Handbook
for
Palm™ m500 Series Handhelds
Page ii Handbook for Palm™ m500 Series Handhelds
Copyright
Copyright © 1998-2001 Palm, or its subsidiaries. All rights reserved. Graffiti, HotSync,
PalmConnect, and Palm OS are registered trademarks, and the HotSync logo, Palm,
PalmModem, and the Palm logo are trademarks of Palm, Inc. or its subsidiaries. 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 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.pal m.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.pal m.com .
P/N: 406-2907-A-US
Page iii
Page iv Handbook for Palm™ m500 Series Handhelds
Contents
About This Book:.............................................................1
Chapter 1: Introduction to Your Handheld ......................3
Getting to know your Palm m500 series handheld..........................3
What is a Palm m500 series handheld?...........................................3
System requirements .........................................................................4
Palm m500 series components ........................................................ 5
Upgrading from another Palm OS handheld....................................9
Preparing to use your handheld .........................................................9
Connecting the HotSync cradle..................................................... 10
Charging your handheld................................................................ 11
Palm™ Desktop software .............................................................. 12
Using your handheld with another PIM ..................................... 14
Tapping and typing ............................................................................15
Tap with the stylus to get things done......................................... 15
Elements of the handheld interface.............................................. 16
Opening applications ..................................................................... 17
Using menus .................................................................................... 19
Entering data.................................................................................... 21
Customizing your handheld..............................................................25
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 ....................................................................31
Writing capital letters .....................................................................32
Writing numbers .............................................................................33
Graffiti numbers ..............................................................................33
Writing punctuation marks ...........................................................34
Additional Graffiti punctuation ....................................................34
Writing symbols and extended characters ..................................35
Writing accented characters ..........................................................35
Accent strokes ..................................................................................36
Additional non-English characters ...............................................36
Navigation strokes ..........................................................................36
Graffiti ShortCuts ............................................................................37
Using the onscreen keyboard ............................................................37
Using Note Pad....................................................................................38
Using your computer keyboard........................................................38
Importing data.....................................................................................39
Contents Page v
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 .......................................56
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
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
Expense ............................................................................................72
Clock .................................................................................................72
Common tasks.....................................................................................73
Page vi Handbook for the Palm™ m500 Series Handheld
Creating records ..............................................................................73
Editing records ................................................................................73
Deleting records ..............................................................................75
Purging records ...............................................................................76
Exchanging and updating data: HotSync operations ................77
Categorizing records ......................................................................82
Finding information ........................................................................86
Sorting lists of records ....................................................................90
Making records private ..................................................................92
Attaching notes ................................................................................94
Choosing fonts .................................................................................95
Reviewing Reminders ....................................................................96
Application-specific tasks ..................................................................97
Date Book .........................................................................................97
Address Book .................................................................................111
To Do List .......................................................................................117
Note Pad .........................................................................................122
Memo Pad ......................................................................................125
Calculator .......................................................................................128
Clock ...............................................................................................130
Expense ...........................................................................................132
Chapter 6: Communicating Using Your Handheld.......143
Managing desktop E-Mail away from your desk.........................143
Setting up Mail on the desktop ...................................................144
Synchronizing Mail with your E-Mail application ..................146
Opening the Mail application on your handheld .....................146
Viewing e-mail items ....................................................................146
Creating e-mail items ....................................................................147
Looking up an address .................................................................150
Adding details to e-mail items ....................................................151
Storing e-mail to be sent later ......................................................154
Editing unsent e-mail ...................................................................154
Draft e-mail ....................................................................................155
Filing e-mail ...................................................................................156
Deleting e-mail ..............................................................................157
Removing e-mail from the Deleted folder .................................157
Purging deleted e-mail .................................................................157
Message list options ......................................................................158
HotSync options ............................................................................159
Creating special filters ..................................................................161
Truncating e-mail items ...............................................................165
Mail menus .....................................................................................166
Beaming information ........................................................................167
Contents Page vii
