Palm Zire 21 Handbook

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Handbook for the

Palm

™

Zire

™

Handheld

© 1998–2003 Palm, Inc. All rights reserved. Graffiti, HotSync, the Palm logo, Palm OS, and Palm Powered are registered trademarks. Palm and Zire are trademarks of Palm, Inc. All other brands are trademarks or registered trademarks of their respective owners.

Disclaimer and Limitation of Liability

Palm, Inc. assumes no responsibility for any damage or loss resulting from the use of this handbook.

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

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

PN: 407-5816A-US

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

Chapter 1: Setting Up Your Palm™ Zire™ 21 Handheld . . . . . . . . . . . . . . . 3

Minimum requirements: Windows computers . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Minimum requirements: Mac computers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Upgrade information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Step 1: Charge your handheld . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Step 2: Set up your handheld . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Step 3: Install software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Step 4: Connect the HotSync

Step 5: Perform a HotSync operation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Congratulations! . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Chapter 2: Exploring Your Handheld . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Locating handheld components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Locating front panel controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Locating top panel components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Locating side and back panel components . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Tapping and typing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Elements of the handheld interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

cable to the computer . . . . . . . . . . . . . . . . . . . . . 6

Chapter 3: Entering Data on Your Handheld . . . . . . . . . . . . . . . . . . . . . . . . 17

Using the onscreen keyboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Using Graffiti 2 writing to enter data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Graffiti 2 tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Graffiti 2 alphabet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Capital letters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Graffiti 2 numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Punctuation marks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Accented characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Symbols and other special characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Graffiti 2 Gestures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Graffiti 2 ShortCuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Full-screen writing area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

iii

Contents

Using your computer keyboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Importing data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Importing data from a Windows computer . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Importing data from a Mac computer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Beaming data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Beaming tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Using Note Pad . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Chapter 4: Working with Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Opening applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Switching between applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Categorizing applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Changing the Home screen display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Selecting copy settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Using menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Choosing a menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Choosing application preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Performing common tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Creating records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Editing records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Deleting records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Purging records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Categorizing records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Finding information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Sorting lists of records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Attaching notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Choosing fonts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Receiving alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Hiding or masking private records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Installing and removing applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Installing files and add-on applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Installing applications and files on a Windows computer . . . . . . . . . . . . . 52

Palm Quick Install tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Installing applications and files on a Mac computer . . . . . . . . . . . . . . . . . . 55

Removing applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Removing Palm Desktop software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Contents

Chapter 5: Using Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Creating an Address Book entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Selecting types of phone numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Changing Address Entry details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Using Address Book menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Chapter 6: Using Calculator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Performing calculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Viewing Recent Calculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Chapter 7: Using Date Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Scheduling an event . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Setting an alarm for an event . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Scheduling repeating or continuous events . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Changing the Date Book view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Working in Week View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Working in Month View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Working in Agenda View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Spotting event conflicts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Using Date Book menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Options menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Chapter 8: Using Expense . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Adding expense items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Changing the date of an Expense item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Entering receipt details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Customizing the Currency pick list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Changing the default currency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Defining a custom currency symbol . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Setting Show Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Working with Expense data on your computer . . . . . . . . . . . . . . . . . . . . . . . . . 83

Using Expense menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Options menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Chapter 9: Using Memo Pad . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Creating memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Reviewing memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Using Memo Pad menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Options menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Contents

Chapter 10: Using Note Pad . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Creating a note . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Reviewing notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Setting an alarm for a note . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Using Note Pad menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Record menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Options menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Chapter 11: Using To Do List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Creating list items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Setting priority . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

Checking off a To Do List item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

Changing To Do List item details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Setting a due date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Setting To Do Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Chapter 12: Using World Clock . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Viewing the time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Setting the primary location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Choosing a different primary location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

Setting the secondary locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

Adding a location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

Modifying a location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Removing a location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Setting an alarm . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Using World Clock menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

Chapter 13: Performing HotSync

Operations . . . . . . . . . . . . . . . . . . . . . 103

Selecting HotSync setup options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

Customizing HotSync application settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Conducting cable HotSync operations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

Performing a cable HotSync operation: Windows computers . . . . . . . . . 107

Performing a cable HotSync operation: Mac computers . . . . . . . . . . . . . . 109

Conducting IR HotSync operations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

Preparing your computer for infrared communication . . . . . . . . . . . . . . . 111

Performing an IR HotSync operation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

Returning to cable HotSync operations . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

Contents

Conducting network HotSync operations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

Connecting to your company’s dial-in server . . . . . . . . . . . . . . . . . . . . . . . 114

Selecting the conduits for a network HotSync operation . . . . . . . . . . . . . . 117

Performing a network HotSync operation . . . . . . . . . . . . . . . . . . . . . . . . . . 118

Using File Link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118

Creating a user profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118

Performing the first HotSync operation with a user profile . . . . . . . . . . . 120

Chapter 14: Setting Preferences for Your Handheld . . . . . . . . . . . . . . . . . 123

Setting General Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

Date & Time Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125

Digitizer Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126

Formats Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

Graffiti 2 Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128

Power Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128

Security Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

Sounds & Alerts Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

Writing Area Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

Setting Communication Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

Connection Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

Network Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140

Setting Personal Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152

Buttons Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153

Keylock Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155

Owner Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155

ShortCuts Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156

Appendix A: Maintaining Your Handheld . . . . . . . . . . . . . . . . . . . . . . . . . 159

Caring for your handheld . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159

Prolonging battery life . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160

Resetting your handheld . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160

Performing a soft reset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160

Performing a hard reset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161

vii

Contents

Appendix B: Frequently Asked Questions . . . . . . . . . . . . . . . . . . . . . . . . . 165

Software installation problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165

Operating problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166

Tapping and writing problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168

Application problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168

HotSync problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170

Beaming problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173

Recharging problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174

Password problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174

Technical support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175

Product Regulatory Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179

viii

About This Book

Congratulations on your purchase of a Palm™ Zire™ 21 handheld. This handbook is designed to quickly familiarize you with your handheld. It describes all you need to know about how to use your handheld and the applications that come with it. It guides you through:

■ Locating all the parts of your handheld

■ Viewing and entering data

■ Using your handheld with your computer

■ Personalizing your handheld with your own preference settings

After you become familiar with the basic functionality of your handheld, you can use the rest of this handbook as a reference guide for less common tasks, for maintenance of your handheld, and for any problems that might arise as you operate your handheld.

About This Book

Setting Up Your Palm™ Zire™ 21 Handheld

Palm™ Desktop software on your Windows or Mac computer allows you to easily enter data on your handheld, and to transfer information between your handheld and your computer so you always have a backup copy. To install and operate Palm™ Desktop software, your computer system must meet the requirements described in this section.

Minimum requirements: Windows computers

The minimum requirements for Windows computers are as follows:

■ A Pentium-class PC running one of the following operating systems:

–Windows 98

–Windows ME

CHAPTER 1

– Windows 2000 Pro (requires administrator rights to install Palm Desktop

software)

– Windows XP Home or Pro (requires administrator rights to install Palm

Desktop software)

■ Internet Explorer 4.01 with SP2 or later

■ 60 megabytes (MB) available hard disk space

■ VGA monitor or better

■ CD-ROM or DVD-ROM drive (you can also download Palm Desktop software

from

www.palm.com)

■ Mouse

■ One available USB port

Minimum requirements: Mac computers

The minimum requirements for Mac computers are as follows:

■ Mac computer or compatible with a PowerPC processor

■ Mac OS 9.1 or later with 12MB free memory or Mac OS X, version 10.1.2 to 10.2.6

(Mac OS X requires administrator rights to install Palm Desktop software)

Chapter 1 Setting Up Your Palm™ Zire™ 21 Handheld

■ 25MB available hard disk space

■ Monitor that supports screen resolution of 800 x 600 or better

■ CD-ROM or DVD-ROM drive (you can also download Palm Desktop software

www.palm.com

from

■ Mouse

■ One available USB port

)

Upgrade information

If you already own a Palm OS® handheld, perform a HotSync® operation with your old handheld and Palm Desktop software. Then follow the setup instructions below.

Step 1: Charge your handheld

a. Connect the charging cable to a power source.

b. Connect your handheld to the cable for three hours for an initial charge.

To keep the battery fully charged, we recommend connecting your handheld to the cable whenever you are not using it.

Step 2: Set up your handheld

a. After the handheld is charged, disconnect it from the cable.

Power button

b. Press the power button to turn on your handheld.

If your handheld did not turn on, see “Operating problems” in Appendix B.

c. Slide the stylus out of the storage slot.

Step 2: Set up your handheld

Stylus

d. Follow the onscreen directions.

Step 3: Install software

Installing Palm™ Desktop software on your Windows or Mac computer allows you to easily enter data on your handheld, and to transfer information between your handheld and your computer so you always have a backup copy.

a. After setting up your handheld, insert the Palm Desktop Software CD-ROM

into your computer’s CD-ROM drive.

b. Windows: Follow the onscreen instructions, which guide you through installing

Palm Desktop software.

Mac: Double-click the Palm Desktop CD icon that appears on the desktop, and

then double-click the Palm Desktop Installer icon.

NOTE

computer running Windows 2000/XP or Mac OS X.

You need administrator rights to install Palm Desktop software on a

Chapter 1 Setting Up Your Palm™ Zire™ 21 Handheld

Step 4: Connect the HotSync® cable to the computer

a. Connect the HotSync cable to your handheld.

b. Plug the USB connector on the HotSync

computer.

