Palm VII User Manual

Handbook

Palm.Net Discontinued: The Palm.Net service is discontinued as of August 31, 2004. Any information in this manual pertaining to Palm.Net, PQAs (web clipping applications), MyPalm and the WAP Browser is not applicable after that date. For wireless email and web browsing, we recommend you migrate to a palmOne smartphone.

We can help you do this: Click here to learn how to upgrade to a new solution.

for the Palm VII™ Organizer

Copyright © 1998 3Com C orpora ti on or its subsid iarie s. All rights rese rved . 3Com, the 3Com logo, Palm Compu ting, Palm Mod em, Gra ffiti, and HotS ync ar e registe red trademarks, and Palm, PalmPilot, Palm III, Palm VII, Palm OS, Palm.Net, iMessenger, More Connected., the Palm Compu ting Platfo rm log o, the PalmPil ot logo, PalmVII logo, and the HotSync log o are trademarks of Palm Computi ng, Inc., 3Com Corpora tion or its subsidiaries. Ot her prod uct and b rand n ames may be trad emarks or reg istere d trademarks of their respective owners.

Disclaimer and Limitation of Liability

3Com Corporation and its subsidiaries assume no responsibility for any damage or loss resulting from the use of this handbook.

3Com Corpo ration and i ts sub si diar ies assu me n o re spon sibilit y for any loss or claims by third part ies whic h ma y arise through th e use of t his softw are. 3Co m Corpor ation 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 othe r medi a to prote ct agains t dat a loss.

Important: Please read the 3Com End User Software License Agreement contained in this handbook before using the acc ompany ing softw are prog ram(s). U sing an y part of the software indicates that you accept the terms of the 3Com End User Software License Agreement.

3.5" Softw are Diskettes A vailable

Palm™ Desktop organizer softw are is supplied on a CD-ROM disc. If yo u do not have access to a CD-ROM driv e for your computer, you may do wnload the Palm Desktop software from http://www.palm.net. Altern atively, you can order 3.5" diskettes by completing and mailing the diskette order card supplied in the Palm VII™ connected organizer product package, or call to order the diskettes. See the Getting Started guide for the appropriate phone number.

P/N: 405-0406A A/N: 423-0233

Page ii

Contents

About This Book Chapter 1: Introduction to Your Palm VII™ Organizer

Getting to know your Palm VII organizer.........................................3

What is a Palm VII organizer?..........................................................3

System requir e m e n ts ..... .. ... ......... .......... .......... .......... ......... .......... .....4

Palm VII components ........................................................................5

Installing the ba tteries ............... .......... ......... .......... .......... .......... .......9

Replacing batteries.............................................................................9

Setting up your organizer and charging the transmitter ...........10

Upgra de i nf o rm a tion.. ... .. .......... .......... .. .......... .......... ......... .......... ...10

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

Using your organizer with another PIM ......................................14

Palm.Net wireless features .............................................................14

Tapping and typing............................................................................18

Tap with the stylus to get things done..........................................18

Elements of the organizer interface ...............................................19

Opening applications ......................................................................20

Using menus .....................................................................................23

Three ways to enter data.................................................................25

Customizing your organizer .............................................................29

Chapter 2: Entering Data in Your Palm VII™ Organizer

Using Graffiti writing to enter data..................................................31

Writi ng G ra f f iti charact e rs . .. .......... .......... ......... .......... .......... ......... .3 1

Graffiti tips........................................................................................33

The Graffiti alphabet........................................................................34

Writing capital letters ......................................................................35

Writi ng nu m b e rs ....... .. .......... .......... .......... ......... .......... .......... ......... .35

Graffiti numbers ...............................................................................36

Writing punctuation marks ............................................................36

Additi o na l Gr a f fit i pu n ct u a t ion......... ......... .......... .......... .......... .....3 7

Writing symbols and extended characters ...................................37

Writing accented characters ...........................................................38

Accen t st rokes.. ... ......... .......... ... ......... .......... .......... ......... .......... ........ 3 8

Additional non-English characters................................................38

Navigation strokes...........................................................................39

Graffiti ShortCuts.............................................................................39

Using the onscreen keyboard............................................................41

Using your computer keyboard........................................................41

Impo rt in g da ta.. .. .......... .......... ......... .......... .......... .......... ......... .......... ...42

......................................................................................... 1

Contents Page iii

Chapter 3: Managing Your Applications

Using the Applications Launcher .................................................... 45

Selecting applications...................................................................... 45

Switching between applications.................................................... 45

Categorizing applications...............................................................45

Changing the Applications Launcher display............................. 46

Choosing preferences.........................................................................47

Installing and remo vin g applic a tions....................... .......... ....... ...... 48

Installing add-on app licat ions ........ ................. ................... ...........48

Installing games...............................................................................50

Removing applications ...................................................................51

Removing Palm Desktop software................................................52

Security.................................................................................................53

Assig ning a pass word..... .......... ......... .......... .......... .......... ......... ...... 53

Changing or deleting a password.................................................54

Locking your organizer .................................................................. 54

Recovering from a forgotten password........................................55

Chapter 4: Using Your Basic Applications

Overview of basic applications ........................................................58

Date Book.......................................................................................... 58

Addr ess Book .. .. .......... .......... .......... ......... .......... .......... ......... .......... . 59

To Do List..........................................................................................60

Memo Pa d........ .......... ......... .......... .......... .......... ......... .......... .......... ...61

Calcu l at o r....... ......... .......... .......... ......... .......... .......... .......... ......... ...... 61

Expense .......... .. .......... ......... .......... .......... .......... ......... .......... .......... ...62

Comm o n ta s ks . ......... .......... .......... ......... .......... .......... .......... ......... ......63

Creat i ng re co r d s ... .......... ......... .......... .......... .. .......... .......... ......... ...... 63

Editi ng re c or d s.......... ......... .......... .......... .......... ......... .......... .......... ...63

Deleting records............................................................................... 65

Purging records................................................................................ 66

Exchanging and updating data: HotSync operations ................67

Categorizing records.......................................................................69

Finding records................................................................................73

Sorting lists of records.....................................................................77

Making records private...................................................................79

Attaching notes ................................................................................ 80

Choosing fonts .................................................................................81

Page iv Handbook for th e Palm VII™ Organizer

Appl ica t i o n- sp e c i f ic ta s k s .. ... .. .......... .......... ......... .......... .......... ......... .83

Date Book ..........................................................................................83

Addre s s Bo o k. .. ... ......... .......... .......... .......... ......... .......... .......... ......... .9 6

To Do List ........................................................................................101

Memo Pad .......................................................................................106

Calculator ........................................................................................109

Expense............................................................................................111

Chapter 5: Query Applications and the iMessenger™ Application

Your organizer is a wireless device................................................121

Web clipping: query applications................................................121

Wireless In te rnet messaging : the iMessenger application.......124

The Palm.Net wireless communication service.........................124

Improving signal strength ............................................................127

Using query applications.................................................................128

Opening query applications .........................................................129

Working with query applications................................................130

Query application menus..............................................................137

Using the iMessenger application ..................................................138

The iMessenger application differs from the Mail application138

Opening the iMessenger application ..........................................139

Checking for and viewing messages...........................................140

Opening and reading messages...................................................141

Creating messages..........................................................................146

Rerouting replies to your messages ............................................150

Adding a signature to your message ..........................................151

Send in g me s s ages ..... .. .......... .......... .......... ......... .......... .......... ........ 15 1

Editing an unsent message ...........................................................152

Draf t messages............. .......... .......... .......... ......... .......... .......... ........ 15 3

Filing a message .............................................................................154

Delet in g messag e s....... ... .. .......... .......... ......... .......... .......... .......... ...155

Removing a message from the Deleted folder...........................155

Purging deleted messages ............................................................155

Options for the iMessenger List screen.......................................156

Your Palm.Net mailbox.................................................................157

The iMessenger application and HotSync operations ..............159

iMessenger menus .........................................................................159

Chapter 6: Managing Desktop E-Mail and Beaming Information

Managing desktop E-Mail away from your desk ........................163

Setting up Mail on the desktop....................................................164

Synchronizing Mail with your E-Mail application ...................166

Opening the Mail application on your organizer......................166

Viewing e-mail items.....................................................................166

Contents Page v

Creat i ng e -m a il ite m s.... .. .......... ......... .......... .......... .......... ......... ....167

Looking up an address .................................................................170

Adding details to e-mail items ....................................................171

Storing e-mail to be sent later ......................................................174

Editing unsent e-mail....................................................................174

Draf t e- ma i l ........ .......... .......... .......... ......... .......... .......... ......... ......... 1 75

Filing e-mail ..... ................... ................. ...................... ..................... 176

Deleting e-mail............................................................................... 177

Removing e-mail from the Deleted folder ................................. 177

Purging deleted e-mail..................................................................178

Message List options..................................................................... 178

HotSync options.............................................................................180

Creating special filters ..................................................................181

Trun ca t i ng e-m a i l i tems ......... .......... .......... .. .......... .......... ......... ....185

Mail menus .....................................................................................185

Beaming information ....................................................................... 187

Chapter 7: A dvanced HotSy nc® Operation s

Selecting HotSync setup options.................................................... 189

Customizing HotSync application settings .................................. 192

HotSync operations via a modem.................................................. 194

Preparing your computer.............................................................194

Preparing your organizer............................................................. 195

Selecting the condu its for a modem HotSync operation.... .....196

Performing a HotSync operation via a modem.........................197

HotSync operations via a network.................................................198

Connecting to your company’s dial-in server...........................198

Using File Link..................................................................................200

Creating a user profile ..................................................................... 200

Chapter 8: Setting Preferenc es for Your Org anizer

Viewing preferences......................................................................... 204

Buttons preferences.......................................................................... 204

Pen preferences..............................................................................205

HotSync buttons preferences .......................................................206

Digitizer preferences........................................................................207

Formats preferences.........................................................................207

Coun t ry def a u lt...... .......... .......... ......... ... .......... ......... .......... .......... . 2 07

Time, date, week start, and numbers formats...........................208

General preferences.......................................................................... 209

Auto-off delay ................................................................................209

System, alarm, and game sounds................................................209

Beam R e ce i v e . .. .......... ......... .......... .......... .......... ......... .......... .......... . 210

Modem preferences..........................................................................211

Page vi Handbook for th e Palm VII™ Organizer

Network preferences and TCP/IP software .................................212

Selecting a service ..........................................................................212

Entering a user name.....................................................................213

Entering a password......................................................................213

Adding telephone settings............................................................214

Connecting to your service...........................................................217

Creating additional service templates ........................................217

Adding detailed information to a service template..................218

Creating a login script ...................................................................221

Deleting a service template...........................................................222

Network preferences menu commands......................................222

TCP/IP troubleshooting................................................................223