Chapter 7: Advanced HotSync® Operations ...............171
Selecting HotSync setup options ....................................................171
Customizing HotSync application settings................................... 178
IR HotSync operations .....................................................................181
Preparing your computer for infrared communication .......... 181
Configuring HotSync Manager for infrared communication 182
Performing an IR HotSync operation ........................................184
Returning to cradle HotSync operations ...................................185
Conducting a HotSync operation via modem..............................186
Preparing your computer ............................................................186
Preparing your handheld ............................................................189
Selecting the conduits for a modem HotSync operation ........190
Performing a HotSync operation via a modem ........................191
Conducting a HotSync operation via a network..........................192
Connecting to your company’s dial-in server ..........................192
Performing a network HotSync operation ................................195
Using File Link ..................................................................................195
Creating a user profile......................................................................196
Chapter 8: Setting Preferences for Your Handheld..... 199
Viewing preferences.........................................................................200
Buttons preferences ..........................................................................200
Pen preferences .............................................................................201
HotSync buttons preferences ......................................................202
Digitizer preferences ........................................................................203
Formats preferences .........................................................................203
Country default .............................................................................203
Time, date, week start, and numbers formats ..........................204
General preferences..........................................................................204
Auto-off delay ...............................................................................204
Cradle settings ............................................................................... 204
System, alarm, and game sounds ...............................................205
Alarm Vibrate and LED settings ................................................205
Beam Receive .................................................................................206
Date and Time preferences..............................................................206
Connection preferences....................................................................206
Editing connections ......................................................................207
Network preferences and TCP/IP software .................................209
Selecting a service .........................................................................209
Entering a user name ...................................................................210
Entering a password ....................................................................210
Selecting a connection ..................................................................211
Adding telephone settings ..........................................................212
Connecting to your service ..........................................................214
Page viii Handbook for the Palm™ m500 Series Handheld
Creating additional service templates .......................................215
Adding detailed information to a service template .................215
Login scripts ...................................................................................218
Creating a login script on your handheld .................................219
Plug-in applications ......................................................................221
Deleting a service template ..........................................................221
Network preferences menu commands .....................................221
TCP/IP troubleshooting ...............................................................222
Owner preferences ............................................................................223
ShortCuts preferences.......................................................................223
Creating a ShortCut ......................................................................224
Editing a ShortCut ........................................................................225
Deleting a ShortCut ......................................................................225
Appendix A: Maintaining Your Handheld ....................227
Caring for your handheld ................................................................227
Battery considerations ......................................................................228
Resetting your handheld..................................................................229
Performing a soft reset .................................................................229
Performing a hard reset ................................................................230
Appendix B: Frequently Asked Questions ...................233
Software installation problems........................................................234
Operating problems ..........................................................................235
Tapping and writing problems .......................................................237
Application problems .......................................................................238
HotSync problems.............................................................................239
Beaming problems.............................................................................246
Recharging problems........................................................................247
Password problems...........................................................................247
Technical support..............................................................................248
Appendix C: Creating a Custom Expense Report ........249
About mapping tables ......................................................................249
Customizing existing sample templates ........................................250
Determining the layout of the Expense Report.............................251
Labels ..............................................................................................251
Sections ...........................................................................................251
Analyzing your custom Expense Report .......................................252
Programming the mapping table....................................................253
Using applications other than Microsoft Excel.............................257
Expense file details............................................................................258
Contents Page ix
Appendix D: Non-ASCII Characters for Login Scripts .259
Use of ^char.......................................................................................259
Carriage return and line feed..........................................................259
Literal characters...............................................................................259
Product Regulatory Information .................................261
FCC Statement...................................................................................261
Canadian ICES-003 Statement ........................................................262
CE Compliance Statement ...........................................................262
Battery Warning ............................................................................262
Index............................................................................265
Page x Handbook for the Palm™ m500 Series Handheld
About This Book
Welcome to the Palm™ m500 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™ m500 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 m500 series handheld
What is a Palm m500 series handheld?