Step 5: Perform a HotSync operation

HotSync operations transfer information between your handheld and Palm Desktop software on your computer. This is called synchronizing your data. Performing HotSync operations ensures that you always have a backup copy of the information that you enter on your handheld. You can also use Palm Desktop software to enter information on your desktop computer, and then transfer the information to your handheld through a HotSync operation.

cable into a USB port on your

USB icon

USB connector

HotSync cable

To perform a HotSync operation:

1. Connect the HotSync cable to your handheld and your computer.

2. Turn on your handheld.

3. Tap the Star icon to begin the HotSync operation.

Power button

Congratulations!

You’ve set up your handheld, installed Palm Desktop software, and performed your first HotSync operation. The Desktop Software CD-ROM contains additional software and helpful information. Insert the CD-ROM into your computer at any time to access this information. For comprehensive information about using your handheld, continue reading this electronic handbook.

For more information about using Palm Desktop software, see the following:

■ The online Help for Palm Desktop software. To access the online Help, go to the

Help menu in Palm Desktop software.

■ The Desktop Software CD-ROM contains additional information about your

handheld. After you’ve installed Palm Desktop software, insert the CD-ROM into your computer at any time to access this information.

■ Mac: The electronic Palm Desktop Software for the Macintosh User’s Guide. To

access this guide, open the Palm folder, and then open the Documentation folder. Double-click the file Palm Desktop.pdf.

Congratulations!

Chapter 1 Setting Up Your Palm™ Zire™ 21 Handheld

CHAPTER 2

Exploring Your Handheld

Your Palm™ Zire™ 21 handheld can help you stay organized, on time, and up-to-date with daily tasks while you are away from your desk. Use your new handheld to do the following:

■ Enter your schedule in Date Book.

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

■ Jot quick notes directly on the screen in Note Pad.

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

■ Create and view text memos in Memo Pad.

■ Track your expenses and create expense reports in Expense.

■ Set alarms from World Clock, Date Book, and Note Pad to keep yourself on

schedule and remind yourself of appointments and notes.

■ Use Palm™ Desktop software on your Windows or Mac computer to easily

enter data, and to synchronize your data to your handheld so you always have a backup copy. The Palm Desktop Software CD-ROM contains software that allows you to manage your calendar contacts, tasks, and notes in Microsoft Outlook.

The software from the Desktop Software CD-ROM that comes with your handheld includes entertainment applications and productivity tools.

Chapter 2 Exploring Your Handheld

Locating handheld components

Take a few moments to learn how to access and locate the components of your handheld.

Locating front panel controls

Input area

Screen

Power button

Input area

Power button

Date Book and Address Book buttons

Scroll buttons

Scroll buttons/ Clock control

Date Book button

Address Book button

The area where you write letters and numbers using the Graffiti

2 alphabet. See “Using Graffiti 2 writing to enter

data” in Chapter 3 to learn how to write Graffiti 2 characters.

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

Press to activate the Address Book and Date Book applications.

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

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

Screen

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

Locating top panel components

Locating handheld components

AC power connector

USB connector

IR port

USB connector

AC power connector

Uses infrared technology to transmit data to and receive data from other infrared-enabled devices and to perform HotSync

operations. See “Beaming data” in Chapter 3 and see “Conducting IR HotSync operations” in Chapter 13 for more information.

Connects your handheld to the HotSync cable which connects to the USB port of your computer. This allows you to update the information between your handheld and computer using HotSync technology.

Connects your handheld to an electric outlet so you can charge your handheld.

Chapter 2 Exploring Your Handheld

Locating side and back panel components

Stylus

Reset button

Stylus

Reset button

Tapping and typing

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

The first time you start your handheld, the setup instructions appear on the screen. These instructions include a calibration screen. For more information on recalibrating your screen, see “Digitizer Preferences” in Chapter 14.

IMPORTANT

the handheld screen. Never use an actual pen, pencil, or other sharp object to write on the handheld screen as this will scratch the screen.

Slides in and out of the slot on the top of your handheld. To use the stylus, slide it out of the slot and hold it as you would a pen or pencil.

Resets your handheld. Under normal use, you should not have to use the reset button. See “Resetting your handheld” in Appendix A for information about when and how to use the reset button.

Always use the point of the stylus for tapping or for making strokes on

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

■ Open applications.

■ Select menu commands.

■ Initiate a Find operation to search through applications installed on your

handheld for specific text.

■ Select options in dialog boxes.

■ Open the onscreen keyboards.

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

Elements of the handheld interface

There are many common elements in the handheld interface. These elements are described in this section.

Tapping and typing

Menu bar

Icons

Menu bar

Icons

Tap the menu bar to access a set of application-specific commands. Not all applications have a menu bar.

Tap the icons to display applications , open menus , perform a HotSync operation , and to find text anywhere in your data .

Contrast control

See “Opening applications,” “Using menus,” and “Finding

information” in Chapter 4, and “Buttons Preferences” in Chapter 14 for more information about using these icons.

Tap the Contrast icon to open the Adjust Contrast dialog box. Drag the slider to adjust the contrast.

Chapter 2 Exploring Your Handheld

Clock

ABC

123

Check box

Tap the Clock icon to display the current time and date. The display closes automatically after two seconds.

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

With the cursor in an input field, tap 123 to activate the numeric keyboard.

Previous/next arrows

Pick list

Scroll bar

Command button

Check box

Command buttons

Previous/next arrows

Pick list

Scroll bar

Tap a check box to select or deselect it. When a check box contains a check mark, the corresponding option is selected and active. When a check box is empty, the corresponding option is deselected and inactive.

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

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

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

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

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

Tapping and typing

Displaying online tips

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

To display an online tip:

1. Tap the Tips icon .

2. After you review the tip, tap Done.

Chapter 2 Exploring Your Handheld

CHAPTER 3

Entering Data on Your Handheld

This chapter explains several ways to enter data on your handheld:

■ Using the onscreen keyboard

■ Using Graffiti

■ Entering or importing data in Palm™ Desktop software and then synchronizing

2 writing

with your handheld

■ Beaming data between devices with infrared (IR) ports

■ Using Note Pad

Using the onscreen keyboard

You can open the onscreen keyboard anytime you need to enter text or numbers on your handheld. You can also use Graffiti 2 writing when the keyboard is open, which makes it easy to switch between these two methods of entering data.

To use the onscreen keyboard:

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

2. Tap an existing record, or tap New.

3. Tap ABC to open the alphabetic keyboard, or tap 123 to open the numeric

keyboard.

Tap here for alphabetic keyboard

Tap here for numeric keyboard

Chapter 3 Entering Data on Your Handheld

4. Tap the characters to enter text and numbers.

When a keyboard is open, you can tap the abc, 123, or Int’l boxes to open any of the other keyboards, including the international keyboard.

Ta b

Alpha

Backspace

Caps lock

Caps shift

Tap here to display alphabetic keyboard

Numeric

Tap here to display numeric keyboard

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

Using Graffiti 2 writing to enter data

In this section you learn the procedures for creating letters, numbers, punctuation, and symbols, as well as some Graffiti 2 tips and tricks.

Most people find they can enter text quickly and accurately with only minutes of practice. Graffiti 2 writing includes any character you can type on a standard keyboard. The Graffiti 2 characters closely resemble the letters of the regular alphabet, which makes Graffiti 2 writing easy to learn. Some characters are formed using a single stroke while others are formed with more than one stroke.

Carriage return

International

Tap here to display international keyboard

There are four basic concepts for success with Graffiti 2 writing:

■ If you draw the character shape exactly as shown in the tables later in this

chapter, you can achieve close to 100 percent accuracy.

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

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

Using Graffiti 2 writing to enter data

Wri

■ Graffiti 2 includes symbols made with a single stroke and symbols made with

multiple strokes. With some multi-stroke symbols, the first stroke is the same as a single stroke symbol. As a result, the down stroke for the letter “i” cannot be recognized as an “i” at the end of the down stroke. The “i” will not be recognized as an “i” until you enter another symbol that establishes, by its shape or position, that the down stroke was not part of a two-stroke character (such as a “t” or “k”), or until a limited time window expires. Similarly, recognition of a space symbol (a horizontal stroke from left to right) or a period symbol after a down stroke is dependent upon where the down stroke was drawn.

■ The input area is divided into two parts: one for writing lowercase letters and

one for writing numbers. Capital letters are formed across the imaginary line that divides the two areas. The small marks at the top and bottom of the input area indicate the two areas.

te letters here

Division marks

Write numbers here

Write capital letters across the imaginary division line

To write Graffiti 2 characters:

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

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

2. Use the tables on the following pages to find the stroke shape for the letter you

want to create. For example, the stroke shown below creates the letter n.

Lift stylus here

Start stroke at heavy dot

3. Position the stylus in the left side of the input area.

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

the tables.

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

When you lift the stylus from the screen, your handheld recognizes your stroke immediately and prints the letter at the insertion point on the screen.

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

Chapter 3 Entering Data on Your Handheld

To delete Graffiti 2 characters:

■ Set the insertion point to the right of the character you want to delete and make

the backspace stroke in the input area.

Graffiti 2 tips

When using Graffiti 2 writing, keep these tips in mind:

■ Accuracy improves when you write large characters. Draw strokes that nearly

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

■ Press firmly and do not write on a slant. Vertical strokes should be parallel to

■ Alternate stroke shapes are available for some characters. You can use the

Graffiti 2 alphabet

The Graffiti 2 alphabet consists of the following letters:

Backspace

fill the input area.

the sides of the input area.