Owne r p re fe re nces.. ... .. .......... ......... .......... .......... .......... ......... .......... .224

ShortCuts preferences ......................................................................225

Creating a ShortCut .......................................................................225

Editi ng a Sh o rt C ut ...... ... .......... ......... .......... .......... ......... .......... ......22 6

Deleting a ShortCut .......................................................................226

Wireless preferences.........................................................................227

Proxy ................................................................................................227

Sending ID or location information.............................................228

Appendix A: Maintaining Your Organizer

Caring for your organizer................................................................229

About the AAA batteries .................................................................230

Automatic recharging of the transmitter.......................................231

Proper use of the antenna................................................................233

Resetting your organizer..................................................................235

Performing a soft reset ..................................................................235

Performing a hard reset.................................................................236

Appendix B: Frequently Asked Questions

Software installation problems .......................................................239

Opera t in g problem s... .. .. .......... .......... .......... ......... .......... .......... ........ 24 0

Tapping and writing problems .......................................................241

Wireless problems.............................................................................242

Application problems.......................................................................243

HotSync problems.............................................................................244

Beaming problems ............................................................................248

Password problems ..........................................................................249

Technical support and customer care ............................................250

Appendix C: Creating a Custom Expense Report

About mapping tables......................................................................251

Customizing existing sample templates........................................252

Contents Page vii

Determining the layout of the Expense Report............................ 253

Labels...............................................................................................253

Sections............................................................................................254

Analyzing your custom Expense Report ......................................255

Programming the mapping table...................................................256

Using applications other than Microsoft Excel ............................260

Expense file details...........................................................................261

Appendix D: Non-ASCII Characters for Login Scripts

Use of ^char........ .......... ......... .......... .......... .......... ......... .......... .......... . 263

Carriage return and line feed..........................................................263

Literal characters .............................................................................. 264

Palm.Net™ Service Ag reement, Warranty, and Other Pro duct Information

Palm.Net service agreement ...........................................................265

Limited warranty..............................................................................273

3Com end user software license agreement................................. 276

FCC Statement ..................................................................................279

Canadian RFI Statement..................................................................279

Index

..... .......... .......... .......... ....... .......... ......... .......... .......... ....... .......... ...... 281

Page viii Handbook for th e Palm VII™ Organizer

About This Book

Welcome to the Palm VII™ connected organizer. This handbook describes all you need to know about how to use your Palm VII organizer and the applications that come with it. It walks you through viewing and entering data, using the features of the Palm.Net™ wirele ss communicat ion service, using your Pa lm VII organiz er with your computer, and personalizing your organizer with your own preferences.

This book is designed to help you get up and running quickly on your organizer. The beginning chapter explains the following:

■ All the parts of your organizer

■ The Palm VII interface

■ The Palm VII wireless features

■ Entering data

■ Setting up security and other preferences

After you become familiar with the basic functionality, you can use the rest of th is ha ndbook as a refer en ce for les s common tasks and for maintaining your organizer, and also as a source of information if you have problems operating the organizer.

About This Book Page 1

Page 2 About T his Book

Chapter 1

Introduction to Your Palm VII

This chapter explains the physical buttons and controls on your Palm VII™ connected organ izer, how to set up your organizer and charg e the trans mitter, ho w to use yo u r organiz e r for th e fir s t ti me, and how to use HotSyn c and Palm™ Deskto p orga nizer sof twar e. This c hapter also i nt roduces the Palm.N e t ™ wi reless commu nication se rvice and the wi re less features of the P alm VII organizer.

Getting to know your Palm VII organizer

What is a Palm VII organizer?

With your Palm VII organizer you will no longer have trouble getting to meetin gs and appointments on time, or rememberi ng the names and personal details of the people you connect with. It will be easy for you to remembe r all the items on your to do list. The organizer can help you improve your track record in all these areas, both at work and at home.

™

Organizer

technology to synchronize your organizer

You can enter all your schedule details in Date Book so you can view them by the day, week, or month; you can even set an alarm to remind you of important meetings. Keep all your contact names, addresses, phone numbers, and other details in Addres s Book, so you can find them as soon as you nee d the m. Add your tasks to To Do List, prioritize them so you don’t overlook them, and ass ign them a due date.

Your Palm VII organizer can be easily connected to the Internet, without us in g a wire or an external modem, throug h a wireless communication service maintained by 3Com. Using applications called query applications, you can access a wide spectrum of information available on the Internet and view that information in a forma t that is eas y to re a d on y o u r or g a n iz e r sc re e n. Another application, the iMessenger™ application, gives you an Internet messaging addr e ss; so you can use your Palm VII organizer to stay

Chapter 1 Page 3

connect ed by wireless Internet messag ing anytime, anywhere within the coverage area of the wireless communication se rvice.

To make sure you don’t lose any important information, you can synchronize your da ta with Palm Des ktop sof tware on your c omputer so you always have a backup copy. You can set different levels of secu rity for yo ur orga n izer so un a uthoriz e d e y e s ca nnot vie w yo ur data.

When you are out of the office, track your expenses for your expense reports; the n transfer the data to your comp uter to print it ou t. You can write, edit, and view your e-mail, and then synchronize your e-mail with your desktop E-Mail applicati on when you re turn to your of fice.

System requirements

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

Minimum requirem ents

■ Windows 98, Windows 95, or Windows NT 4.0

■ IBM-compatible 486 computer or higher

■ 8 MB RAM (memory) minimum, 16 MB recommen ded (required

with Windows NT 4.0)

■ 20 MB available hard disk space

■ VGA monitor or better (the Quick Tour requir es a 256 color vid eo

disp lay)

■ CD-ROM drive ( you can also download Palm D e sktop softwa re

from http://w ww.palm.net, or order 3. 5" diskettes f rom 3Com)

■ Mouse

■ One available serial port

See “Activating the Palm.Net wireless communication service” later in this chapter for information on what is required to activate the service.

Option al equipment

■ Palm Modem

■ Windows-compatible printer

accessory

Macintosh compatibility

You can connect your Palm VII organizer to your Macintosh using Palm™ Mac Pac version 2 or higher (sold separately). For more

Page 4 Introduction to Your Palm VII™ Organizer

informati o n ab o u t Ma c i n t os h co mpati b il ity, vi si t th e we b site http://www.palm.net.

Palm VII components

Locating front panel controls

IR port

Screen

Power button/

Backlight control

Screen

Graffiti

writing area

Application buttons

Antenna

Graffiti writing area

Application buttons

Scroll button

Displays the app licat ions and inform a tion stored in your organizer. It is touch-sensitive and responds to the stylus.

The area where you write letters and numbers using

the Graffi ti

alphabet. See Chapter 2 to learn how to

write Graffiti characters. Open the individual organizer applications that

correspond to the icons on the buttons: Date Book, Address Book, To Do Li st, and Memo Pad. See “Buttons pre f e rences” in Chapter 8 for details on reassigning these button s to activate any appl ication on your organizer.

Tip: If your organizer is turned of f , pressing any

application button activates your organizer and opens the corresponding application.

Chapter 1 Page 5

Scroll button

Displays text and other information that extends beyond the area of the Palm VII organizer screen. Pressing the lower hal f of the scroll but ton scrolls down to view informatio n belo w the viewing area, and pressing the upper half of the button scroll s up to view the information above the viewing area.

Power button/ Backlight control

IR port

Antenna

Turns your organizer on or of f and controls the backlight feature.

If your organizer is turned off, pressing the power button turns the organizer on and return s you to the last screen you viewed. Press the power button to turn the organizer off.

If you have difficulty seeing the information onscreen, use the backlight to illuminate the screen. Press the power button and hold it down for about two seconds to turn the backlight on or off.

You can as s i gn th e fu l l- screen pe n st ro k e to ac ti vate the backlight. See “Pen preferences” in Chapter 8 for more information.

Uses infrared technology to transmit data to and receive da ta fr o m o the r Pa lm C o mp uting

platform devices that als o have an IR por t. See “Beaming information” in Chapter 6 for more information.

Gives you access to the Palm.Net service. See Chapter 5 for more information. See “Buttons preferences” in Chapter 8 to le arn h ow t o open a specific application when you raise the antenna.

Whenever you use the wireless features of your organizer, please observe the guidelines or prohib itions on the use of wireless devices in yo u r current location. For example, when you are on an airplane, do not rai se the antenna or use the wirel e ss features at times when the Federal Aviation Adminis tration (FAA) or airline regulations prohibit the use of cellular phones. You can, of course, use all other applications of your organizer in accordance with airline regulations for electronic devices.

Page 6 Introduction to Your Palm VII™ Organizer

Locating back panel components

Stylus

Battery

door

Stylus

Reset butto n

Contrast control

Reset button

Serial port door

Slides in an d out of the sl ot in t he bac k panel of the organizer. To use the stylus, remove it from the sl ot and hold it as yo u would a pen or pencil. Unscrew the top of the s tylus to acce ss the reset tool.

Under nor mal use , you shoul d n ot have to use the reset button. See Appendix A for information about when and how to use the reset butt on.

Contrast control

Adjusts the appearance of the screen for the clearest screen display. Depending on the lighting conditions or temp erat ure of the environment where you use your organizer, you may need to adju st the setting of the contrast control.

Battery door

Covers the AAA batteries that power your organizer and charge the transmitter. See “Installing the batteries” later in this chapter for information on removing the battery door and installing batteries.

Chapter 1 Page 7

Serial port door

Protects the se rial port that fits into the conn ec t o r of th e organiz e r cradle. The door ensures that the connect ion surface of the serial port remains clean and cle a r of debris.

Note: When your organizer is in the cradle,

and the cradle is connected to your computer, you can use HotSync technology to do a two-way exchange of the data on your org anizer a nd your computer. Plug the connector of the cradle into the serial (COM) port, as shown in the following illustration.

Important: Your organizer requires a dedicated port. It cannot share

a port with an internal modem or other device. If you are unsure about th e location of th e s e rial port on your computer, refer to your computer’s documentation.

Page 8 Introduction to Your Palm VII™ Organizer

Installing the batteries

To use your organizer, you must install two AAA alkaline batteries. The ba t te r i e s f it b e h in d the bat te r y door on the b a ck of th e o rg a n izer.

To install the batteries:

1. Press the tab on the batte r y door a nd li f t the batt e ry door a wa y from the organizer.

Press tab to open

2. Install the two AAA alkaline batteries supplied with your organize r into the batter y compartment.

Note: A diagram in the i nterior of the b a ttery compar tme nt

shows the orientation of the positive (+) and negative (-) ends of the batteries. When correctly installed, the cli ps in the battery compartment secure the batteries in place.

3. In se rt the battery door back into place so that it is flush wi th the back of the organizer and “clic ks” into position.

