion card.

To use Find:

1. Tap the Find icon .

Tip:

If you select text in an application before you tap Find, the
selected text automatically appears in the Find dialog box.

2. Enter the text that you want to find.

Chapter 5 Page 89

Find is

not

case-sensitive. For example, searching for the name

“davidson” also finds “Davidson.”

Find locates any words that begin with the text you enter. For
example, searching for “plane” finds “planet,” but not “airplane.”

3. Tap OK.

Find searches for the text in all records and all notes.

As your handheld searches for the text, you can tap Stop at any
time. You may want to do this if the entry you want appears before
your handheld finishes the search. To continue the search after you
tap Stop, tap Find More.

4. Tap the text that you want to review.

Using Phone Lookup

Phone Lookup displays the Address list screen and lets you add the
information that appears in this list to a record.

To use Phone Lookup:

1. Display the record in which you want to insert a phone number.
The record can be in Date Book, To Do List, or Memo Pad.

2. Tap the Menu icon .

3. Tap Options, and then tap Phone Lookup.

4. Begin to spell the last name of the name you want to find.

The list scrolls to the first record in the list that starts with the first
letter you enter. Continue to spell the name you’re looking for, or
when you see the name, tap it.

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5. Tap Add.

The name you selected, along with the other information associated
with it, is pasted into the record you selected in step 1.

Phone Lookup tips

Write the Graffiti Command stroke “/L” to activate the Phone Lookup
feature. You can also activate it in the following circumstances:

■ While entering text:

For example, to insert the full name and phone
number for someone with the last name “Williams,” write the
Graffiti characters for “Wi” and then the Phone Lookup Command
stroke “/L.”
Assuming you have only one Address Book record that begins
with “Wi,” your handheld inserts the full name “Fred Williams”
(and its associated information). If you have more than one name
that begins with “Wi,” the Phone Lookup screen appears and
highlights the first record that begins with “Wi.”

■ For selected text:

Drag to highlight the text, and then write the
Phone Lookup Command stroke “/L.” Your handheld replaces the
selected text and adds the name and its associated information.

Sorting lists of records

You can sort lists of records in various ways, depending on the
application. Sorting is available in applications that have list screens:
Address Book, To Do List, and Memo Pad.

Note:

You can also assign records to categories. See “Categorizing
records”earlier in this chapter.

Chapter 5 Page 91

To sort records in To Do List:

1. Open the application to display the list screen.

2. Tap Show.

3. Tap the Sort by pick list and select an option.

4. Tap OK.

To sort records in Address Book, Note Pad, and Memo Pad:

1. Open the application.

2. In Note Pad only: Tap Done to display the list screen.

3. Tap the Menu icon .

4. Tap Options, and then tap Preferences.

Address Book:

Note Pad:

Memo Pad:

5. Do one of the following:

Address Book:

Note Pad:

Tap the setting you want.

Tap the Sort by pick list and select Alphabetic, Date, or

Manual.

Memo Pad:

Tap the Sort by pick list and select Alphabetic or

Manual.

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