Palm™ m500 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:
■ Enter your schedule in Date Book
■ Keep all your contact names, addresses, and phone numbers in
■ 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
■ Set preferences for how you receive alarms, by hearing a sound,
■ View, edit, and compose email on the run
■ Track expenses for your expense report
■ Synchronize your data with Palm™ Desktop software on your
■ Insert MultiMedia Card (MMC) or Secure Digital (SD) cards to add
■ Attach and use peripheral hardware devices, such as a modem
■ Beam information to another Palm OS
®
technology to synchronize your handheld and Palm™
Address Book
on schedule and remind yourself of appointments and notes
seeing an LED blink, or feeling your handheld vibrate
Windows or Macintosh computer so you always have a copy
additional software or memory, or to back up your data
®
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, sold separately)
■ 16 MB RAM (64 MB recommended with Windows 2000)
■ 30 MB available hard disk space
■ VGA monitor or better (the Quick Tour requires 256-color video
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 sold separately)
Minimum requirements: Macintosh
■ Apple Macintosh or compatible with a Power PC processor
■ Mac OS 8.6 to 9 for USB support (OS 7.5.3 or later for serial
support)
■ One USB port or available serial port (serial cradle and adapters
sold separately)
■ 25 MB available hard disk space
■ 6 MB free RAM
http://www.palm.com)
Optional equipment
■ Modem (such as an add-on modem accessory)
■ Printer (compatible with your computer and its operating system)
■ Infrared communication device
■ Secure Digital (SD) or MultiMedia Card (MMC) 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 m500 series components
Locating front panel controls
IR port
IR port
Power
button/
Backlight
control
LED
indicator
/
Power button/
Backlight control/
LED indicator
Screen
Graffiti writing area
Scroll buttons
Application buttons
Uses infrared technology to transmit data to and
receive data from other Palm OS handhelds, and to
perform HotSync operations. See “Beaming
information” in Chapter 6 and “IR HotSync
operations” in Chapter 7 for more information.
Turns your handheld on or off and controls the
backlight feature. If your handheld is turned off,
pressing the power button turns the handheld 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.
The power button also lights steadily when the
handheld is charging in the cradle and blinks to
indicate alarms. Some applications enable you to set
alarms to remind yourself of events or notes. You can
set preferences for non-audible alarm notification.
See “General preferences” in Chapter 8 for details.
Chapter 1 Page 5
Handheld
screen
Displays the applications and information stored in
your handheld. It is touch-sensitive and responds to
the stylus.
Graffiti®
writing
area
Scroll
buttons
The area where you write letters and numbers using
®
the Graffiti
alphabet. See Chapter 2 to learn how to
write Graffiti characters.
Displays text and other information that extends
beyond the area of the handheld screen. Pressing the
lower scroll button scrolls down to view information
below the viewing area, and pressing the upper scroll
button scrolls up to view the information above the
viewing area.
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. See
“Buttons preferences” in Chapter 8 for details on
reassigning these buttons to activate any application
on your handheld.
Tip: If your handheld is turned off, pressing any
application button activates the handheld and
opens the corresponding application.
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 8 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 8 for
more information.
Page 6 Introduction to Your Handheld
Using the onscreen contrast control
Some Palm m500 series handhelds allow you to further adjust your
display by changing the amount of contrast on the screen.
To adjust the contrast:
1. Tap the Contrast icon in the upper-right corner of the Graffiti
writing area.
2. Do one of the following:
To change the contrast in small increments, tap to the left or
right of the slider.
To change the contrast in larger increments, drag the slider to
the left or right.
Tip: You can also use the up and down scroll buttons on the
front of your handheld to adjust the contrast setting.
3. Tap Done.
Chapter 1 Page 7
Locating back panel components
Reset
button
Side channel
for stylus
Side channels
Expansion
card slot
Side
channel
for cover
Universal
connector
The right side channel holds the stylus, which
slides in and out and clicks into place. To use the
stylus, remove it and hold it as you would a pen
or pencil. The left side channel holds the front
cover, which also slides in and out.
Expansion
card slot
Accepts Secure Digital (SD) or MultiMedia Card
(MMC) expansion cards, enabling you to add
more memory or applications. You can also back
up data to an expansion card.
Reset button
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.
Page 8 Introduction to Your Handheld
Universal
connector
Connects your handheld to the cradle, which in
turn connects to the back of your computer and
through the AC adapter to the wall current. This
allows you to recharge your handheld as well as
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. This ensures all data on your handheld is on
your desktop computer.
■ Connect the HotSync cradle that comes with your Palm m500
series handheld to your computer. See “Connecting the HotSync
cradle” later in this chapter for details.