Important: Do not force the battery door. When the batteries are

correctly installed, the battery door clips smoothly into place. If you feel resistance when replacing the battery door, make sure the door is ali gned with the sl ots on the back of your or ganizer, and that the batterie s are firmly seated in the battery compartment.

Replacing batteries

Under normal conditions, depending on your usage pattern, the AAA batteries of your organizer should provide weeks of use. When the time comes to replace the AAA batteries, your organizer gives you ample warning.

Chapter 1 Page 9

When you replace the AAA batteries, keep these points in mind:

■ Before you replace the batteries, perform a HotSync operation so

that you have a backup copy of all your data on your computer.

■ When you remove the old batteries, the built-in backup power of

your organizer maintains memory data. Whenever you remove the batteries, replace them immediately. We recommend replacing batte r i e s within a period of one minute. If you encounter any difficulties or delays while you’re replacing the batteries, reinstall the original batteries and wait a few minutes for the backup power to recharge.

■ When you dispose of the AAA batteries, p lease dispose of th e m

without damaging the environment.

Setting up your organizer and charging the transmitter

The first time you insert the AAA batteries, your orga nizer automatical ly begins two processes:

■ The batteri e s b e gin to charge the transmitter you use with the

wireless communication service. This takes about 70 minutes. As soon as the transmi tter has been ch arged, you can acti vate the service. See “Activating the Palm .N et wirele ss com mun icat ion servi ce ” lat e r in this chapt e r.

■ Your organize r tu rns on automati cally and Setup beg ins. Setup

consists of a short series of screens that you complete to pr e p a re your organizer f or u se. Se tup also l ists the quer y appli cati ons t hat are preloaded on your organizer. To complete Setup, follow the inst ructions onscree n .

As soon as you finish Setup, you can use all the basic applications of your organizer. See Chapter 4 for the list of your basic applications.

Upgrade information

If you already own a PalmPilot™ organizer or Palm III™ organizer, 3Com recommends that you install the version of Palm Desktop software that comes with your new Palm VII organizer into the same folder as your current Palm Desktop software. When you install the new version in the same folder as the previous version, all your data is preserved.

If you use another personal information manager (PIM), you still need to install Palm Desktop software in order to add HotSync Manager,

Page 10 Introduction to Your Palm VII™ Organizer

conduit so ftware, an d other feat ures of Palm Des ktop softwar e to your computer .

You perform HotSync operations in exactly the same way, so you can quickly syn chronize your old data with your new organizer.

To upgrade:

1. Read the Getting Started guide for an overview of the complete installation process.

2. (Optional) To ensure against any data loss, go to the folder that stores Palm Desktop software, copy your username folder, and store the copy outside the P alm Desktop software folder.

3. Sync hroniz e your old or g a n iz e r wi t h your old Pal m D e sktop software.

This ensure s that the latest i nformation fr om your organizer is on your desktop computer.

4. Follow the installation instructions in “Installing Palm Desktop software” later in this ch ap ter.

Be sure to inst all the new soft ware in the sa me f olde r as the o ld software.

5. To prepare for the firs t HotSync operation that synchronizes your new organizer with your new Palm Desktop software, go to the HotSync Manager and choose Custom.

Note: Be sure your username appears in box at the top of the

Custom dialog box. If not, select your username.

6. For al l condui ts , cl ick Chan g e a nd se le ct the op ti o n De sktop overwrites handh eld. Then clic k Done.

See “Customizing HotSync application settings” in Chapter 7 for more information.

7. Place your new or ga nizer in the cradle and press the HotSync button.

8. If the Select User dialog box appears, select your username.

9. Return to the Getting Started guide and complete the activation of your organizer.

Each orga nizer must have a unique na me

After you comp lete the upgrade pr ocess describ e d above, you have two or ganizers w it h the sa me name . This is an u n de s i ra bl e situati o n .

Chapter 1 Page 11

Each organi ze r must have a unique name in order to prevent unexpected results during HotSync operations and other complications.

We strongly recommend that you perform a hard reset on your old organizer. See “Performing a hard reset” in Appendix A for details.

A hard reset not only erases all dat a f rom the old organizer; it also erases the name and makes that organizer a clean slate, ready to receive a new name. The next time you perform a HotSync operation with this old organizer, you are asked to give it a name. Be sure to give it a unique name.

Palm Desktop organizer software

Palm Desktop software extends many of the functions of your organizer to your computer and serves to back up all your data. Viewing and editing your data using Palm Desktop software is optional. However, wh en you u se it wit h your organize r and the builtin HotSync technology, you can fully synchronize the information on your organizer with the in f ormation on your computer.

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

With Palm Desktop software, you can do the following:

■ Work with your organizer applications on your computer. Palm

Desktop software duplicates the Date Book, Address Book, To Do List, and Memo Pad applications on your organizer, so you can view, ente r, and modify any data stored on your organizer.

■ Back up the data stored on your organizer with HotSync

technolog y and synchronize th e 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 4 for more information.

■ Import and export data. See “Importing data” in Chapte r 2 for

more information.

■ Print your Date Book, Address Book, To Do List, and Memo Pad

information on any print er.

Page 12 Introduction to Your Palm VII™ Organizer

Installing Palm Des kto p softw are

The following instructions guide you through installing Palm Desktop software. After installation, refer to the online Help in Palm Desktop sof tware for information about how to use the soft ware.

To ensure a safe and uninterrupted installation of Palm Desktop software, please do the follow ing be for e insta lling:

■ Turn off your comp uter and connect the cradle to it. Do not put

the organizer in the cradle yet; you do that later in the process.

■ If you install fr om d iske tte s, mak e sur e the ori ginal P alm De skt op

software diskettes are write-protected , and then make backup copies of them. When you finish, install using the copies.

■ Do not simply copy the Palm Desktop software files to your

computer’s hard disk. You must use the installer to pla ce the files in their proper locations and to decompress the files.

To install Palm Desktop software:

1. Exit any open programs, including those that run automatically at startup. Disable any viru s- scanning software.

2. Insert the Palm Desktop software CD-ROM into the computer’s CD-ROM drive (or insert the diskette labeled Setup into the diskette drive).

3. Click the Install bu tton to begin the installation progra m.

4. Follow the onscreen instructio ns to comple te the installat ion. During installation you will be as ked to insert your organizer into the cradle.

Chapter 1 Page 13

Using your organizer 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, connection software, and other features of Palm Desktop software to your computer. Th e connection software, ca lled a conduit, lets yo u synchronize t he data between you r organizer and your PIM.

If the i nstall ation program d etects that y ou have M icrosof t Outlook on your computer, the program let s you choose between installing P a lm Desktop software or installing the conduit for Outlook so that you can use that application as your PIM.

For information on the availa bility of conduit software for the PIM you use, conta ct the vendor of your PIM or visit th e we b site http://www.palm.com.

Palm.Net wireless features

Your organizer is equipped with a transmitt er and an antenna that let you transmit and receive data over the airwa ve s. 3Com provides the Palm.Net wireless communication service, which you must subscribe to in order to gain access to wir eless features.

Page 14 Introduction to Your Palm VII™ Organizer

After you activate the wireless communication service, the two new wireless features become available to you:

■ Web clipping, using query applications

■ Wireless Internet messaging, using the iMessenger application

Activating the Palm.Net wireless communication service

The transmitter insi de your or ganizer cont ains a rechargeabl e battery that m u st be ch a r g e d b e f or e yo u c a n ac ti v a te the wirel e s s communication service and use the wireless features. The AAA batte r i e s that you i n s ta ll du ring Se tu p of y o u r organiz e r ch a rge the transmit te r, and charging begins as soon as you insert the batteries. Char gi ng take s about 70 minu te s .

Before you ac ti v a te th e P a lm.Net se rvice , b e su re of th e f ol l ow i n g:

■ You’re with in coverage of th e network. To find detailed maps of

coverag e , visit the web site http://www.palm.net.

■ You’re in a location that ca n receive a strong radio signal. See

“Wireless problems” in Appendix B for tips on eliminating obstacles to the signal.

To activate the Palm.Net service:

1. Read t he brochur e, Choosing a Palm.Net Service Plan, included in the organizer package, describing the monthly service plans. Decide on a plan. (You can switch plans at any time.)

2. Prepa re to ent e r th e f ollowing inform a t ion: your n a me , firm , billing address, phone number, current desktop e-mail address, choice of se r vi c e pla n, and credit card in fo r ma tion (or co rp o rate account number).

During activation y ou are also asked to create a username and a password. You can accept one o f the usernames suggest ed by the Activate ap p lication or cr e a te y our own; it must be at le ast 3 characters long. Your password must be 4 to 15 characters long.

3. Read the Palm.Net service agreeme nt, located at th e b a ck of this book.

4. When the charging of the transmitter is finished, raise the antenna on the right side of your organizer by gently rotating it upwards.

Chapter 1 Page 15

135°

90°

5. Fol low the instructions onscreen to activate the wireles s communica tion service.

Important: Be sure to rec o rd and remember the username and

password you create during activation. You need them both to acce ss informatio n about your usage of the serv ice and your billing information. Your username is also part of your addr ess on the Palm. Net netw ork — for ex ample, username@palm.net.

To ensure the best reception: If you are holding the organizer in your hand, raise the antenna

to its position at 135 at the second click you feel as you raise the a n te nna. If the organizer is on a flat surface, raise the antenna to its position

at 90

, located

Web clipp ing

Your organizer includes special kinds of applications called query applications. Query applications take advantage of the wireless

functionality of the organizer to give you access to information on the Internet.

Query applications give you access to a wide spectr u m of practical Internet inf ormation: news and business headli nes, travel informa tion, stock qu ote s, sports scores, res t au rant revi e ws, movie times, and much more.

It’s imprac tical, however, to browse th e Internet from a small handheld computer and look at elaborate, animated, graphics-laden web pages on a screen the size of your organizer ’s. So instead of we b browsing, query appl ications offer you a more ef f icient way to access the Internet, called web clipping.

Page 16 Introduction to Your Palm VII™ Organizer

In general, web clippi ng is a simple proce ss of query-and-response. You simply req u e st informatio n, tap a b utton that transmits your request to the Internet, and wi thin seconds, you receive a respon se . See Chapter 5 for more information.

Wireless Internet messaging

Like web clipping, the iMessenger appl i cation takes advantage of the wireless functionality of your organizer to give you wireless Internet messaging. Your organizer, like a cellular phone, uses a radio frequency to transmit and receive infor mation. Your organizer is par t of the Palm.Net network, which receives and store s messages sent to you at your @palm.net address, and deliv ers messages you se nd from your organizer to the recipient’s Internet e-mail address.

After y o u ac tiv a te th e wi re l e s s co m m u n ica t i o n se rvice, whe never you’re within the coverage area, you can communicate with anyone who has an I nt e rne t e - m a i l ac co u n t. S ee Chapter 5 for mo re informatio n.