Graffiti 2 Preferences screen to choose the one that’s easiest for you. See “Graffiti 2 Preferences” in Chapter 14 for details.

Draw letters on LEFT side of input area

Letter Strokes Letter Strokes

Draw letters on LEFT side of input area

Letter Strokes Letter Strokes

Using Graffiti 2 writing to enter data

Capital letters

A full-screen pen stroke brings up Graffiti 2 Help on your handheld. See “Pen

TIP

Preferences” in Chapter 14 for details.

Graffiti 2 writing automatically capitalizes the first letter of a new record or sentence but you can also write additional capital letters.

To write additional capital letters:

■ Draw the same stroke shapes used for a lowercase letter, but write across the

imaginary division line in the middle of the input area.

Division marks

Chapter 3 Entering Data on Your Handheld

Graffiti 2 numbers

Writing numbers with Graffiti 2 writing is similar to writing letters of the alphabet, except that you make the character strokes on the right side (numbers side) of the input area.

Draw numbers on RIGHT side of input area

Number Strokes Number Strokes

Punctuation marks

With Graffiti 2 writing you can create any punctuation mark that you can enter from a standard keyboard. You can write the period and comma strokes on either side of the input area. You must write other punctuation marks on a designated side of the input area. Punctuation marks that appear in the following table must be written on the left (letter) side of the input area.

Draw these marks on LEFT side of input area

Mark Stroke Mark Stroke

Period

Comma

Apostrophe

Space Straight quotes

Ampersand

Carriage

return

At @

“

Draw these marks on LEFT side of input area

Using Graffiti 2 writing to enter data

Question

Exclamation

Ta b

Punctuation marks that appear in the following table must be written on the right (number) side of the input area.

Draw these marks on RIGHT side of input area

Mark Stroke Mark Stroke

Period

Comma

Tilde

Dash

—

Backslash

Slash

Left Paren

(

Right Paren

)

Accented characters

When writing letters with accent marks, first write the letter stroke on the left side (or in the center for uppercase letters) of the input area. Then quickly write the accent stroke on the right side of the input area.

For example, the following diagram shows the strokes required to draw an accented é.

Plus

Asterisk

Equal

Chapter 3 Entering Data on Your Handheld

You can use the following accent strokes in combination with Graffiti 2 letters:

Draw accents on RIGHT side of input area

Accent Stroke Accent Stroke

Acute

Grave

Tilde

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

абвгдеийклмноптуфхцщъыьяэс

Symbols and other special characters

You can write symbols and other special characters using the Punctuation Shift stroke.

NOTE

To write symbols and special characters:

1. Enter the Punctuation Shift stroke:

You can also use the Punctuation Shift stroke to write punctuation marks.

Dieresis

Circumflex

Ring

Punctuation Shift

When Punctuation Shift is active, an up arrow symbol appears in the lowerright corner of the handheld screen. If you accidentally activate Punctuation Shift, immediately enter the Punctuation Shift stroke again to cancel it, or wait a moment and it will automatically disappear.

Punctuation Shift indicator

2. Write the symbol or other special character shown in the table that follows. You

can make a symbol stroke anywhere in the input area.

Using Graffiti 2 writing to enter data

3. (Optional) Enter an additional Punctuation Shift stroke to finish writing the

character and to make the character appear more quickly.

After the arrow disappears, the symbol appears.

Draw symbols on EITHER side of the input area

Graffiti 2 Gestures

Gestures enable you to use editing commands. To use gestures, draw the following strokes on the left (letter) side of the input area:

Graffiti 2 ShortCuts

Graffiti 2 ShortCuts make entering commonly used words or phrases quick and easy. ShortCuts are similar to the Glossary or Autotext features of some word processors.

Graffiti 2 writing comes with several predefined ShortCuts, and you can also create your own. Each ShortCut can represent up to 45 characters. For example, you might create a ShortCut for your name or for the header of a memo. See “ShortCuts Preferences” in Chapter 14 to learn about creating ShortCuts.

Draw gestures on LEFT side of input area

Gesture Stroke Gesture Stroke

Cut Paste

Copy Undo

Chapter 3 Entering Data on Your Handheld

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

ShortCut

Your handheld includes the predefined Graffiti 2 ShortCuts shown in the following table.

Entry Shortcut

Date Stamp ds

Time stamp ts

Date / time stamp dts

Meeting me

Breakfast br

Lunch lu

Dinner di

Full-screen writing area

When Writing Area Preferences are turned on and active, you do not have to write in the input area. You can write letters anywhere on the left side of the screen, or write numbers anywhere on the right side of the screen. Capital letters are formed in the middle of the screen straddling the imaginary dividing line between the left and right sides.

When Writing Area Preferences are turned off or inactive, you must write character strokes in the input area for your handheld to recognize them.

To use the full-screen writing area:

1. Turn on Writing Area Preferences. See “Writing Area Preferences” in Chapter 14

for details.

2. Open the application in which you want to use the full-screen writing area.

A shaded box appears in the lower-right corner of the screen.

3. Position the cursor where you want the characters to appear.

4. Do any of the following:

– Write lowercase Graffiti 2 letters anywhere on the left side of the screen.

– Write numbers anywhere on the right side of the screen.

– Write uppercase letters in the middle of the screen.

– Write the Punctuation Shift stroke before writing symbols and other special

characters.

– Access buttons and other controls that appear on the screen by tapping and

holding the control until it activates.

To temporarily disable the full-screen writing area:

■ Tap the shaded box in the lower-right corner.

The shaded box changes to a box outline and Writing Area Preferences are deactivated.

Using your computer keyboard

If you have a lot of data to enter, or prefer to use the computer keyboard, you can use Palm Desktop software or any supported personal information manager (PIM) to enter information. You can then perform a HotSync the information on your computer with the information on your handheld. Many of the applications that came with your handheld are also available in Palm Desktop software and in most PIMs, so you don’t need to learn different applications. For more information on entering data on your computer, refer to the online Help in Palm Desktop software and the Palm Desktop Software for the Macintosh User’s Guide on the Desktop Software CD-ROM.

Importing data

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

Importing data from a Windows computer

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

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

operation to synchronize

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

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

■ vCal (.vcs): Date Book only

Chapter 3 Entering Data on Your Handheld

■ vCard (.vcf): Address Book only

■ Date Book archive (.dba)

■ Address Book archive (.aba)

■ To Do List archive (.tda)

■ Memo Pad archive (.mpa)

Archive formats can be used only with Palm Desktop software. Use the archive file formats to share information with other people who use a Palm OS to create a copy of your important Palm Desktop information.

To import data from a Windows computer:

1. Open Palm Desktop software.

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

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

following:

Select All in the Category box.

handheld or

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

4. From the File menu, select Import.

5. Select the file you want to import.

6. Click Open.

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

7. To import data into the correct Palm Desktop fields, drag fields in the left

column so that they are opposite the corresponding imported field on the right.

8. If you don’t want to import a field, click the check box for that field to deselect it.

9. Click OK.

The imported data is highlighted in the application.

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

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

Using File Link

The File Link feature enables you to import Address Book and Memo Pad information, such as a company phone list, to your handheld from a separate external file on your Windows computer. You can configure the File Link feature to check for changes to the external file when you perform a HotSync operation. HotSync Manager stores the data in a separate category in Palm Desktop software and on your handheld.

With File Link, you can import data stored in any of the following formats:

■ Comma-separated (*.csv)

■ Memo Pad archive (*.mpa)

■ Address Book archive (*.aba)

■ Text (*.txt)

For information on how to set up a file link, see the Palm Desktop online Help.

Importing data from a Mac computer

Palm Desktop software can import data from any applications that can export the data in any of the following file formats:

Importing data

■ Tab-delimited file

■ Te x t

■ Palm Desktop software for Mac

■ vCal (.vcs)

■ vCard (.vcf)

For example, you can export tab-delimited files from applications such as: FileMaker Pro, Meeting Maker, Now Contact, and Now Up-to-Date.

To import data from a Mac computer:

1. Open Palm Desktop software.

2. From the File menu, select Import.

3. Select the file you want to import.

4. Click Open.

5. If you want to change the order of the fields you’re importing, point to a field,

wait for the cursor to change to a double arrow, and then drag the field to a new location.

Chapter 3 Entering Data on Your Handheld

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

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

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

9. Click OK.

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

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

Beaming data

Your handheld is equipped with an IR port that is located at the top of the handheld, behind the small dark shield. The IR port supports the IrCOMM implementation of the standards for infrared communication established by the Infrared Data Association (IrDA). This means that you can beam data to any nearby device that supports the IrCOMM implementation of the IrDA standards and that can read the type of data you’re beaming. For example, you can beam an Address Book entry to a Palm OS handheld, a mobile phone, or a computer that’s equipped with an IR port and that can read vCard data.

You can beam the following information between devices with an IR port:

■ The record currently displayed in Date Book, Address Book, Note Pad, To Do

List, or Memo Pad

■ All records of the category currently displayed in Address Book, To Do List,

Note Pad, or Memo Pad

■ A special Address Book record that you designate as your business card,

containing information you want to exchange with business contacts

■ An application installed in RAM memory

You can also perform HotSync operations using the IR port.

TIP

See “Conducting IR HotSync operations” in Chapter 13 for more details.

To select a business card:

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

business card.

2. Tap the Menu icon .

3. In the Record menu, tap Select Business Card.

4. Tap Yes.

Beaming data

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

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

2. Tap the Menu icon .

3. Tap one of the following from the Record menu:

– The Beam command for an individual record.

– In Address Book only: Beam Business Card.