■ Charge the battery in your new handheld. See “Charging your
handheld” 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 m500
series handheld. See “Installing Palm Desktop software” later in
this chapter for details.
■ Perform a HotSync operation. See “Exchanging and updating data:
Chapter 1 Page 9
HotSync operations” in Chapter 5 “for details, or refer to Getting
Started with Palm™ m500 Series Handhelds.
■ (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.
Connecting the HotSync cradle
Important: The HotSync cradle 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 and a 25pin serial adapter, if necessary, from
www.palm.com
. Follow the documentation that
accompanies the serial cradle before attempting to
complete the installation tasks.
1. Shut down and turn off your computer.
2. Plug the USB connector into a USB port on your computer.
3. Connect the power cord that attaches to the back of the cradle’s
USB port connector to the AC adapter cord.
http://
Page 10 Introduction to Your Handheld
4. Plug the AC adapter into any AC current outlet.
Charging your handheld
Your handheld contains a Lithium-ion polymer battery that is
recharged each time you place the handheld in the cradle. Just place
your handheld in the cradle for two hours for an initial charge before
you use it. Then place it in the cradle for a few minutes each day to
recharge the battery to full capacity.
If the battery gets low, your handheld displays a warning message. If
this occurs, perform a HotSync operation and then recharge the
battery as soon as possible. If your handheld shuts down, you still
have about a week to recharge the battery before you lose the data on
your handheld.
Chapter 1 Page 11
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.
■ 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.
Page 12 Introduction to Your Handheld
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 Quick Tour in Palm Desktop software (for
Windows users), and the Palm Desktop Software for the Macintosh
User’s Guide on the Palm Desktop software CD-Rom.
To ensure a safe and uninterrupted installation of Palm Desktop
software, please print these instructions or refer to Getting Started with
Palm™ m500 Series Handhelds. Do the following before installing:
■ Turn off your computer and connect the HotSync cradle to it.
■ Do not 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.
4. Follow the onscreen instructions to complete the installation.
During installation you may be asked to place your handheld on
the cradle.
Chapter 1 Page 13
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.
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://www.palm.com.
Page 14 Introduction to Your Handheld
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
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.
Chapter 1 Page 15
Elements of the handheld interface
Icons
Menu
bar
Menu bar
Icons
Contrast
control
(on some
models)
Clock
abc
123
A set of commands that are specific to the
application. Not all applications have a menu bar.
Tap the icons to open applications , menus ,
Calculator , and to find text anywhere in your
data .
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.
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.
With the cursor in an input field, tap the dot to
activate the numeric keyboard.
Page 16 Introduction to Your Handheld
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.
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.
Chapter 1 Page 17
Applications
Launcher
Date Book Note Pad
Address Book
To Do List
Tip: When you press an application button on the front panel, you
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
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.
Page 18 Introduction to Your Handheld
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.
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
Chapter 1 Page 19
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
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.”
Page 20 Introduction to Your Handheld
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
■ 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 6 for
details.
Chapter 1 Page 21
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
Page 22 Introduction to Your Handheld
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
Write numbers here
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.
New
memo
cursor
Tap
New
Write in
Graffiti
area
See “Using Graffiti writing to enter data” in Chapter 2 for details.
Chapter 1 Page 23
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 Quick Tour in Palm Desktop
software (for Windows users), and the Palm Desktop Software for the
Macintosh User’s Guide on the Palm Desktop software CD-ROM.
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.
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
Page 24 Introduction to Your Handheld
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, go to 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, the LED indicator,
and vibrator; and configure your handheld to work with a modem or
network. See Chapter 8 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.
To set the date:
1. Tap the Set Date box.
2. Tap the arrows to select the current year.
Chapter 1 Page 25
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.
To set the time zone:
1. Tap the Set Time Zone box.
Page 26 Introduction to Your Handheld
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.
Chapter 1 Page 27
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).
■ Most characters require only a single stroke. When you lift the
stylus from the Graffiti writing area, your handheld recognizes
Chapter 2 Page 29
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.
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.
Page 30 Entering Data in Your Handheld
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.
The Graffiti® alphabet
Letter Strokes Letter Strokes
AN
B
O
CP
D
Q
ER
Chapter 2 Page 31
F
S
G
T
HU
IV
JW
KX
LY
M
Z
Space Back
Space
Carriage
Period
tap twice
Return
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: 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).