Chapter 1 Page 17

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 el em ents o n yo ur o rgani zer scree n i s th e bas ic a cti on that gets things don e on your organizer.

The first time you start your organizer, setup instructions appear on the screen. These instructions in clude a calibration s creen, or digitizer . Calibrati on aligns the in ternal circ uitry of your organizer with its touch-sen siti ve sc ree n so t hat wh en you tap an el emen t on the scre en, the organizer can detect exactly which task you want to perform.

Important: Always use the point of the stylus for tapping or making

strokes on the organizer screen. Never use an actual pen, pencil, or other sharp object to write on the organizer screen.

With your organ izer turn ed on, you ca n tap the organ izer scr een to do many operations, su ch a s the following :

■ Open applications

■ Submit queries to the Internet

■ Check for and send messages in the iMessenger application

■ Choose menu commands

■ Initiate a global Find oper ati on

■ Select options in dialog boxes

■ Open the onscreen keyboard

Just as you can drag the mouse to select text or move objects on your computer, yo u can also drag the styl us to sel ec t text. You can al so use the stylus to drag the slider of any sc roll bar.

Page 18 Introduction to Your Palm VII™ Organizer

Elements of the organizer interface

Menu bar

Command buttons

Menu bar

Check box

Command buttons

Icons

Pick list

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

Tap a button to perform a command. Command buttons appear in dialog boxes and at the bottom of application screens. A command button that initiates a wireless transaction always displays the over-theair icon:

Over-the-air icon

Icons

Tap the icons to open applications , menus , and Calculat or , and to f ind text in the d ata of your basic applications .

abc

With the curs or in an input field, tap the dot to activate the alpha b e tic key b o ard.

123

With the curs or in an input field, tap the dot to activ ate the nu meric k e y board.

Check box

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.

Chapter 1 Page 19

Pick list

Tap the arrow to d isplay a list o f choic es, and then tap an item in the list to select it.

Scroll bar

Previous/next arrows

Scroll bar

Drag the slider, or tap the top or bottom arrow, to scroll the d is p l a y one l in e a t a time. To scroll to th e previous page, tap the scroll bar just abo ve the slider. To scroll to the n ext page, ta p th e scroll bar just belo w the sli de r.

You can also scroll to the previous and next pages by pressing the upper and lower portions of the scroll button on the front panel of the organizer.

Previous/ next arrows

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

Openin g applications

You can use the Applications Launcher to open any application installed on your organizer. You can also open the four main applicati ons — Date Bo ok , Address B ook, To Do Li st, and Me mo Pad — with the application butt ons on the front pan e l of your organize r.

Applications Launcher

Date Book

Memo Pad

Address Book

Page 20 Introduction to Your Palm VII™ Organizer

To Do List

Tip: When you press an appl icat ion but ton on th e fr ont pan el, you

have inst ant a cce ss to th e sel ec ted ap pli cati on. You don’ t ev en need to turn on you r organizer first.

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

To open an application:

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 organizer, 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 Ap plicat io ns Launcher scrolls to the fi rst applica tion with a name that begins with that letter. You can also assign applications to different categories. See “Categorizing applications” in Chapter 3.

Chapter 1 Page 21

To open an application that uses the antenna:

Back

These applications use the antenna:

■ All query applications

■ iMessenger application

■ Applications that support your use of the wireless features

1. Raise the antenna, located on the right side of your organizer.

135°

90°

you are holding the organizer in your hand, raise the antenna

To ensure the best reception: If

to its position at 135

, located

at the second click you feel as you raise the a n te nna. If the organizer is on a flat surface, raise the antenna to its position

at 90

Raising the antenna autom at ically op ens the Appl icat ions Launcher to the Palm.Net category. When the transmitter successfully connects to the network, your organizer beeps.

2. Tap the query application that queries the Internet for the kind of information you want.

Tip: You can set your organizer to open a specific application

whenever you raise the antenna. See “B uttons preferences” in Chapter 8 for details.

When you install query app licatio ns, they app ear by default in the Palm.Net category of the Appl ications Lau ncher. The icon s of query applications and all appli cations that use the antenna are easy to recognize: They all have a dark diamond shape as their background and include the over-the-air icon:

ground of all query

application icons

ample query

application icon

Feel free to explore all your query applications to find out what kind of information they offer. Despite the presence of the over-the-air symbol in its icon, you can open an y query applicat ion without incurring any cost.

Page 22 Introduction to Your Palm VII™ Organizer

Using menus

Menus on your organizer 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 4. The Edit menu is described in “Editing records” in Chapter 4.

To open the menu bar:

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

2. Tap the Menu icon .

Tap the Menu icon

In this example, three menus are available: Record, Edit, and Options. The Recor d menu i s sel ected a nd co ntain s the comma nds N ew Memo, Delete Memo, and Beam Memo.

Choosing a menu

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

The menus and menu commands that are available depend on the application that is currently open. Also, the menus and menu commands vary depending on which part of the application you’re currently using. For example, in Memo Pad, the menus are different for the Memo List screen and the Memo screen.

Chapter 1 Page 23

Graffiti menu commands

Most menu commands have an equivalent Graffiti Command stroke, which is simi lar to the keyboar d shor tcu ts us ed to e xecu te comman ds on computers. The command letters appear to the right of the command n a mes.

Menu commands

Command letters

To use the Gra f fiti menu commands, the menu b a r must be closed. Draw the Command stroke anywhere in the Graffiti area, and immediately write the corresponding command letter in the Graffiti letter area. When you draw the Command stro ke, the word “Command” appears just above the Graffiti writing area to indicate that you are in Command mode.

Command

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

Note: Comma nd mode is active fo r ap p roximately two se conds, so

you must write the command letter immediately to choose the menu command.

Displaying onli ne tips

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

Page 24 Introduction to Your Palm VII™ Organizer

To display an online tip:

1. Tap the Tips icon .

2. After you review the tip, tap Done.

Three ways to enter data

There are th re e ways to ente r data into your organizer:

■ Using the on screen keyboard

■ Using Graffiti writing

■ Entering or importing data in Palm Desktop software and then

synchronizing with your organizer

Onscreen keyboard

When you create or edit a record in an application such as Add res s Book, you can open the onscreen alphabetic and numeric keyboards to enter data.

Tap here for alphabetic keyboard

Tap here for numeric keyboard

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

Chapter 1 Page 25

Note: You cannot enter Graffiti characters while using the onscreen

keyboard.

Alpha

Tab

Caps lo ck

Caps shift

Tap here to display alphabetic keyboard

Numeric

Tap here to disp lay numeric keyboard

Backspace Carria g e return

International

Tap here to di splay international keyboard

Graffiti writing

Your organizer includes Graffiti writing software as the primary system for enteri ng tex t and nu mbers. With Graff iti writi ng, you w rite simple strok e s with the stylus and they are instantly recognized as letters or numb e rs.

Write le tters here Write number s here

Division marks

Your organizer also includes Giraffe, a game you can use to practice writing Graffiti characters. 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.

Page 26 Introduction to Your Palm VII™ Organizer

To open Memo Pad:

1. Press the Memo Pad application button .

2. Tap New. Note: A blinking cursor a ppears on the f irst lin e of t he new memo to

indicate where new text will appear.

New memo cursor

Tap New

Write in Graffiti area

See “Using Graffiti writi n g to ent e r data” in Chapter 2 for more information.

Using Palm Desktop software

If you have new reco rds you want to add to your organizer and pref er to use the computer keyboard rather than the onscreen keyboard, enter the data in the Palm De sktop software or the PIM you have installed to use with your organizer.

If you already have data in a database on your computer, you can import it into Palm Desktop software.

After the i nformat ion is i n Palm Desktop softwar e, perfo rm a HotSy nc operation to synchronize yo u r org anizer with yo ur computer. See “Exchanging and updatin g data: HotSync operati ons” in Chapter 4 for more information.

Chapter 1 Page 27

Importing data

If you have da ta stored i n computer ap plicati ons such as spread sheets and database s, or if you want to import da ta f rom another organizer, you can transfer the records to your organizer without having to key them in manually. See “Impor ting data” in Chapter 2 for more information.

Page 28 Introduction to Your Palm VII™ Organizer

Customizing your organizer

You can customize your organizer by using the Preferences application. You can enter personal information such as your name and address; change the time and date, and view different date and time format s when you travel; turn off sounds; and configur e your organizer to work with a modem or network. See Chapter 8 for more information on customizing yo ur organize r.

To open the Preferences screens:

1. Tap the Applications icon .

2. Tap the Preferences (Prefs) 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 time and date give you an

example of how to customize your organizer. You make change s to the time and date i n General preferences.

To set the current time:

1. Tap the Set Time box.

Tap here

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

3. Tap each number of t he minute, and then tap t he arrow s to ch ange them.

4. Tap AM or PM. Note: Your organizer can also display time based on a 24-hour

clock. See “Formats preferences” in Chapter 8 for more informatio n.

5. Tap OK.

Chapter 1 Page 29

To set the current date:

1. Tap the Set D a te b ox.

2. Tap the arrows to select the current year.

Tap arrows to select year

Tap to select month

Tap to select date

3. Tap a month.

4. Tap the current date.

Page 30 Introduction to Your Palm VII™ Organizer

Chapter 2

Enteri n g D a ta in Your Palm VII

This chapter explains how to enter data into your Palm VII™ organize r, by writing with the stylus in the Graffiti using the onscreen keyboard, by using the computer keyboard, or by importing data from anoth er appl ica tion .

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 creati ng Graffiti characters as well as some Gr affiti ti ps 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 stand ard keyboar d. The Gra ffiti stroke s closel y resemb le the uppercase letters of the regular alphabet, which makes Graffiti writing easy to learn .

™

Organizer

writing area, by

There are four basic concepts for success with Graffiti writing:

■ If you draw the character shape exactl y as shown i n the ta bles later

in this chap te r (like the sh ap e s shown in the foll owing diagram) , you achieve 100% accuracy.

■ The heavy dot on each shape shows where to begin the stroke.

Certain characters ha ve similar shapes, but differe nt beginning and end points . Always begin the stroke at the heavy dot (you should not cr eate th e heavy dot; i t is only th ere to show you where to beg in the stroke) .

Chapter 2 Page 31

■ Most characters require onl y a sin gle stroke. When you l ift the

stylus from the Graffiti writing area, y our organizer recognizes and displays the text character immediately. To accomplish single strokes , some Graffiti strokes are p ortions of the re gular alp habet equivalen ts.

■ 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 writin g ar e a indicate the two areas .

Write le tters here Write number s 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 you

must see a bli nking cursor be fore you write the text.

2. Use the tables on the following pages to find the stroke shape for the letter you want to creat e. For example, the stroke s hown below creates the le tter “n.”

Note: There are two different stroke shapes available for some

letters. For these lett e rs, choose the one that’s easi e s t for you.