– In Note Pad only: If you are beaming to someone using an earlier version of

Note Pad, tap Compatibility, and then tap Beam.

– Beam Category.

You can also press and hold the Address Book application button to

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instantly beam your business card to another device with an IR port.

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

port of the receiving device.

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

5. Wait for the Beam Status dialog box to indicate that the transfer is complete

before you continue working on your handheld.

To beam an application:

1. Open the Home screen.

2. Tap the Menu icon .

3. From the App menu, tap Beam.

4. Tap the application you want to transfer.

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

5. Tap Beam.

6. When the Beam Status dialog box appears, point the IR port directly at the IR

port of the receiving device.

7. Wait for the Beam Status dialog box to indicate that the transfer is complete

before you continue working on your handheld.

Chapter 3 Entering Data on Your Handheld

To receive beamed information:

1. Turn on your handheld.

2. Point the IR port directly at the IR port of the transmitting device to open the

Beam dialog box.

3. (Optional) Tap the category pick list and select a category for the incoming

information. You can also create a new category or leave the information unfiled.

4. Tap Yes.

Beaming tips

■ You can set the full-screen pen stroke to beam the current entry.

See “Pen Preferences” in Chapter 14 for more information.

■ You can draw the Graffiti 2 Command stroke to activate the Command toolbar,

and then tap the beam icon.

■ You can use the Graffiti 2 Command stroke “/ B” to beam the current entry.

Using Note Pad

In addition to using Graffiti 2 characters and the onscreen keyboard, you can enter data on your handheld using the Note Pad application. When you use Note Pad, you write quick notes directly on the handheld screen in your own handwriting. See Chapter 10 for more information and instructions.

This chapter explains how to open and switch between applications on your handheld, how to change application settings so they are personalized to your work methods, and how to categorize applications so you view them in related groups.

Opening applications

You can tap the Home icon to display the applications installed on your handheld. To open an application, just tap the application’s icon. You can also press the Date Book and Address Book buttons to turn on your handheld and automatically open these applications.

CHAPTER 4

Working with Applications

Home icon

Date Book

Address Book

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

Chapter 4 Working with Applications

To open an application on your handheld:

1. Tap the Home icon .

2. Tap the icon of the application that you want to open. If you have many

applications installed on your handheld, tap the scroll bar to see all your applications.

You can also open an application from the Home screen by writing the Graffiti character for the first letter of its name. The Home screen scrolls to the first application with a name that begins with that letter.

Switching between applications

When working with any application, select the Home icon or press an application button on your handheld to switch to another application. Your handheld automatically saves your work in the current application and displays it when you return to that application.

Categorizing applications

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

By default, your handheld includes system-defined categories, such as All and Unfiled, and user-defined categories, such as Games, Main, and System.

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

To categorize an application:

1. Tap the Home icon .

2. Tap the Menu icon .

3. Select Category on the App menu.

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

To create a new category, tap Edit Categories from the pick list. Tap New,

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enter the category name, and then tap OK to add the category. Tap OK again to close the Edit Categories dialog box.

5. Tap Don e.

To display applications by category:

1. Tap the Home icon .

2. Do one of the following:

– Tap the Home icon repeatedly to cycle through all your categories.

– Tap the pick list in the upper-right corner of the screen, and select the

category you want to display.

Changing the Home screen display

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

Changing the Home screen display

To change the Home screen display:

1. Tap the Home icon .

2. Tap the Menu icon .

3. Select Options, and then select Preferences.

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

5. Tap OK .

To open the Home screen to the last opened category:

1. Tap the Home icon .

2. Tap the Menu icon .

3. Select Options, and then select Preferences.

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

5. Tap OK .

Selecting copy settings

When using the copy feature, you can set the following:

■ How applications are sorted and listed

■ Whether to copy only the application or both the application and its data files

Chapter 4 Working with Applications

To select copy settings:

1. Tap the Home icon .

2. Tap the Menu icon .

3. Select Copy on the App menu.

4. Tap Settings.

5. Tap the Sort By pick list and select Name or Size.

6. Tap the Copy Application Only check box to select it if you want to copy only

the application files. Leave it deselected if you want to copy both the application file and its associated data file(s).

7. Ta p O K .

Using menus

NOTE

you want to copy an application only, you must select the Copy Applications Only check box.

The Sort By setting is in effect each time you use the copy feature. Each time

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

Some of the menus in each application may be illustrated in the chapter that discusses that application.

To open the menu bar:

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

2. Do one of the following:

– Tap the Menu icon .

– Tap the highlighted title area at the top of the screen.

Tap the title area

Tap the Menu icon

Choosing a menu

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 record screen.

To select a menu command with the stylus:

1. Open the menu bar for an application.

2. Tap the menu that contains the command you want to use.

3. Tap the command you want to use.

Graffiti 2 menu commands

Most menu commands have an equivalent Graffiti 2 Command stroke, which is similar to the keyboard shortcuts used to execute commands on computers. The command letters appear to the right of the command names.

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

Choosing a menu

Command

CutUndo Copy Paste Beam Delete

The Command toolbar displays context-sensitive menu commands for the active screen. For example, if text is selected, the menu icons displayed may be Undo, Cut, Copy, and Paste. Tap an icon to select the command, or immediately write the corresponding command letter for an appropriate command in the input area.

For example, to select Paste from the Edit menu, draw the Command stroke, followed by the letter p.

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

Chapter 4 Working with Applications

Choosing application preferences

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

To change preferences for an application:

1. Open an application.

2. Tap the Menu icon .

3. Select Options, and then select Preferences.

NOTE

4. Make changes to the settings.

5. Tap OK .

Not all applications have a Preferences command.

Performing common tasks

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

To create a record:

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

2. Tap N ew.

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

4. Enter text for the record.

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

Details command is located on the Options menu.)

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

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

Editing records

Performing common tasks

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

■ A blinking cursor

■ One or more dotted edit lines

Blinking cursor

Edit line

NOTE

not see an edit line or blinking cursor unless the cursor is in the title line.

In Note Pad you can write anywhere on the screen. Therefore, you will

Entering text

For information on how to enter text using Graffiti 2 writing, the onscreen keyboard, or the keyboard attached to your computer, see Chapter 3. For information on entering text in Note Pad, see Chapter 10.

Using the Edit menu

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

To select text in an application:

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

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

NOTE

text. You can also drag to select a group of lines.

The following commands may appear in an Edit menu:

Undo

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

across

the text to select additional words, or drag

down

Reverses the action of the last edit command. For example, if you used Cut to remove text, Undo restores the text you removed. Undo also reverses deletions you made using backspace.

Cut

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

Chapter 4 Working with Applications

Copy

Paste

Select All

Keyboard

Graffiti 2 Help

Deleting records

To delete a record:

1. Select the record you want to delete.

2. Tap the Menu icon .

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

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

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

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

Opens screens that show all the Graffiti 2 character strokes. Use this command anytime you forget a stroke for a character.

3. Select the Delete command on the Record menu.

4. Tap OK .

If you chose to save a copy of the selected item, your handheld transfers it to the

archive file on your desktop the next time you perform a HotSync

operation.

To delete a record using an alternate method:

■ Delete the text of the record.

■ In Date Book, Address Book, To Do List, and Memo Pad, open the Details dialog

box for the record, tap Delete, and then tap OK.

NOTE

the current repeating event, current and future events, or all instances of that event.

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

When deleting a repeating event in Date Book, you can choose to delete

Purging records

Performing common tasks

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

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

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

To purge records:

1. Open the application.

2. Tap the Menu icon .

3. Select Purge on the Record menu.

A confirmation dialog box appears.

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

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

Date Book, To Do List: If you want to save a copy of the purged records to an

archive file on your desktop, be sure that the check box is selected. If you don’t want to save a copy, tap the check box to deselect it.

Expense: Select the category you want to purge. All data in the selected category

will be purged and there is no archive option.

4. Tap OK, or in Expense, tap Purge.

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

NOTE

make it happen.

Categorizing records

You can organize records in the Address Book, Note Pad, To Do List, Memo Pad, and Expense applications so that they are grouped logically into categories and are easy to review.

Purging does not happen automatically. You must select the command to

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

Chapter 4 Working with Applications

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

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, and so on).

Expense contains two user-defined categories, New York and Paris, to show how you might sort your expenses according to separate business trips.

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

To move a record into a category:

1. Select the record you want to categorize.

2. In Address Book only: Tap Edit.

3. Tap Det ai ls .

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

5. Select the category for the record.

6. Tap OK .

NOTE

name in the upper-right corner of the screen to assign the item to a different category.

In Address Book, Note Pad, and Memo Pad you can select the category

To display a category of records:

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

Tap here

NOTE

To Do list.

In the Date Book Agenda view, the pick list is in the upper right of the

Performing common tasks

2. Select the category you want to view.

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

Pressing an application button on your handheld scrolls through all the

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categories of that application except for Unfiled. This feature is not available in Date Book.

To define a new category:

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

2. Select Edit Categories.

3. Tap N ew.

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

5. Tap OK .

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

To rename a category:

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

2. Select Edit Categories.

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

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

5. Tap OK .

You can group the records within two or more categories into one

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category by giving the categories the same name. For example, if you change the name of the Personal category to Business, all records formerly in the Personal category appear in the Business category.

Chapter 4 Working with Applications

Finding information

Your handheld offers several ways for you to find information quickly:

■ All applications that reside on your handheld: Find locates any text that you

specify, always starting with the current application.

■ Date Book, To Do List, Memo Pad:

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

■ Address Book: The Look Up line enables you to scroll immediately to a name

when you enter the first letters of that name.