To draw the first letter of a word as a capital letter:
■ Use the Caps Shift stroke:
Caps
Shift
Page 32 Entering Data in Your Handheld
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.
Graffiti numbers
Number Strokes Number Strokes
0
1
5
6
27
38
4
Chapter 2 Page 33
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
.
Dash
—
Comma
,
Apostrophe
'
Question
?
Exclamation
!
Left Paren
(
Right Paren
)
Slash
/
Dollar
$
Additional Graffiti punctuation
@ # % ^ & * < > + = |
\ { } [ ] ~ ` ; : " tab
—
Page 34 Entering Data in Your Handheld
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.
For example, the following diagram shows the strokes required to
draw an accented “e.”
= e
Chapter 2 Page 35
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
Previous field
(Address Book only)
Next Field
(Address Book only)
Open Address Record
(Address Book only)
Page 36 Entering Data in Your Handheld
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 8 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
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.
Chapter 2 Page 37
3. Tap “abc” to open the alphabetic keyboard, or tap “123” to open
the numeric keyboard.
Tap here for alpha
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.
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
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
Page 38 Entering Data in Your Handheld
®
operation
online Help in Palm Desktop software, the Quick Tour in Palm
Desktop software (for Windows users), and the Palm Desktop Software
for the Macintosh User’s Guide on the Palm Desktop software CD-ROM.
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.
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.
Chapter 2 Page 39
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)
■ 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)
Page 40 Entering Data in Your Handheld
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 See Using Expansion Features.
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: Not all applications have a Preferences command.
4. Make changes to the settings.
5. Tap OK.
Chapter 3 Page 45
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, Expense, Calculator, and Mail 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,
go to the web site:
Note: Any game or application that you install on your handheld
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.
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
double-clicking any file with a PRC, PDB, PQA, PNC, or
SCR 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
Chapter 3 Page 47
handheld and an expansion card.
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.
3. From the HotSync menu, choose Install Handheld Files.
Page 48 Managing Your Applications
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.
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.
Chapter 3 Page 49
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.
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.
Page 50 Managing Your Applications
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 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.
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.
Chapter 3 Page 51
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 on making records private.
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.
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.
Page 52 Managing Your Applications
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.
4. Do one of the following:
To change the password and hint, enter the new password and
hint, and tap OK.
Chapter 3 Page 53
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.
3. Tap the Auto Lock Handheld box, and then enter your password.
4. Tap On power off.
5. Tap OK.
Page 54 Managing Your Applications
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.
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
Chapter 3 Page 55
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.
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.
Page 56 Managing Your Applications
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
So that you can easily attach and use peripheral hardware devices,
such as a modem, portable keyboard, or a Global Positioning System
(GPS) receiver, your handheld is equipped with a universal connector.
For information about the installation and operation of hardware
devices, please refer to the documentation that accompanies each
device.
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.
Chapter 4 Page 59
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.
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: 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 “Beaming information” in Chapter 6 for details.
Note: 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.
4. Tap the card name from the Delete From pick list.
Page 62 Using Expansion Features
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 .
1. Tap the Card Info icon .
2. Review Card name, Type, and Size.
3. 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.
Card menus
Page 64 Using Expansion Features
Help
Provides help text.
About Card
Info
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
■ Expense
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 do 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
Chapter 5 Page 67
scheduling overlaps or conflicts.
■ 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
Page 68 Using Your Basic Applications
additional information about the entry.
■ 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
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 .
®
characters to store memos, lists, or any other text
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
Expense
Expense lets you keep track of your expenses and then transfer
the information to a spreadsheet on your computer.
In Expense, you can do the following:
■ Record dates, types of expenses, amount spent, payment method,
and other details associated with any money that you spend.
■ Assign expense items to categories so that you can organize and
view them in logical groups.
■ Keep track of vendors (companies) and people involved with each
particular expense.
■ Log miles traveled for a particular date or expense category.
■ Sort your expenses by date or expense type.
■ Transfer your expense information to a Microsoft Excel
spreadsheet (version 5.0 or later) on your computer. (Microsoft
Excel is not included in the handheld package.)