Lift stylus here

Start stroke at heavy dot

As you’ll see l ater, you use the same shape to creat e both the uppercase and lowercase version of a letter.

3. Positi o n the stylu s in th e le ft-han d si de of t he Gra ff iti wr iti ng are a.

Page 32 Entering Data in Your Palm VII™ Organizer

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

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

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

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

Important: You must begin the character strokes in the Graffiti

writing ar e a . If you do not make Graffiti stroke s in the Graffiti writing area, your organizer does not recognize them as text characters.

Graf fiti ti p s

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.

■ Press firmly.

■ To dele t e c ha racter s, simpl y se t the inse rt i o n p oint to the rig ht of

the charac te r you want to delete and mak e 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 wri ting area.

Chapter 2 Page 33

The Graffiti alphabet

Letter Strokes Letter Strokes

Space Back Space

Carriage

Period

tap twice

Return

Page 34 Entering Data in Your Palm VII™ Organizer

Writing capital letters

You make capit a l letters with the same stroke shapes as the basic alphabet characters. T o make capital letters, you must first “shift” to caps — just as you press the Sh ift 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

Tip: When Caps Shift is active, an “up arrow” symbol appears in

the lower - right corne r of the organizer 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 organizer screen. To return to lowerca s e , make the Caps Shift st roke.

Caps Lock

Writing numbers

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

Chapter 2 Page 35

Graffiti numbers

Number Strokes Number Strokes

Writin g punctuat io n ma rk s

Graffiti wr i ting c an cre ate an y punc tuat ion sym bol th at you can ente r from a standard ke yboar d. All p unctuat ion marks b egin with a sin gle 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.

Punctuati on Shif t

Symbol Stroke Symbol Stroke

Period

Dash

—

Comma

Apostrophe

Question

Exclamation

Page 36 Entering Data in Your Palm VII™ Organizer

Left Paren

(

Right Paren

)

Slash

Dollar

Additional Graffiti punctuation

@ # % ^ & * < > + = |

—

\ { } [ ] ~ ` ; : " tab

Tip: When Punctuation Shift is active, you can make a symbol

stroke anywhere in the Graffiti writing area (the lette rs or numbers side).

Writing symbols and extended characters

All symbols and exte nded characte rs begin with the stroke in the Graffiti writing area of yo u r organizer:

Symbol

Shift

When the Symbol Shift is active, a slanted shift symbol appears in the lower-r ight corner of th e screen. The next str oke that you make crea tes the symbol or extended character.

Symbol Shift

•   

—

Chapter 2 Page 37

==c

∅

Writing accented characters

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

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

= e

Accent strokes

a a a a a a

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

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

Additional non-English characters

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

Note: You must wr it e these no n-En gli sh ch ar acter s i n t he lef t si de of

the Graffiti writing area.

Page 38 Entering Data in Your Palm VII™ Organizer

Navigation strokes

In addition to character symbols, Graffiti writing includes special stro k es that you ca n use to navi ga te with in te xt or fields in yo u r applications.

Command Stroke Move cursor right

Move cursor left

Previous field

Next Field

Open Address Record (Address Book only)

Graffiti ShortCuts

Graffiti ShortCuts make e ntering common ly used words or phr ase s 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 ow n. Each Sh ortCut c an repr esent u p to 45 c haracters. 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 ShortC ut, draw t he Short Cut stroke follo wed by the Sh ortCut character s. Wh en yo u draw th e Shor tCu t st roke , t he Sho rtCut s ymb ol appears at the insertion point to show th at you ar e i n ShortC ut mo de.

ShortCut

Chapter 2 Page 39

Your organizer includes the following predefined Graffiti ShortCuts:

Entry ShortCut

Date st a mp ds Time stamp ts Date/time stamp dts Meeting me Breakfast br Lunch lu Dinner di

Page 40 Entering Data in Your Palm VII™ Organizer

Using the onscreen keyboard

You can open the onscreen keyboard anytime you need to enter text or numbers on your organizer. Note that you cannot enter Graffiti characters while using the onscreen keyboard.

To use the onscreen keyboard:

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

2. Tap any record, or tap New.

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

Tap he re for alp ha keyboard

4. Tap the characters to e nter 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. Afte r you finish, tap D one to close the onscreen keyboard and place the text in the record.

Tap here for numeric keyboard

Using your compu ter keyboard

If you have a lot of data to enter, o r pre f e r to use the comp ut er keyboard, you can use Palm™ Desktop software or any supported PIM to enter information. You can then perform a HotSync to synchronize the inform ation wi th your organiz er. All the main applications on your organizer are also available in Palm Desktop software an d i n mos t PIMs, so you don’t need to learn diff e rent applications.

Refer to Palm Desktop online Help for more information on entering data on your com puter.

operation

Chapter 2 Page 41

Importi ng da ta

If you have da ta stored i n computer ap plicati ons such as spread sheets and database s, or if you want to import da ta f rom another organizer, you can tr ansf er th e d ata to y our or ganiz er wi thout h avin g t o 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 H otSync operatio n to transfer the data to your organizer.

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

■ Date Book archive (.dba)

■ Address Book archive (.aba)

■ To Do List archiv e (.tda)

■ Memo P a d ar chive (.mp a)

Archive formats can only be used with Palm D esktop software. Use the archive file formats to share information with other people who use organizers based on the Palm Computing

To import data:

1. Open Palm Desktop software.

platform.

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

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

Select All in the Category b ox. Be sure that the same categories that appear i n the imported file

also exist in the applicat ion. If the ca tegori es do not exist, create them now; otherwise, the records are imported into the Unfiled catego ry.

4. From the File menu, choose Import.

5. Select the file you want to import.

6. Click Open.

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

Page 42 Entering Data in Your Palm VII™ Organizer

8. If y ou do n ot wan t to i mport a f iel d, de selec t t he ch eck box for th at field.

9. Click OK.

The imported dat a is highlight ed in the ap plicat io n.

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

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

Chapter 2 Page 43

Page 44 Entering Data in Your Palm VII™ Organizer

Chapter 3

Managing Your Applications

This chapter explains how to switch between applications on your Palm VII™ organizer, how to change ap p lication setti ngs so they are personalized to your work methods, and how to categorize applications so you view them in related groups.

Using the Applications Launcher

To open the Applications Launcher, tap the Applications icon .

Selecting applications

Your organizer is equipped wit h a variety of applicat io ns. All the applications installed on your organizer appear in the Applications Launcher. See “Opening applicatio ns ” in Chapter 1 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 organizer to switch to another application. Your org a nizer automatically saves your work in the current application and displays it when you return to that application.

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 cat egory or all of your applications.

Chapter 3 Page 45

To categorize an application:

1. Tap the Applications icon .

2. Tap the Menu icon .

3. Tap App, and then tap Category.

4. Tap the p ick list next to eac h application to sel e ct 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 cat e g o ry . Tap OK.

5. Tap Done.

To display applications by category:

1. Tap the Applications icon .

2. Do one of th e 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 se-

lect the category you want to display.

Changing the Applications Launcher display

By default, the Applications L auncher dis plays each applicat ion as an icon. As an alternative, you ca n choose to show a list of appl ications. You can also choose to view the same category of applications ea ch time you open the Applications Launcher.

Page 46 Managing Your Appli cati on s

To change the Applications Launcher display:

1. Tap the Applications icon .

2. Tap the Menu icon .

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 Re me mber Last Category check box to select it.

5. Tap OK.

Choosing preferences

You can set opti ons that affect an ent ire 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. Mak e change s to th e se t tings .

5. Tap OK.

Chapter 3 Page 47

Installing and removing applications

This section explains how to install and remove applications on your organizer and how to remove Palm™ Desk top organi z e r software from your computer.

Installing add-on applications

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

Your organizer also contains several built-in query applications; so after you acti vate the wirele ss communication service, you have immediate access to Internet information.

The CD-ROM containing Palm Desktop software also contains many more query applications. You can transfer these to your computer at the same time that you install the sof tware. These query applications are stor e d i n the Ad d-on folder, and you can add them to your organizer using the Install Tool.

You can also install addi tional appli cations on your o rganizer, such as games and other software, including more query applications. Many third-party applications ar e avail able for your o rganizer. The web s ite http://www.palm.net has more information about these applications.

Note: Any game or application that you install on your organizer

resides in RAM mem ory; you can dele te it at any time. Se e “Removing applications” later in this chapter for more information.

With the Install Tool and HotSync software on your organizer.

To install add-on software on your organizer:

1. Using your desktop computer, copy or download the application

you want to install into the Add-on folder in your Palm Desktop directory.

Note: If the software you download is compressed, you need to

decompress i t 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.

Page 48 Managing Your Appli cati on s

technology, you can easily install

3. Clic k In stall.

Tip: You can also access the Install Tool di alog box by

selecting Install Tool from the Palm Desktop program group or by double-clicking any file with a PDB, PRC, or PQA file extension.

Chapter 3 Page 49

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

your or ga ni z er.

5. Click Add.

To see a list o f just the query applicati ons that are on your computer, in Fi les of type, select the opti on for files with the PQA extension.

6. Select th e applic atio n(s) that you want to inst all on your or ganize r.

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. Perform a HotSync operation to install the application(s) you

selected in step 6. See “Exchanging and updating data: HotSync operations ” in Chapt er 4 for details.

By default, query applications appear on your organizer in the Palm.Net category of the Applications Launcher.

Installing games

The CD-ROM al so in cludes seve ral game s that you ca n inst all with the Install Tool:

■ Giraffe

■ HardBall

■ MineHunt

■ Puzzle

■ SubHunt

Page 50 Managing Your Appli cati on s

During Inst all, these games are au tomatically co p ied to the \Add-on folder in your Palm Desktop directory on your computer.

Note: Giraffe is a fun, easy way for you to practice Graffiti

writing.

After you install and sta rt a game, the instructi ons appear in the Game menu. Depending on the game, the Game menu may also contain commands to show high scores, to start a new game, or to set preferences for the game.

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 organizer. 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 organizer.

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 application that you want to remove.

5. Tap Delete.

6. Tap Yes.

7. Tap Done.

Chapter 3 Page 51

Removing Palm Desktop software

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

To remove Palm Desktop software:

1. From the Win dow s Start menu, choose Setti ngs, and then Control

Panel.

2. Doub le-click the Ad d/ Re move Programs icon.

3. On the Install/Uninstall tab, select Palm Desktop s oftwar e.

4. Click Add/Remove.

Note: You need to install the HotSync Manager from the installation

CD-ROM if you wan t to synchronize data with anoth e r PIM. In the Setup Type dialog box, selec t Custom; then deselect all options exce p t the HotSync option.

Page 52 Managing Your Appli cati on s

Security

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

See “P r otection of yo u r wi reless transa c ti o n s ” in C hapte r 5 fo r informati on about the secu rity of the Palm.Net™ network.