■ Expense:

Lookup displays the names in your Address Book that have data in the Company field. You can add these names to a list of attendees associated with an Expense record.

Looking up Address Book records

In Address Book you can use the Look Up line with the stylus to look up and quickly scroll to any of your Address Book entries.

To look up an Address Book record with the stylus:

1. From the Address list screen, enter the first letter of the name you want to find.

Look Up line

The list scrolls to the first entry that begins with that letter. If you write another letter, the list scrolls to the first entry that starts with those two letters. For example, writing an s scrolls to “Sands,” and writing sm scrolls further to “Smith.” If you sort the list by company name, the Look Up feature scrolls to the first letter of the company name.

2. Tap the record to view its contents.

Performing common tasks

Using Find

You can use Find to locate any text that you specify, in any application that resides on your handheld.

To use Find:

1. Tap the Find icon .

If you select text in an application before you tap Find, the selected text

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automatically appears in the Find dialog box.

2. Enter the text that you want to find.

Find is not case sensitive. For example, searching for the name “davidson” also finds “Davidson.”

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

3. Tap OK.

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

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

4. Tap the text that you want to review.

Using Phone Lookup

Phone Lookup displays the Address list screen. You can insert the information from an Address Book record to another application, such as Date Book.

To use Phone Lookup:

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

be in Date Book, To Do List, Memo Pad, or any other application that takes advantage of this feature.

2. Tap the Menu icon .

3. Select Options, and then select Phone Lookup.

Chapter 4 Working with Applications

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

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

5. Tap Add.

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

Using Graffiti 2 commands with Phone Lookup

Write the Graffiti 2 Command stroke “/L” to activate the Phone Lookup feature. You can also activate it in the following circumstances:

■ While entering text: For example, to insert the full name and phone number for

someone with the last name Williams, write the Graffiti 2 characters for Wi and then the Phone Lookup Command stroke “/L.”

If you have only one Address Book record that begins with Wi, your handheld inserts the full name, such as Fred Williams (and its associated information). If you have more than one name that begins with Wi, the Phone Lookup screen appears and highlights the first record that begins with Wi.

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

Command stroke “/L.” Your handheld replaces the selected text and adds the name and its associated information.

Looking up names to add to Expense records

In Expense, Lookup displays the names in your Address Book that have data in the Company field. You can add these names to a list of attendees associated with an Expense record.

To add names to an Expense record:

1. Tap the Expense record to which you want to add names.

2. Tap Det ai ls .

Performing common tasks

3. Tap Who.

Ta p h e r e

4. Tap Lookup.

The Attendees Lookup screen displays all the names in your Address Book that have data in the Company field.

5. Select the name you want to add, and then tap Add.

The name appears in the Attendees screen.

6. Repeat steps 4 and 5 to add more names.

7. Ta p D o ne .

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, Note Pad, To Do List, Memo Pad, and Expense.

NOTE

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, Note Pad, and Memo Pad:

1. Open the application to display the list screen.

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

2. Tap the Menu icon .

3. Select Options, and then select Preferences.

Chapter 4 Working with Applications

4. Do one of the following:

Address Book: Tap the setting you want.

Note Pad: Tap the Sort by pick list and select Alphabetic, Date, or Manual.

Memo Pad: Tap the Sort by pick list and select Alphabetic or Manual.

5. Tap OK .

To sort the Note Pad or Memo list manually, tap and drag a note or memo to a new location in the list.

To make the list appear in Palm™ Desktop software as you manually sorted it on your handheld, open the application in Palm Desktop software and click Sort by. Then select Order on Handheld.

Attaching notes

In Address Book, Date Book, To Do List, and Expense, you can attach a note to a record. A note can be up to several thousand characters long. For example, for an appointment in Date Book, you can attach a note with directions 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 Det ai ls .

4. Tap N ot e.

5. Enter your note.

6. Tap Don e.

A small note icon appears at the right side of any item that has a note.

Note icon

To review or edit a note:

■ Tap the Note icon .

To delete a note:

1. Tap the Note icon .

2. Tap Delete.

3. Tap Yes.

Choosing fonts

Performing common tasks

In many applications, you can change the font style to make text easier to read. You can choose small, small bold, large, or large bold fonts in each application that enables you to change the font style.

Small font Large font

Small bold font

To change the font style:

1. Open an application.

2. Tap the Menu icon .

3. Select Options, and then select Font.

4. Tap the font style you want to use.

Tap here for small font

5. Tap OK .

Large bold font

Tap here for small bold font Tap here for large bold font

Tap here for large font

Chapter 4 Working with Applications

Receiving alerts

You can receive alerts on your handheld and in Palm Desktop software.

Receiving alerts on your handheld

When you use certain application settings, your handheld can alert you to any of the following:

■ An appointment set in Date Book

■ A note created in Note Pad

■ An alarm set in World Clock

When an alert occurs, your handheld displays a reminder message. If you tap Snooze in response to an alert message, your handheld reminds you of the item again in five minutes. The Reminder screen displays alerts that await attention.

To respond to alerts, do one of the following:

■ Select an item’s check box to clear the item.

■ Tap an item (either the icon or the text description) to open the application

where the alarm was set. The application opens to the entry associated with the alarm.

■ Tap Done to close the reminder list and return to the current screen. An

attention indicator will blink in the upper-left corner of the screen; tap it to view the alert list again.

■ Tap Snooze to see the list again in five minutes.

If you tap Done or Snooze and view the reminder list later, the current time appears in the Reminder bar and the original alert time appears with each list item.

■ Tap Clear All to dismiss all alerts in the list.

Receiving alerts from Palm Desktop software

You can also set an option to receive Date Book event alerts from Palm Desktop software. The feature is disabled by default, so you must enable it within Palm Desktop software.

To enable an event alert from Palm Desktop software:

1. Double-click the Palm Desktop icon.

2. From the Tools menu, select Options, and then select Alarms.

3. Set Alarm Configuration options, either Always Available or Available only

when the Palm Desktop is running.

4. (Optional) To hear an alert sound as well as receive an alert message, select the

check box Play audible notification with alarm dialog box.

5. Click OK.

Hiding or masking private records

You can use the Security Preferences to set a password and select whether to mask your private records or hide them completely. See “Security Preferences” in

Chapter 14 for details.

Installing and removing applications

This section explains how to install and remove applications and other files on your handheld, and how to remove Palm Desktop software from your computer.

Installing files and add-on applications

Your handheld comes with many applications installed and ready to use. During a HotSync operation you can also install additional applications, such as games and other software, on your handheld. Applications or games that you install on your handheld reside in RAM memory, and you can delete them at any time.

Files that are not associated with an application on your handheld may not be installed during a HotSync operation.

Both applications and files are easy to install during a HotSync operation. You can install the following types of files:

■ Palm OS

Various third-party applications are available for your handheld. To learn more about these applications, go to the web site:

NOTE

compatibility of these applications with your new Palm applications, however, may not have been upgraded to be compatible with your new Palm handheld. If you suspect that a third-party application is adversely affecting the operation of your handheld, contact the developer of the application.

file types, including PRC and PDB

Palm works with developers of third-party add-on applications to ensure the

www.palm.com

™

handheld. Some third-party

Chapter 4 Working with Applications

Installing applications and files on a Windows computer

Palm™ Quick Install makes it easy to install applications and files during the next HotSync operation. You can even install compatible files directly from a Zip file.

You can use any of the following methods to install applications and files with Palm Quick Install:

■ Drag and drop files onto the Palm Quick Install icon on the Windows desktop.

■ Drag and drop files onto the Palm Quick Install window.

■ Use the commands or buttons in the Palm Quick Install window.

■ Right-click a file and send it to Palm Quick Install.

The procedures that follow explain how to install applications and files using each of these methods.

To drag and drop applications or files onto the Palm Quick Install icon:

1. Copy or download the application(s) or file(s) you want to install onto your

computer.

2. From My Computer or Windows Explorer, select the file(s) or folder that you

want to install.

3. Drag and drop the file(s) or folder onto the Palm Quick Install icon on the

Windows desktop.

Palm Quick Install displays a confirmation dialog box, and you can choose the username to which the files will be installed.

4. Click OK.

The selected files are placed in the Handheld file list.

5. Perform a HotSync operation to install the files. See “Conducting cable HotSync

operations” in Chapter 13 for details.

NOTE

not installed. This can happen if your handheld is too full to install the file or if the file type was not recognized during the HotSync operation. If files are unrecognized, try launching the associated application from your handheld and then performing another HotSync operation. If the files still remain in the list, they are not associated with an application on your handheld and cannot be installed.

Files that remain in the list after you perform a HotSync operation were

Installing and removing applications

To drag and drop applications or files onto the Palm Quick Install window:

1. Copy or download the application(s) or file(s) you want to install onto your

computer.

2. Double-click the Palm Quick Install icon on the Windows desktop.

Handheld file list

Status bar

3. From My Computer or Windows Explorer, select the file(s) or folder that you

want to install.

4. Drag and drop the file(s) or folder onto the handheld file list.

If a No symbol appears when you attempt to drag a file onto a file list, that file is not supported on that destination.

The status bar shows the number of files selected and their total size. However since some file types are compressed during synchronization they may actually require less space then the amount shown in the file size column or status bar.

5. Perform a HotSync operation to install the files. See “Conducting cable HotSync

operations” in Chapter 13 for details.

NOTE

Files that remain in the list after you perform a HotSync operation were

Chapter 4 Working with Applications

To use the command buttons in the Palm Quick Install window:

1. Copy or download the application(s) or file(s) you want to install onto your

computer.