To open Expense:
1. Tap the Applications icon .
2. Tap the Expense 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
Page 72 Using Your Basic Applications
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, Memo Pad
memo, or Expense item.
Creating records
You can use the following procedure to create a new record in Date
Book, Address Book, To Do List, Note Pad, Memo Pad, and Expense.
To create a record:
1. Select the application in which you want to create a record.
2. Tap New.
3. In Date Book only: Select start and end times for your appointment
and tap OK.
4. Enter text for the record.
5. (Optional) Tap Details to select attributes for the record. (Not
available in Note Pad.)
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
Chapter 5 Page 73
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.
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
that you select in an application.
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).
Note: You can also double tap to select a word, or triple tap to
select a line of text.
You can also drag across the text to select additional
words, or drag down 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.
Page 74 Using Your Basic Applications
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.
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.
Note: In Note Pad, the Edit menu appears only when the title of a
note is selected. To edit a note in Note Pad, use the eraser tool
to remove lines, and the pen tool to add lines.
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: Delete Event
Address Book: Delete Address
To Do List: Delete Item
Note Pad: Delete Note
Chapter 5 Page 75
Memo Pad: Delete Memo
Expense: Delete Item
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.
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.
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, To Do List, and Expense, 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, as do Expense items.
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 also available in Mail. See Chapter 6 for more information.
Purging is not available in Address Book, Note Pad, or Memo Pad;
you must delete outdated records manually from these applications.
Page 76 Using Your Basic 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:
Tap the pick list and select how old a record must be
to 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:
If you want to save a copy of the purged
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.
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.
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 placing your handheld in the cradle attached to your
computer, or using infrared communications. Indirect methods
include using a modem, or via a network using the network HotSync
technology. See Chapter 7 for information about performing HotSync
operations via a modem, network, or IR port.
Chapter 5 Page 77
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 7 before performing the following steps.
Important: You must perform your first HotSync operation with a
local, direct connection, or with infrared communication,
rather than using a modem.
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.
To perform a local HotSync operation on a Windows computer:
1. Place your handheld on 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.
Page 78 Using Your Basic Applications
3. Press the HotSync button
™
on the cradle.
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.
Tip: Gently rock your handheld forward in the cradle and then lift
it to remove.
Chapter 5 Page 79
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.
■ 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 7 before performing the following steps.
Important: You must perform your first HotSync operation with a
local, direct connection, or with infrared communication.
Page 80 Using Your Basic Applications
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. Place your handheld on the HotSync 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.
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.
Tip: Gently rock your handheld forward in the cradle and then lift
it to remove.
Categorizing records
Categorize records in the Address Book, To Do List, Note Pad, Memo
Pad, and Expense 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.)
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.
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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.
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.).
Expense contains two user-defined categories, New York and Paris, to
show how you might sort your expenses according to different
business trips.
Note: 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.
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.
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.
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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 upper
right 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 screen or
list.
Tap here
2. Tap Edit Categories.
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3. Tap New.
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 screen or
list.
2. Tap Edit Categories.
3. Select the category that you want to rename, and then tap Rename.
4. Enter the new name for the category, and then tap OK.
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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.
■
Expense:
Lookup displays the names in your Address Book that
have data in the Company field. You can add these names to a list
of attendees associated with an Expense record.
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.
■ 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.
Find locates any text
You can also use the Address list Look Up feature to quickly scroll to
any of your Address Book entries.
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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 those two 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.
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.
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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, Memo Pad, or Mail.
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.
Looking up names to add to expense records
In Expense, Lookup displays the names in your Address Book that
have data in the Company field. You can add these names to a list of
attendees associated with an Expense record.
To add names to an Expense record:
1. Tap the Expense record to which you want to add names.
2. Tap Details.
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3. Tap Who.
Tap here
4. Tap Lookup.
The Attendees Lookup screen displays all the names in your
Address Book that have data in the Company field.
5. Select the name you want to add, and then tap Add.
The name appears in the Attendees screen.
6. Repeat steps 4 and 5 to add more names.
7. Tap Done.
8. Tap OK.
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, Memo Pad, and Expense.
Note: You can also assign records to categories. See “Categorizing
records” earlier in this chapter.
To sort records in To Do List and Expense:
1. Open the application to display the list screen.
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