In Security, you can do the following:

■ Turn off and lock your organizer so th at it does not operate u ntil

you enter the correct password.

■ Hide records that you mark as private. You can hide private

records wi th or with out a pas swor d. Wit hout a passw ord, priva te records a re hidden 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 4 for information on making records private.

Assigning a password

You can as sign a pas swo rd to p rote ct yo ur pr ivat e r eco rds an d to l ock your organizer.

To assign a password:

1. Tap the Applications icon .

2. Tap the Security icon.

3. Tap the Password box.

4. Ent e r a p a ssword.

Tap here

5. Tap OK.

6. Enter the same password a second time, and tap OK.

Chapter 3 Page 53

Changing or deleting a password

Once you define a password for your organizer, 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 p a ssword.

Tap here

3. Tap OK.

4. Do one of th e following : To change the pa ssword, ente r the new password, and tap OK. To delete the password, tap Delete.

Locking your organizer

You can also lock your organizer so that you need to enter your password to oper ate it.

Important: If you lock your organizer, you must enter the exact

password to re-activate your organizer . If you forget the password, you n e ed to perform a hard reset to re su me using your organizer. P erforming a hard reset de letes all the records in your organizer; however, you can restore all synchronized data at the next HotSync operation. See “Performing a hard reset” in Appendix A for information about how to pe rform a hard res et.

Page 54 Managing Your Appli cati on s

To lock your organizer with a password:

1. Perf orm a HotSync operation to synchronize the data between your organizer and your computer. See “Exchanging and updating data: HotSync ope rations” in Chapter 4 for information on synchronizing your data.

2. Assign a password.

3. Tap Turn Of f & Lo ck De vic e .

Tap Of f and Lock

4. Tap Off & Lock.

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

Recovering from a forgotten password

If you did not activate the Off & Lock feature and you forget your password, you c an delet e the pa sswo rd from y our or ganiz er. De leting a forg ot te n passw o rd also de le t e s all entr i e s and file s ma r k e d a s Private.

Important: If you sync hr onize with your computer before de leting a

forgotte n pass wor d, your or ganiz er r est or es you r p riv ate entries the next time you perform a HotSync operation, but it does not restore the password.

To delete a forgotten password:

1. Tap Forgotten Password.

2. Tap Yes.

Chapter 3 Page 55

Page 56 Managing Your Appli cati on s

Chapter 4

Using Your Basic Applications

These are the basic applications of your organizer:

■ Date Book

■ Addres s Boo k

■ To Do List

■ Memo Pad

■ Calculator

■ Expense

See Chapter 5 for informatio n on query appli cations and the iMessenger ™ ap plicat io n. See Ch apter 6 for informa tion on Mail .

This chapter is divided into three sections:

■ “Overview of basic applications” briefly describes each

application and explains how to open it.

■ “Common tasks” g ives instruct ions on how to do tasks th at 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.

Chapter 4 Page 57

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 scheduli ng overlaps or conf licts.

■ Display a monthly calendar to quickly spot days where you have

morning, lunch, or afternoon appointments.

■ Set an alarm to sound prior to the sch e duled activity.

■ Create reminders for events that are based on a particular date,

rather than time of day. Birth days and anniversaries are easy to track wit h you r organizer.

■ Attach notes to individual events f or 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

organizer. Date Book opens to to day ’s schedule.

Date Bo ok button

Note: Press the Date Book application button repeatedly to cycle

through the Day, Week, and Month views.

Page 58 Using Your Basic Applica tions

Address Book

Address Book enab les you to keep names , addresses, phon e numbers, and ot her information about your person a l or business co ntacts.

In Address Book, you can do the following:

■ Quickly lo ok up or enter names, addresses, p hone 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 t h e A ddress L i st for each

Address Book entry.

■ Attach a note to each Address Bo ok entr y, i n which you can ent er

additional information about the entry.

■ Assign Address Book entries to categories so that you can

organize and view them in logical groups.

To open Address Book:

■ Press the Addr e ss Book application button on the fro nt panel of

your organizer. Address Book opens to display th e list of all your records.

Addr e s s Book bu tton

Note: Press the Address Book application button repeatedly to cycle

through th e categories in which you have records.

Chapter 4 Page 59

To Do List

To Do List is a convenient place to create reminders and prioriti ze 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 priori ty level to each task.

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

■ Assign To Do List items to ca tegor ies so that you can orga nize 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.

To open To Do List:

■ Press the T o Do List appl ication button on the f ront panel of your

organize r. To Do List opens to di sp lay 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.

Page 60 Using Your Basic Applica tions

Memo Pad

Memo Pad provides a plac e to take notes that ar e not associat ed with records in Date Book, Ad dress Book, or To Do List.

In Memo Pad, you can do the following:

■ Take notes or write any kind of message on your organizer.

■ Drag and drop memos into popular computer applications like

Microsoft Word when you synchronize usi ng P a lm™ Desktop organizer software and HotSy nc

■ 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 othe r applicat io ns.

To open Memo Pad:

■ Press the Me mo Pad ap plic atio n but ton on the fr ont p anel of you r

organizer. Memo Pad opens to display the last Memo Pad screen that you viewed.

technolog y.

Memo P a d button

Note: Press the Memo Pad application button repeatedly to cycle

through th e categories in which you have memos.

Calculator

Calculator enables you to perform addition , subtraction, multiplicatio n, and div is ion.

In Calculator, you can do the following:

■ Perform basic calculations.

■ Store and retrieve values.

Chapter 4 Page 61

■ Display the last series of calculati ons, whic h is useful for

confirming a series of “chain ” calculations.

To open Calculator:

■ Tap the Calculator icon next to the Graf f iti

writing area.

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 expens e items to categori e s so that you can organ ize and

view them in logical groups.

■ Keep track of vendors (companies) and peo ple 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 ex p e nse information to a Microsoft Excel

spreadshee t ( ve rsion 5.0 or later) on your comput e r. (Microsoft Excel is not included in the Palm VII™ organizer package.)

To open Expens e:

1. Tap the Applications icon .

2. Tap the Expense icon .

Page 62 Using Your Basic Applica tions

Common tasks

The tasks d escribe d in th is se ction us e the t erm “rec ords” to refer to an individual item in any of the basic applicatio ns: a single Date Book event, Address Book entry, To Do List item, Memo Pad memo, or Expense item.

Creating records

You can use the following procedure to create a new record in Date Book, A ddress Book, To Do Li s t, Memo Pa d, and Exp ense.

To create a record:

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

2. Tap New.

3. In Date Book on ly: Selec t star t and end time s for yo ur appoin tment and tap OK.

4. Enter text for the record.

5. (Optional) Tap Details to select attributes for the record.

6. In Address Book and M em o Pad o nly: Ta p Do ne .

There’s no need to save the reco rd because your organizer saves it automatical ly.

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 organizer is in editing mode:

■ A blinking cursor

■ One or more edit lines

Blinking cursor

Edit line

Chapter 4 Page 63

Entering text

For information on how to enter text using Graffiti writing, the onscreen keyboard, or th e key board attache d to y our computer, see Chapter 2.

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 b e ginning of the tex t that you want to sele ct.

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

Note: You can drag ac ro ss the te xt to sel ect addi tional wor ds, or

drag down to select a group of lines.

The following commands may appear in an Edit menu:

Undo

Cut

Copy

Paste

Select All

Reverses the action of the la st ed it command. For example, if you used Cut to remove text, Undo restores the text you remov e d. Undo also reverse s de letions don e by using backspace.

Removes the selected text and stores it temporarily in the memory of your organizer. You can paste t he text y ou cut int o anoth er area of the current application or into a different application.

Copies the selected text and stores it temporarily in the memory of your organizer. You can paste the text that you copy into another ar e a of the current a p p lication or into a different application.

Inserts th e te xt that you cut or cop ied 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.

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

Page 64 Using Your Basic Applica tions

Copy Page

Copies the first 4 ,000 bytes of a c lipping o r page in a query application. See “Sa ving informati on from a query application” in Chapter 5.

Keyboard

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

Graffiti Help

Opens screens that show all the Graffit i chara ct e r st ro k e s . Us e thi s com mand an yt i m e you forget a stroke for a character.

Dele ting records

To delete a record in any of the basic applications:

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 Memo Pad: Delete Memo Expense: Dele te 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 ch eck box is check ed. If you don’ t want to save a copy, tap the check box to remove the check.

4. Tap OK.

If you save a copy of the item, yo ur orga nizer transfer s it to the arch ive file on your desktop the next time you perform a HotSync operation.

Other ways to delete records

You ca n als o de l e t e re co rds in the f ol l ow i ng ways:

■ In the Details dialog box of the application, tap Delete, and then

tap OK.

■ Delet e th e te x t of th e re c ord.

Note: In Date Book, if you delete the text of a repeating event,

you delete all instances of that event.

Chapter 4 Page 65

Purging records

Over time, as you use Date Book, To Do List, and Expense, you’ll accumulate records in these applications that have outlived t heir usefulness. For example, events that occurred months ago remain in the Date Book, an d To Do List items that you mar ked as completed remain in the list, as do Expense items.

All these ou tdated records take u p me mory on your organizer, so it’s a good i dea to r emov e t he m by usi ng Purg e. If you thi nk D ate Book or To Do Li st re cor ds mig ht p rov e u sefu l l a ter , yo u ca n purg e t he m fr om your organizer and save them in an archive file.

Purging is also available in the iMessenger application (see Chapter 5) and in Mail (see Chapter 6).

Purging is not available in Addre ss Book or Memo Pad. You m ust delete unneeded records from these applications.

To purge records:

1. Open the application.

2. Tap the Menu icon .

3. Tap Record, and then tap Purge. A confirmation dialog box appears.

Date Book: Tap the pick list and select how old a record must be

to be purged. Purge deletes r epeating 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 re m o ve th e ch e c k box.

4. Tap OK.

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

Note: Purging does not happen automatically. You must tap the

command to make it happen.

Page 66 Using Your Basic Applica tions

Exchanging and updating data: HotSync operations

The HotSync process automatic ally sy nchron izes — that is, exchanges and updates — the data on your organizer and Palm Desktop software. Changes made on yo ur organizer are transferred to your Palm Desktop software, and vice ve rsa. The first HotSync operation takes a little time, but after that, HotSync operations happen quickly because only changes are synchron ized .

You can sync hro nize your da ta by conne cti ng you r org aniz er d ire ctl y to your computer with the cradle or indirectly with a network or a Palm Modem perform in g HotSync operations via a mod em or network.

Performing a HotSync operation for the first time

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

If you are a System Administrator preparing organizers 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

accessory. See Chapter 7 for information about

local , direct connection, rathe r than using a modem.