2. Double-click the Palm Quick Install icon on the Windows desktop.

Add button

User dropdown list

Status bar

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

4. Click Add.

To install a folder, open the File menu and select Add Folder.

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5. Select the application(s) or file(s) that you want to install.

If you do not see the application(s) or file(s) in the default folder, navigate to the folder that contains the application(s) or file(s) that you want to install.

6. Click OK.

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

See “Conducting cable HotSync operations” in Chapter 13 for details.

NOTE

Files that remain in the list after you perform a HotSync operation were

To use the right-click menu to send the file to Palm Quick Install:

1. Copy or download the application(s) or file(s) you want to install onto your

computer.

2. From My Computer or Windows Explorer, right-click the file(s) or folder that

you want to install.

3. Select Send To and then select Palm Quick Install.

Palm Quick Install displays a confirmation dialog box that shows that the files will be installed on your handheld.

4. Click OK.

The selected files are placed in the Handheld file list.

5. Perform a HotSync operation to install the files. See “Conducting cable HotSync

operations” in Chapter 13 for details.

Any unrecognized files are not installed.

Palm Quick Install tips

Installing and removing applications

The following tips can help you use Palm Quick Install most effectively:

■ When you drag and drop a folder, Palm Quick Install looks at files in the first

level of subfolders only; it does not look at folders nested inside the subfolders.

■ To install files in a different location, start Palm Quick Install and drag the files

to a different file list.

■ You can also access the Palm Quick Install window by clicking Quick Install on

the Palm Desktop Launch bar.

Installing applications and files on a Mac computer

The Install Tool makes it easy to install applications and files on your handheld during a HotSync operation.

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

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

into the Add-on folder in your Palm folder.

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

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

Chapter 4 Working with Applications

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

handheld.

5. Click Add To List.

If the file you want to install is not listed in the dialog box, go to the folder to which you copied the file. Most handheld application files have the extension PRC or PDB.

6. Select the application(s) you want to install.

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

You can also drag files, or folders of files, to the list in the Install Handheld

TIP

Files dialog box. The files are copied to the Files To Install folder.

Installing and removing applications

8. Close the Install Handheld Files window.

9. Perform a HotSync operation to install the selected application(s) on your

handheld. See “Conducting cable HotSync operations” in Chapter 13 for details.

NOTE

not installed. This can happen if the file type was not recognized during the HotSync operation. For your handheld to recognize such a file, you must first launch the associated application at least once.

Removing applications

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

To remove an add-on application:

1. Tap the Home icon .

2. Tap the Menu icon .

3. Select Delete on the App menu.

4. Tap the application that you want to remove.

5. Tap Delete.

6. Tap Yes.

7. Ta p D o ne .

Files that remain in the list after you perform a HotSync operation were

Removing Palm Desktop software

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

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

IMPORTANT

Manager synchronization software and can no longer synchronize with your computer. If you are using another personal information manager (PIM), such as Microsoft Outlook, you must have Palm Desktop software installed to synchronize your handheld with this application.

NOTE

of the operating system installed on your computer.

If you remove Palm Desktop software, you also remove the HotSync

You may need to modify the steps shown here to accommodate the version

Chapter 4 Working with Applications

To remove Palm Desktop software from a Windows computer:

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

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

3. Click the Change or Remove Programs button.

4. Select Palm Desktop.

5. Click Change/Remove.

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

6. Click Yes in the Confirm File Deletion box.

7. Click OK.

8. Click Close.

To remove Palm Desktop software from a Mac computer:

1. Insert the Desktop Software CD-ROM into the CD-ROM drive on your

computer.

2. Double-click the Desktop Software CD-ROM icon on your desktop.

3. Double-click the Palm Desktop Installer icon.

4. From the Easy Install screen, select Uninstall from the pop-up menu.

5. Select the software you want to remove.

6. Click Uninstall.

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

8. Click Remove.

9. Restart your computer.

Address Book enables you to keep names, addresses, phone numbers, and other information about your personal or business contacts. You can also attach notes to Address Book records (called entries) to enter additional information about your contacts. Use Address Book to create your own digital business card that you can beam to other devices with an infrared (IR) port and an application that can read the data. See “Beaming data” in

Chapter 3 for more information.

CHAPTER 5

Using Address Book

To open Address Book:

■ Press the Address Book application button on the front panel of your handheld.

Address Book opens to display the list of all your records.

TIP Press the Address Book application button repeatedly to cycle through the

categories in which you have records.

Creating an Address Book entry

You can create Address Book entries on your handheld, or you can use Palm™ Desktop software to create them on your computer and then transfer them to your handheld with your next HotSync

For information on importing data into Address Book on your handheld, see “Using Note Pad” in Chapter 3 and the Palm Desktop online Help.

Address Book button

operation.

To create a new Address Book entry:

1. Press the Address Book application button on the front of your handheld to

display the Address list.

2. Tap N ew.

Chapter 5 Using Address Book

3. Enter the last name of the person you want to add to your Address Book.

The handheld automatically capitalizes the first letter of each field (except numeric and e-mail fields). You do not have to use the Graffiti to capitalize the first letter of the name.

4. Enter the other information that you want to include in this entry.

5. Tap the scroll arrows to move to the next page of information.

6. After you finish entering information, tap Done.

2 capital stroke

Tap Done

To create an entry that always appears at the top of the Address list, begin the

TIP

Last name or Company field with a symbol, as in *If Found Call*. This entry can contain contact information in case you lose your handheld.

Selecting types of phone numbers

You can select the types of phone numbers or e-mail addresses that you associate with an Address Book entry. Any changes you make apply only to the current entry.

To select other types of phone numbers in an entry:

1. Tap the entry that you want to change.

2. Tap Edit.

3. Tap the pick list next to the label you want to change.

Ta p triangle

4. Select a new label.

Changing Address Entry details

The Address Entry Details dialog box provides a variety of options that you can associate with an entry.

To open the Address Entry Details dialog box:

1. Tap the entry whose details you want to change.

2. Tap Edit.

3. Tap Det ai ls .

4. Select any of the following settings:

Creating an Address Book entry

Show in List

Using Address Book menus

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

See “Using menus” in Chapter 4 for information about selecting menu commands.

The Record and Options menus differ depending on whether you’re displaying the Address list screen (shows all Address Book records) or the Address view screen (for use within a specific Address Book record).

Record menus

Select which type of phone or other information appears in the Address list screen.

Assign the entry to a category.

Hide this entry when Security is turned on.

Address list

Duplicate Address

Address view

Makes a copy of the current record and displays the copy in Address Edit so you can make changes to the copied record. The copy has the same category and attached notes as the original record.

Chapter 5 Using Address Book

Options menus

Address list

Address Edit view

Preferences

Rename Custom Fields

Opens a dialog box where you can choose Address Book display options.

Remember Last Category.

Determines how Address Book appears when you return to it from another application. If you select this check box, Address Book shows the last category you selected. If you deselect it, Address Book displays the All category.

These custom fields appear at the end of the Address Edit screen. Rename them to identify the kind of information you enter in them. The names you give the custom fields appear in all entries.

You can use these custom fields to track additional information in your Address records, such as names of spouses, children, or any other details.

Calculator enables you to perform basic calculations. You can store and retrieve values, and display the last series of calculations.

To open Calculator:

1. Tap the Home icon .

2. Tap the Calculator icon .

Performing calculations

The Calculator includes several buttons to help you perform calculations.

Clears the entire calculation so that you can begin a fresh calculation.

CHAPTER 6

Using Calculator

Clears the last number you entered. If you make a mistake while entering a number in the middle of a calculation, you can use this button to reenter the number without starting the calculation over.

Toggles the current number between a negative and positive value. If you want to enter a negative number, enter the number first and then press the +/- button.

Places the current number into memory. Each new number you enter with the M+ button is added to the total already stored in memory. The number that you add can be either a calculated value or any number you enter by pressing the number buttons. Pressing this button has no effect on the current calculation (or series of calculations); it merely places the value into memory until it is recalled.

Recalls the stored value from memory and inserts it into the current calculation.

Clears any value that is stored in the Calculator memory.

Calculates the square root of a number. Enter the number, and then tap the square root button.

Chapter 6 Using Calculator

Viewing Recent Calculations

The Recent Calculations command enables you to review the last series of calculations and is particularly useful for confirming a series of “chain” calculations.

To display recent calculations:

1. Tap the Menu icon .

2. Select Options, and then select Recent Calculations.

3. After you finish reviewing the calculations, tap OK.

CHAPTER 7

Using Date Book

Date Book enables you to quickly and easily schedule appointments or any kind of activity associated with a time and date. You can attach notes to Date Book records (called events) and set alarms to remind you when they happen. You can also look at your schedule through four different views.

To open Date Book:

■ Press the Date Book application button on the front panel of your handheld.

Date Book opens to today’s schedule.

Date Book button

TIP Press the Date Book application button repeatedly to cycle through the

Day, Week, Month, and Agenda views.

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

Scheduling an event

A Date Book event can be any kind of activity that you associate with a day. 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.

You can also schedule events in your Date 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, marked with a diamond.

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

Chapter 7 Using Date Book

To schedule an event for the current day:

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

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

3. If the event is one hour long, skip to step 5. If the event is longer or shorter than

an hour, tap the time of the event to open the Set Time dialog box.

Ta p a time line

Time bar shows duration

Enter event

Ta p t h e time of an event

You can also use the input area to open the Set Time dialog box. Make

TIP

sure that no event is selected, and then on the number side of the input area, write a number for the start time of the event.