Chapter 4 Page 67

To perform a local HotSync operation:

1. Inser t y o u r organiz e r i nt o the cradl e .

Tip: The bottom edge of the organizer should align smoothly

with the cradle when it is inserted properly.

2. If the HotSync Manager is not running , start it: on the Wi ndows

desktop, click Start, and then choose Programs. Navigate to the Palm Desktop software program grou p and choose HotSync Manager. Alt ernatively , you can start the Palm Desktop software.

3. Press the HotSync butt on ™ on the cradle.

Note: If you are using an optional HotSync cabl e instead of a

cradle, click the HotSync Mana ger icon in the Win do ws system tray and cho ose Local from the men u.

Page 68 Using Your Basic Applica tions

Important: The first time you perform a HotSync operation, you

must sel ect a username in the New User d ialog box an d choose OK. E very organ izer mus t have a unique n ame. To prevent unde sirable results, never try to synchroni z e more than one or ganizer to the same username.

The HotSync dialog box appears and synchronization begins.

4. Wait fo r a m essag e on yo ur o rgani zer indic atin g t hat the proc ess is complete .

After the HotS y nc proce ss i s co m p le te , you can re move you r organizer fr om the cr ad l e .

Categorizing records

Categorize records in the Ad dress Book, To Do Li st, Memo Pad, and Expense applications so that they are grouped logically and are easy to review. ( You can also categor ize applications. See “Using the Applicatio ns Laun cher ” in Chapt er 3 for more info rm ation. )

When you create a record, your organizer automatically places it in the category that is currently displayed. If the category is All, your

Chapter 4 Page 69

organizer ass ign s it t o the Unf ile d cate go ry. You can l eave an e ntr y as Unfiled or assign it to a category at any time.

System-defined and user-defined categories

By default, your organize r includes s ystem-def ined categor ies, such as All and Unfiled, and user-defined categories, such as Business and Personal.

You cannot modi f y the system-defined cate gories, but yo u c a n rename and delete the user-defined categories. In addition, you can create you r own user -def ined cat egorie s. You ca n have a max imum of 15 user-defined categories in each application.

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 categorizing is available. Categorizing is not available in Date Book.

To move a record into a category:

1. Selec t the record y o u wa nt to ca t e g or iz e .

2. In Address Book only: Tap Edit.

3. Tap Details.

4. Tap the Category pick list to di splay the list of av ailable ca tegories.

5. Selec t the category for the re co rd.

6. Tap OK.

Page 70 Using Your Basic Applica tions

To display a category of records:

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

Tap here

2. Select the category you want to view.

The List scr e e n now displays only the records assigned to that category.

Tip: Pressing an appli cation button on the front panel of the

organizer tog g les through all the categories of that application.

To define a new catego ry:

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

Tap here

2. Tap Edit Categories.

Chapter 4 Page 71

3. Tap New.

4. Enter the name of the new cat e gory, 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.

2. Ta p Edit Ca t egories.

3. Sele ct the ca teg ory t hat y ou wa nt to r en ame, and t hen ta p Re name.

Page 72 Using Your Basic Applica tions

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

5. Tap OK.

Tip: You can group the records in two or more categor ies into on e

category by giving the categories the same name. For exa mple, if you change the name of the Personal category to Business, all records formerly in the Personal category appear in the Busi n e ss ca te gory.

Finding records

Your organizer offers several ways to find informatio n quick ly:

■ All applications: Find locates any text that you specify, always

startin g wi th the current application.

■ Date Bo ok, T o Do Li st, Memo Pa d: Phon e L ookup disp lays th e Ad dress

List screen and lets you add the information that appears in this list to a re c ord.

■ Address Book: The Look Up line lets you enter the firs t letters of a

name to scroll immediately to that name.

■ Expense: Looku p di sp lays the names in your A ddress Book that

have data in the Company field. You can add these names to a list of attendees associated wi th an Expense recor d.

Looking up Address Book records

When working with Address Book, the scrol l button on the front pane l of the organizer makes it easy to naviga te among your address e ntries.

■ In the Addres s L ist s cre en, t he scr oll butt on moves u p or down an

entire s creen of reco rds. If you hold down the scroll button, you accelerate the scrolling and display every third screen.

■ In the Address View screen, the scroll button moves to the

previous or next address record.

You can also use the A ddr ess Li st Look Up f eatur e to quickl y sc roll to any of your Address Book entries.

Chapter 4 Page 73

To look up an Addr ess Book record:

1. Display the Address List screen.

2. Ente r the first lett e r of the name you wa n t to fin d .

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 wi th t hose two letters. For example, writing a n “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 fi rs t le tter of the co m p a n y n a me .

3. Tap the re cord to view its contents.

Using Find

You can use Find to locate any text that you specify, in any application except query applications.

To use Find:

1. Tap the Find icon .

Tip: If you select text in an applicat ion 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-sensi tive. For ex ample, searc hi ng for the name

“davidson” also finds “Davi dson.” Find locat e s any words that begin with the text y ou enter. For

example, searching for “plane” finds “pl an e t,” but not “airplane.”

Page 74 Using Your Basic Applica tions

3. Tap OK. Find se a rches fo r th e te xt in all rec ords an d all note s.

During the se arch , yo u can tap St op a t an y t ime. You m ay want to do this if the entry you want appears before your organizer finish e s th e se a r c h . To co n t i nu e the se a rch afte r yo u ta p St op , tap Find More.

4. Tap the te xt that you want to review.

Using Phone Lookup

Phone Lookup displays the Address List screen and lets you add information from that list to a record.

To use Phone Lookup:

1. Display the record in which you want to insert a phone number.

The record can be in Date Book, To Do List, or Memo Pad.

2. Tap the Menu icon .

3. Tap Options, and then tap Phone Lookup.

4. Spell the last name of the name you want to find.

Chapter 4 Page 75

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.

5. Tap Add. The name you selected, along with the other information associated

with it, is p a sted into the re cord you sel e cted 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 enteri ng text: For example, to insert the full name and phone

number for someone with the last name “Williams,” write the Graffiti charac ters for “Wi” and then the Phone Lookup Command stroke /L.

Assuming you have only one Address Book record that begins with “Wi,” your organizer inserts the full name “Williams” (and its associated information). If you have more than one name that begins with “Wi,” the Phone Lookup screen appears and highlig hts the firs t record that begins with “Wi.”

■ For selected text: Drag to highlight the text, and then write the Phone

Lookup Command stroke /L. Your organizer replaces the selected text and adds the name and its associ ated information.

Looking up names to add to expense records

In Expense, Looku p di splays the names in your Address Book that have data in the Com p any field. You can add these names to a list of attendees as sociated with an Expe nse record.

Page 76 Using Your Basic Applica tions

To add names to an Expense record:

1. Tap the Expense recor d you want to add names to.

2. Tap Details.

3. Tap Who.

Tap here

4. Tap Look u p . 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.

Chapter 4 Page 77

Note: You can also as s i gn re co r d s to categorie s . Se e “ Ca te g orizing

records” earlier in this chapter.

To sort records in To Do List and Expense:

1. Open the application to display the List screen.

2. Tap Show.

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

4. Tap OK.

To sort records in Address Book and Memo Pad:

1. Open the application to display the List screen.

2. Tap the Menu icon .

3. Tap Options, and then tap Preferences.

Address Book Memo Pad

4. Do one of the following:

Address Book: Tap the setting you want. Memo Pad: Tap the Sort by pick list and select Alphabetic or

Manual.

5. Tap OK. To sort the Memo List manually, tap and drag a memo to a new

location in the list. Note: To make the list of your memos appear in Palm Desktop

software as you manually sorted it on your organizer, open Memo Pad in Palm Desktop software and click List by. Then select Ord e r on handheld.

Page 78 Using Your Basic Applica tions

Making records private

In all basic applications except Expense, you can make individual records private. Private records remain visible and accessible, howe ve r, unti l yo u se le ct the Se cu r i ty settin g to h id e al l pr i va t e records. See “Se curity” in Ch apter 3 for mo r e inf o rm a tion.

Hiding private records

You can hide records that you mark as private. If you define a password for your organizer, you must enter it to display private records.

To hide private records:

1. Tap the Applications icon .

2. Tap Security.

3. Tap Hide.

Tap Hide

4. Tap Hide to confir m th at y ou want to hide private records.

To display private records:

1. Tap the Applications icon .

2. Tap Security.

3. Tap Show. If you do not have a password, hidden records become visible. If you have a password, the Show Private Records dialog box

appears. Go to step 4.

Chapter 4 Page 79

Tap Show

4. Enter your password, a nd then tap Show.

To make a record private:

1. Disp lay the entry that you w an t to make p rivate.

2. Tap Details.

3. Tap the Private check box to select it.

4. Tap OK.

Attaching notes

In all basic appl ications exce p t Memo Pad, you can attach a note to a record. A no te can be up to several thousand characters long. For example, for an appointment in Date Book, you can attach a note with dire c tion s to the location.

To attach a note to a record:

1. Display the entry to which you want to add a note.

2. In Address Book only: Tap Edit.

3. Tap Details.

4. Tap Note.

5. Enter yo u r no te .

6. Tap Done. A small note icon appears at the right sid e of any item that has a note.

Note icon

Page 80 Using Your Basic Applica tions

To review or edit a note:

1. Tap the Note icon .

To delete a note:

1. Tap the Note icon .

2. Tap Delete.

3. Tap Yes.

Choosing fonts

In all basic applications except Expense, you can change the font s tyle to make text easier to read. You can choose a diff e re nt font styl e f or each application.

Small font Large font

Bold font

Chapter 4 Page 81

To change the font style:

1. Open an application.

2. Tap the Menu icon .

3. Tap Options, and then tap Font.

4. Tap the font style you want to use.

Tap here for small f ont

5. Tap OK.

Tap here for bold font

Tap here for large font

Page 82 Using Your Basic Applica tions

Application-specific tasks

Date Book

When you open Date Boo k, the screen shows the current date and a list of times for a normal business day.

Scheduling an event

A record in Date Book is called an “event.” An event can be any kind of activity that you associate with a day. You can enter a new event on any of the available time lines.

When you schedule an event, its description appears on the time line, and its duration is automatically set to one hour. You can easily change the start time and duration for any event.

Note: It’s possible to schedule events that overlap, but Date Book

makes it easy to find such conflicts. See “Spottin g event conflicts” later in this chapt er.

You can also sche dule events in your D ate Book that occur on a particular date but have no specific start or end times, such as birthdays, holidays, and anniversaries. These are referred to as “untimed events.” Untimed events appear at the top of the list of times, ma rked with a di amond . You can h ave more than on e un time d event on a particular date.

You can also schedule a repeating event, such as a weekly meeting, and contin uous events, such as a three-day conference or a vacation.