Scheduling an event

4. Do one of the following:

– Tap the time columns on the right side of the Set Time dialog box to set the

start time, and then tap the End Time box and tap the time columns to set the end time.

– Tap All Day to automatically insert the start and end time of the event as

defined in your Date Book preferences.

Start Time highlighted

Tap to automatically fill the start and end times

5. Tap OK .

To attach a note to an entry and work with attached notes, see “Attaching notes”

TIP

Tap to scroll to earlier hours

Tap to change hours

Tap to change minutes

Tap to scroll to later hours

in Chapter 4.

A vertical line appears next to the time, indicating the duration of the event.

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 that you want in the date bar at the top of the screen.

If necessary, tap the Previous week or Next week scroll arrows to move to another week.

Previous week

Next week

Tap to select a day of the current week

Chapter 7 Using Date Book

– Use the scroll buttons to scroll to the next or previous day.

– Tap Go To at the bottom of the screen to open the Go to Date dialog box.

Select a date by tapping a year, month, and day in the calendar.

Previous year Next year

2. After you locate the date, follow the steps for scheduling an event for the

current day.

Tap to select a month

Tap to select a day

Tap to select current date

To schedule an untimed event:

1. Select the date that you want for the event.

2. Tap N ew.

3. Tap N o Ti me .

You can also create a new untimed event by making sure no event is

TIP

selected and then writing letters in the input area.

Setting an alarm for an event

4. Enter a description of the event.

New untimed event

No time selected

After you create an event, you can select an event to view and change its contents.

To select an existing event:

■ Go to the day on which the event is scheduled, and then tap the event.

To reschedule an event:

1. Select the event you want to reschedule.

2. Tap Det ai ls .

3. To change the time, tap the Time box and tap a new time.

4. To change the date, tap the Date box and tap a new date.

5. Tap OK .

Setting an alarm for an event

When you set an alarm, the Alarm icon appears at the far right of the event. When the alarm is triggered, a reminder message also appears onscreen.

To set an alarm for an event:

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

2. Tap Det ai ls .

3. Tap the Alarm check box to select it.

The default setting, 5 Minutes, appears. This means that the alarm will sound 5 minutes before the scheduled time.

4. (Optional) Tap the pick list to select Minutes, Hours, or Days.

Chapter 7 Using Date Book

5. (Optional) Select the 5 and enter any number from 0 to 99 (inclusive) as the

number of time units.

6. Tap OK .

7. When the reminder message appears onscreen, do one of the following:

– Tap OK to permanently dismiss the reminder and return to the current

screen.

– Tap Snooze to dismiss the reminder and return to the current screen. An

attention indicator blinks in the upper-left corner of the screen to remind you of the pending alarm, and the reminder message appears again five minutes later.

Enter number of time units here

Tap here to select unit of time

– Tap Go To to open Date Book. Date Book will open and display the event

associated with the alarm.

Alarm for untimed events: You can set a silent alarm for an untimed event. In this

case the alarm is triggered at the specified period (if any) of minutes, hours, or days before midnight (beginning) of the day of the untimed event. When the alarm is triggered, the reminder list displays the alarm message until you clear it. See “Receiving alerts” in Chapter 4 for details.

For example, you set an alarm for an untimed event that occurs on February 4. If the alarm is set for 5 minutes, the reminder message appears at 11:55 PM on February 3. The reminder remains in the reminder list until you turn on your handheld and dismiss it.

Scheduling repeating or continuous events

The Repeat function enables you to schedule events that recur at regular intervals, such as a birthday or anniversary, or that extend over a period of consecutive days, such as a vacation or conference.

To schedule a repeating or continuous event:

1. Select the event.

2. Tap Det ai ls .

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

Ta p th e Repeat box

Scheduling repeating or continuous events

4. Tap Day, Week, Month, or Year to set how often the event repeats.

For a continuous event, tap Day.

5. On the Every line, enter a number that corresponds to how often you want the

event to repeat.

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 picker to select an end date.

7. Ta p O K .

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

Changing repeating or continuous events

When you make changes to a repeating or continuous event, such as deleting or adding notes or changing the time of an event, you can decide which of the events you want to change—all events in the series, just the current event, or the current and future events.

To delete repeating events:

1. Select the record you want to delete.

2. Tap the Menu icon .

Chapter 7 Using Date Book

3. Select Delete Event from the Record menu.

4. Do one of the following: Tap Current to delete only the current event item;

Future to delete the current and all future event items; All to delete all occurrences of the repeating event.

5. Tap OK .

Considerations for repeating or continuous events

Keep the following points in mind:

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

number of days you moved the event. Your handheld then automatically changes the end date to maintain the duration of the repeating event.

■ If you change the repeat interval of a repeating event (such as from daily to

weekly), previous occurrences of that event are not changed, and your handheld creates a new repeating event.

■ If you change the date of an occurrence of a repeating event (such as from

January 14 to January 15) and apply the change to all occurrences, the new date becomes the start date of the repeating event. Your handheld adjusts the end date to maintain the duration of the event. If you apply the change to current and future occurrences, past occurrences are not changed.

■ If you change other settings of a repeating event (such as time, alarm, private)

and apply the change to all occurrences, your handheld creates a new event. The start date of this new event is the day on which the setting is changed.

■ If you apply a change to a single occurrence of a repeating event (such as 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 week, a month, or an agenda.

To cycle through Day, Week, Month, and Agenda views:

Do one of the following:

■ Press the Date Book application button repeatedly to display the next view.

■ Tap the appropriate view icon in the lower-left corner of Date Book.

Working in Week View

Week View shows the calendar of your events for an entire week. You can use this view to quickly review your appointments and available time slots. In addition, the graphical display helps you spot overlaps and conflicts in your schedule.

To display the Week View:

1. Tap the Week View icon.

Changing the Date Book view

Wee k Vie w

Previous week

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

Next week

Tap for that day Diamond indicates untimed event

Bar indicates earlier event

Dashed line indicates continuous event

Bar indicates later event

Event details

Tap to show event details

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 on any day to move to that day and select that time 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.

Chapter 7 Using Date Book

■ Use the scroll buttons to scroll to the next or previous week.

■ The Week View shows the time span defined by the 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 onscreen scroll arrows to scroll to the event.

Working in Month View

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

Previous month Next month

Diamond below date indicates untimed event

Dashes below date indicates continuous event

Month View button

You can control the types of events that appear in the Month View. See

“Display Options” later in this chapter.

You can also tap the scroll arrows in the upper-right corner to move forward or backward a month.

Working in Agenda View

The Agenda View shows you your events and To Do items on one screen. Tap an event in the Agenda View to open Day View and see more detailed information about the event. Tap a To Do item to open To Do List. To return to the Agenda view, press the Date Book button.

NOTE

settings in your To Do preferences. See “Setting To Do Preferences” in Chapter 11 for more information.

To display the Agenda View:

1. Tap the Agenda View icon.

Which To Do items appear and how you can change them depend on the

Dashes on right side indicate events

Agenda View

Spotting event conflicts

2. Tap the navigation controls to move forward or backward a day at a time, or to

display more events and To Do items.

You can also use the scroll buttons to scroll to the next or previous day.

TIP

Day with appointments Same day without appointments

NOTE

to select another category. See Chapter 11 for more information on working with To Do items.

You can also change the category of To Do items shown. Tap the pick list

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 conflicting times.

Event conflict

Chapter 7 Using Date Book

Using Date Book menus

Date Book features that are not explained elsewhere in this book are described here.

See “Using menus” in Chapter 4 for information about choosing menu commands.

Options menu

Display Options

Change the appearance of Date Book’s Day View and control which type of events appear in Month View.

Show Time Bars

Compress Day View

Month View settings

Activates the time bars that appear in the Day View. The time bars show the duration of an event and illustrate event conflicts.

Controls how times appear in the Day View. When Compress Day View is off, all time slots appear. When it is on, start and end times appear for each event, but blank time slots toward the bottom of the screen disappear to minimize scrolling.

Applies to the Month View of Date Book. You can deselect any or all of these check boxes to hide Timed, Untimed, or Daily Repeating events in the Month View only.

Using Date Book menus

Preferences

Customize Date Book’s default time display and alarm settings.

Start/End Time

Alarm Preset

Alarm Sound

Remind Me

Play Every

Defines the start and end times for Date Book screens. If the time slots you select do not fit on one screen, you can tap the scroll arrows to scroll up and down.

Automatically sets an alarm for each new event. The silent alarm for untimed events is defined by minutes, days, or hours before midnight at the beginning of the date of the event.

Sets the tone of the alarm.

Defines how many times the alarm will occur after the initial occurrence. The choices are Once, Twice, 3 Times, 5 Times, and 10 Times.

Defines how often the alarm sounds. The choices are Minute, 5 minutes, 10 minutes, and 30 minutes.

Chapter 7 Using Date Book

Expense enables you to keep track of your expenses and then transfer the information to a spreadsheet on your computer.You can log miles traveled and keep track of vendors. You can also export your expense information to popular computer applications, such as Microsoft Excel or Microsoft Word, using Palm™ Desktop software and HotSync Windows computer.

To open Expense:

1. Tap the Home icon .

2. Select the Expense icon .

Adding expense items

A record in Expense is called an item. You can sort your Expense items into categories or add other information that you want to associate with the item.

CHAPTER 8

Using Expense

technology on a

To add an expense item:

1. Tap N ew.

Cursor of new item

Ta p N e w

TIP You can also create a new Expense item by writing on the number side of

the input area while in the Expense list screen. The first number you write begins the amount of your new Expense item.