To schedule an event for the current day:

1. Tap the time line that corresponds to the beginning of the event.

Tap a time line

Time bar shows duration

Enter event

Chapter 4 Page 83

2. Enter a descript ion of the event. You can enter up to 255 characters.

3. If the event is one hour long, skip to st ep 7. If the event is longer or shorter than an hour, tap the time of the event to open the Set Time dialog box.

Tap the time of an event

Tip: You can also open th e Se t Ti me di alog (to select a start

time) by making sure no event is se lected, and the n writing a number on the number sid e of the Graffiti writing area.

4. Tap the t i me col umns on the ri ght si de of th e Set T ime d ial og t o s et the Start Time.

Start Time highlighted

Tap to scroll to earlier hours

Tap to change hours

Tap to change minutes

Tap to scroll to later hours

5. Tap the End Time box, and then tap the time columns to set the End Time.

6. Tap OK.

7. Tap a blank area of the screen to deselect the event. A vertical line appears next to the time, indicating the duration of the event.

Page 84 Using Your Basic Applica tions

To schedule an event for another day:

1. Select the date you want for the event by doing one of the following:

■ Tap the day of the week th at y ou want i n th e da te bar at the top o f

the screen. If necessary, tap the Previous week or Next week scroll arrows to mo ve to another week.

Previous week

Next week

Tap to select a day of the current week

Tip: You can also use the scroll butto n on the front panel of

your organizer to move forward or backward one day at a time.

■ Tap Go To at the bottom of the screen to open the Go to Date

dialog box. Selec t a date by tapping a year, m on th , and day in the calendar.

Previous year Next year

Tap to select a month

Tap to select a day

Tap to select current date

Tip: In the Go to Date dialog box, you can also use the scroll

button on the front panel of the organizer to move forward or backward one month at a time.

2. After you locate the d ate, foll ow th e steps for scheduling an event for the cu r re n t da y .

Chapter 4 Page 85

To schedule an untimed event:

1. Sele ct the date that you want for the event as de scribed in “To schedule an event for another day.”

2. Tap New.

3. Tap OK, so that no s tar t or en d ti mes are def ine d for t he new ev en t.

Tip: You can also create a new untimed even t by making sure

no event is selected and then writing letters in the Graffiti writing area.

4. Enter a description of the event.

New untimed event

No time selected

5. Tap a blank area on the screen to deselect the untimed event.

Note: If you create an event and decide later that there is no

particular start or end time , you can easily change it to an untimed event. Tap the time of the event in the Date Book screen, tap No Time, and then tap OK.

Page 86 Using Your Basic Applica tions

Rescheduling an event

You can easily make changes to your sc hedule with your orga nizer.

To reschedule an event:

1. Tap the event you want to reschedule.

2. Tap Details.

3. To cha nge the time, tap the Time box and select a new time.

4. To change th e da te , tap the Da t e bo x and sele ct a new d a te .

5. Tap OK.

Setting an alarm for an event

The Alarm setting enables you to set an audible alarm for events in your Date Book. You can set an alarm to sound minutes, hours, or days before an event. The default Alarm setting is 5 minutes before the time of the even t, but you can ch ange this to any numb e r of minutes, hours, or days.

When you set an alarm, this icon appears to the far right of the event with the alarm. When the alarm tone sounds, a reminder message also appears onscreen.

To set an alarm for an event:

1. Tap the event to which you want to assign an alarm.

2. Tap Details.

3. Tap the Alarm check box to select it. The default setting, 5 Minutes, appears.

4. Tap the p ick list to sele ct Minutes, Hours, or Days.

5. Select th e 5 and enter any number from 0 to 99 (in clu si ve) as the

number of time u nits.

Enter number of time units here

Tap here to select unit of time

6. Tap OK.

Chapter 4 Page 87

Alarm for unti med events : You can set a silent alarm for an untimed event.

In this case, the alarm triggers at the specified period of minut e s, hours, or days before midnight (b e g inning) of the day of the untim e d event. No audible alarm sounds for an untimed event; instead, the reminder message appears onscreen.

For example, you set an alarm for an untimed event th at occurs on February 4th. I f the alarm is set for 5 minu tes, the remi nde r me ssage appears at 11:55 PM on the night of February 3rd. The reminder remains onscreen until you turn on your organizer and tap OK to dismiss it.

Scheduling repeating or continuous events

The Repeat function lets you schedule events that recur at regular intervals or extend over a period of consecutive days.

A birthday is a good example of an event that repeats annually. Another examp le is a weekly guitar lesson that falls on the same day of the week and th e sa me time of day.

A business trip or a vacation is an exampl e of a continuous eve nt.

To schedule a repeating or continuous event:

1. Tap the event. Typically, a continuous event is an untimed event.

2. Tap Details.

3. Tap the Repeat box to open the Change Repeat dialog box.

Tap the Repeat box

4. Tap Day, Week, Month, or Year to set how often the event r epeats. For a continuous event, tap Day.

Page 88 Using Your Basic Applica tions

5. Enter a n umber that corresponds to how of ten you want the event to repeat on the Every line.

For example, if you select Month and enter the number 2, the event repeats every other month.

6. To specify an end date for the repeating or continuous event, tap the End on pick list and tap Choose Date. Use the date picke r to select an end da t e .

7. Tap OK.

After you schedule a repeating or continuous event, this icon appears to the far right of the event.

Consid era t ions f or rep ea ting o r c ont in uou s ev ent s : Keep the following points

in mind.

■ If you change the start date of a repeating event, your organizer

calculates the number of days you moved the event. Your organizer t hen auto maticall y change s the end date to maintai n the duration of the repeating event.

■ If you change the repeat interval (e.g., daily to weekly) of a

repeating event, past occurrences (prior to the day on which you change the setting) are not changed, and your organizer c reates a new repeating event.

■ If you change the date of an occurrence of a repeating event (e.g.,

from January 14th to January 15th ) and apply the change to all occurrences, the new date becomes the start date of the repeating event. Your organizer adjusts the end date to maintain the durati o n o f the even t.

■ If you change other repeat settings (e.g., time, al arm, private) of a

repeating event and apply the change to all occurrences, your organizer creates a new event. The start date of this new event is the day on w hic h th e sett ing is ch ange d. P ast occ urr ence s (pri or to the day of the chan ge) are not changed.

■ If you apply a change to a single occurrence of a repeating event

(e.g., time), that occurrence no longer shows the Repeat icon .

Changing the Date Book view

In addition to displaying the time list for a specific day, you can also display a whole w eek or mon th. Yo u can a lso disp lay the c urre nt time .

To cycle through Day, Week, and Month views:

■ Press the Date Book application button repeatedly to display the

next view.

Chapter 4 Page 89

To display the current time:

■ Tap the dat e in the date bar to dis play th e curren t time. After a few

seconds, the date reappears.

Tap the date Curr e nt time displays

Working in Week View: Week View shows the calendar of your events for

an entire week. This view lets you quickly review your appointments and available time slots. In addi tion, the graph ical display helps you spot overlaps and conflicts in your schedule.

To display the Week View:

1. Tap the Week View button.

Week View

2. Tap the navigation controls to move forward or backward a week at a time, or to disp lay details of an even t.

Note: The Week View also shows untimed events and events

that are before and after the range of times shown.

Previous week

Page 90 Using Your Basic Applica tions

Next week

Tap for that day

Bar indicates earlier event

Dot indicates untimed event

Bar indicates later event

3. Tap an event to show a description of the event.

Event details

Tap to show even t de ta ils

Tips for using Week View: Keep the following points in mind.

■ To reschedule an event, tap and drag the event to a different time

or day.

■ Tap a blank time o n any day to move to that da y and have the t ime

selected for a new event.

■ Tap any day or date that appears at the top of the Week View to

move directly to that day without selecting an event.

■ The Week View shows the time span defined by th e Start Time

and End Time in the Date Book Preferences settings. If you have an event before or after this time span, a bar appears at the top

or bottom of that day's column. Use the onscree n scroll arrows to scroll to the event.

Spotting event conflicts

With the ability to define specific start and end times for any event, it’s possible to schedule events that overlap (an event that starts before a previous event finishes).

An event conflict (time overlap) appears in the Week View as overlapping bars. The Day View displays overlapping brackets to the left of the con f licting times.

Chapter 4 Page 91

Event conflicts

Working in Month View

The Month View screen shows which days have events scheduled. Dots and lines in the Month View indicate events, repeating events, and untimed events.

Previous/next month

Dashed line indicates continuous event

Dots on right side indicate events

Dots below date indicate untimed events

Month View button

You can control the dots and lines tha t appear in the Month View. See “Options menu” at the end of this section on Date Book.

Tips for usi ng Month View: Keep the following points in mind.

■ Tap a day in the Month View to display that day in the Day View.

■ Tap the scroll arrows i n the upper-right co rner to move forward o r

backward a month.

■ Tap Go to in order to open the date selector and select a different

month.

■ Use the scrol l butt on on the fr ont pan el of your orga nizer to move

between months. Press the upper half of the button to display the previous month, the lower half to display the next month.

Page 92 Using Your Basic Applica tions

Palm VII User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

About This Book

Chapter 1

System requirements

Minimum requirem ents

Option al equipment

Macintosh compatibility

Locating front panel controls

Locating back panel components

Installing the batteries

To install the batteries:

Replacing batteries

Setting up your organizer and charging the transmitter

Upgrade information

To upgrade:

Each orga nizer must have a unique na me

Palm Desktop organizer software

With Palm Desktop software, you can do the following:

Installing Palm Des kto p softw are

To install Palm Desktop software:

Using your organizer with another PIM

Palm.Net wireless features

Activating the Palm.Net wireless communication service

To activate the Palm.Net service:

Web clipp ing

Wireless Internet messaging

Tapping and typing

Tap with the stylus to get things done

Elements of the organizer interface

Openin g applications

To open an application:

To open an application that uses the antenna:

Using menus

To open the menu bar:

Choosing a menu

Graffiti menu commands

Displaying onli ne tips

To display an online tip:

Three ways to enter data

Onscreen keyboard

Graffiti writing

To open Memo Pad:

Using Palm Desktop software

Importing data

Customizing your organizer

To open the Preferences screens:

To set the current time:

To set the current date:

Chapter 2

Using Graffiti writing to enter data

Writing Graffiti characters

There are four basic concepts for success with Graffiti writing:

To write Graffiti letters:

Graf fiti ti p s

The Graffiti alphabet

Writing capital letters

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

To enter only capital letters (Caps Lock):

Writing numbers

Graffiti numbers

Writin g punctuat io n ma rk s

Additional Graffiti punctuation

Writing symbols and extended characters

Writing accented characters

Accent strokes

Additional non-English characters

Navigation strokes

Graffiti ShortCuts

Using the onscreen keyboard

To use the onscreen keyboard:

Using your compu ter keyboard

Importi ng da ta

To import data:

Chapter 3

Managing Your Applications

Using the Applications Launcher

Selecting applications