2. Enter the amount of the expense.

Chapter 8 Using Expense

3. Tap the Expense type pick list and select a type from the list.

As soon as you select an expense type, your handheld saves your entry. If you do not select an expense type, it does not save the entry.

TIP

Expense item is selected in the Expense list, write the first letter(s) of the expense type, and then write the numerical amount of the Expense item. This technique takes advantage of the automatic fill feature. See “Options menu” later in this chapter for details.

Tap here

Another quick way to create a new Expense item is to make sure that no

Changing the date of an Expense item

Initially, Expense items appear with the date on which you enter them. You can change the date associated with any Expense item.

To change the date of an Expense item:

1. Tap the Expense item you want to change.

2. Tap the date of the selected item.

3. Tap the new date.

Entering receipt details

Expense provides a variety of options that you can associate with an item. These options appear in the Receipt Details dialog box.

To open the Receipt Details dialog box:

1. Tap the Expense item to which you want to assign details.

2. Tap Det ai ls .

3. Select any of the following options:

Customizing the Currency pick list

To customize the Currency pick list:

1. Tap the Currency pick list in the Receipt Details dialog box, and then select Edit

currencies.

2. Tap each Currency pick list and select the country whose currency you want to

display on that line.

3. Tap OK to close the Select Currencies dialog box.

4. Tap OK .

Tap Edit currencies

Chapter 8 Using Expense

Changing the default currency

You can select which currency appears by default when you’re entering Expense items. You can override this setting when entering individual expense items.

To change your default currency:

1. Open Expense.

2. Tap the Menu icon .

3. Select Options, and then select Preferences.

4. Tap the Default Currency pick list.

5. Tap the currency symbol you want to appear in Expense.

6. Tap OK .

Defining a custom currency symbol

If the currency you want to use is not in the list of countries, you can create your own custom country and currency symbol.

To define a custom currency symbol:

1. Tap the Menu icon .

2. Select Options, and then select Custom Currencies.

3. Tap one of the four Country boxes.

4. Enter the name of the country and the symbol that you want to appear in

Expense.

5. Tap OK to close the Currency Properties dialog box.

6. Tap OK .

NOTE

items, select the symbol in the Preferences dialog box. If you want to use your custom currency symbol only for a particular Expense item, select the symbol in the Receipt Details dialog box associated with that item.

If you want to use your custom currency symbol as the default for all Expense

Setting Show Options

Show Options defines the sort order and other settings that relate to your Expense items.

To open the Show Options dialog box:

1. In the Expense list, tap Show.

2. Select any of the options.

Setting Show Options

Tap Show

Sort by

Distance

Show currency

3. Tap OK .

Enables you to sort expense items by date or type.

Enables you to display Mileage entries in miles or kilometers.

Shows or hides the currency symbol in the Expense list.

Working with Expense data on your computer

After you enter your expenses into the Expense application on your handheld and perform a HotSync operation, Palm Desktop software enables you to do any of the following on your Windows computer. See the Palm Desktop software online Help for details. This feature is not available on Mac computers.

■ Add, modify, and delete your Expense data.

■ Organize your Expense data by category, amount, date, type, or notes.

■ View Expense data in various formats: List, Large Icons, or Small Icons.

■ Record individual expenses in various currencies and display the total in one

selected currency type.

■ Print Expense reports.

■ Transfer Expense data to other applications, such as Microsoft Excel, using the

Send command or Export command, and import data in popular file formats.

Chapter 8 Using Expense

Using Expense menus

An Expense menu is shown here for your reference, and Expense features that are not explained elsewhere in this book are described here.

See “Using menus” in Chapter 4 for information about selecting menu commands.

Options menu

Preferences

Opens the Preferences dialog box, where you can select automatic fill and default currency options.

Use automatic fill. Enables you to select an expense type by

writing the first letter of an expense type in the input area. For example, if you write the letter T, it enters the “Taxi” expense type. Writing T and then E enters “Telephone,” which is the first expense type beginning with the letters TE.

To open Memo Pad:

1. Tap the Home icon .

2. Select the Memo Pad icon .

Creating memos

You can assign memos to categories and mark them private, as described in

Chapter 4. This section covers how to create a memo.

CHAPTER 9

Using Memo Pad

Memo Pad provides you with a place to take notes that are not associated with records in Date Book, Address Book, or To Do List. The number of memos you can store depends only on the memory available on your handheld. You can also send memos to popular computer applications like Microsoft Word when you synchronize using Palm™ Desktop software and HotSync

technology.

To create a new memo:

1. Open Memo Pad.

2. Tap N ew.

Ta p Ne w

TIP In the Memo list screen, you can also begin writing in the input area to

create a new memo. The first letter is automatically capitalized and begins your new memo.

3. Enter the text you want to appear in the memo. Use the carriage return stroke

to move down to new lines in the memo.

4. Tap Done.

Chapter 9 Using Memo Pad

Reviewing memos

The first line of a memo appears in the Memo list. This makes it easy to locate and review your memos.

To r ev ie w a me m o:

1. From the Memo list, select the text of the memo.

2. Review or edit the text in the memo.

Select a memo to review

3. Tap Don e.

Using Memo Pad menus

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

See “Using menus” in Chapter 4 for information about selecting menu commands.

The menus differ depending on whether you’re displaying the Memo list or an individual memo.

Options menus

Memo list Memo screen

Preferences

Displays the Memo Preferences dialog box, where you define the sort order for memos.

CHAPTER 10

Using Note Pad

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

2.x installed and that use infrared communication.

To open Note Pad:

1. Tap the Home icon .

2. Select the Note Pad icon .

Creating a note

You can assign notes to categories and mark them private, as described in

Chapter 4. This section covers how to create a note.

To create a new note:

1. Tap N ew.

Enter title here

Write information here

Pen selector

Eraser

2. Write the information directly on the handheld screen.

Tap the pen selector to select a different pen width, or select the eraser to remove unwanted strokes.

3. (Optional) Select the time at the top of the screen, and then enter a title using

Graffiti

4. Tap Don e.

2 writing.

Chapter 10 Using Note Pad

To clear the screen:

1. Tap the Menu icon .

2. Select Edit, and then select Clear Note.

Reviewing notes

The note title and the date you created the note appear in the Note Pad list. If you did not assign a title to your note, the time you created the note appears as the note title. This makes it easy to locate and review your notes.

To review a note:

1. In the Note Pad list, select the note title.

Tap arrows to scroll to next and previous notes

Select a note to view

2. Review or edit the contents of the note.

3. Tap Don e.

Setting an alarm for a note

You can set an alarm for a specific time and date to remind you to follow up on anote.

To set an alarm for a note:

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

2. Tap the Menu icon .

3. Select Options, and then select Alarm.

4. Tap the Date box.

5. Tap the year, month, and date you want the alarm to sound.

After you tap the date, the Set Alarm dialog box reappears.

6. Tap the Time box.

Using Note Pad menus

7. Tap the hour and minute columns to select the time you want the alarm to

occur.

8. Tap OK .

9. When the alarm goes off and the reminder message appears onscreen, do one

of the following:

– Tap OK to permanently dismiss the reminder and return to the current

screen.

– Tap Snooze to dismiss the reminder and return to the current screen. An

attention indicator blinks in the upper-left corner of the screen to remind you of the pending alarm, and the reminder message appears again in five minutes. When the reminder message reappears, the current time appears in the Reminder bar and the note title appears on the screen.

– If you did not title the note, the time the note was created appears on the

screen.

– Tap Go To to open Note Pad. Note Pad will open and display the note

associated with the alarm.

Using Note Pad menus

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

The Record menu is the same when you’re viewing the Note Pad list and an individual note. The Options menu differs depending on whether you’re viewing the Note Pad list or an individual note.

Record menu

Note Pad list

Compatibility

Note screen

Displays the Compatibility dialog box, where you can choose to beam notes to a previous version of Note Pad.

Chapter 10 Using Note Pad

Options menus

Note Pad list Note screen

Preferences

Details

Displays the Note Pad Preferences dialog box, where you define the pen and paper color, the sort order for notes, and the alarm sound.

Displays the Note Details dialog box, where you assign a category and privacy option for a note.

CHAPTER 11

Using To Do List

To Do List is a convenient place to create reminders and prioritize the things you need to do. You can also attach a note to an individual To Do List item for a description or clarification of the task.

To open To Do List:

1. Tap the Home icon .

2. Select the To Do List icon .

Creating list items

A To Do List record (called an item) is a reminder of a task that you must complete.

To create a To Do List item:

1. Tap N ew.

New To Do item

Ta p Ne w

2. Enter the text of the To Do List item. The text can be longer than one line.

3. Tap anywhere onscreen to deselect the To Do List item.

TIP If no To Do List item is currently selected, writing in the input area

automatically creates a new item.

Chapter 11 Using To Do List

Setting priority

You can use the priority setting for items to arrange the tasks in your To Do List according to their importance or urgency. The default setting for the To Do List is to arrange items by priority and due date, with priority 1 items at the top. If you have a number of items in your list, changing an item’s priority setting may move its position in the list.

When you create a new To Do List item, its priority is automatically set to level 1, the highest (most important) level. If you select another item first, however, the item you create appears beneath the selected item and is given the same priority as the selected item.

To set the priority of a To Do List item:

1. Tap the Priority number on the left side of the To Do List item.

Tap here

2. Select the Priority number that you want to set (1 is most important).

Checking off a To Do List item

You can check off a To Do List item to indicate that you’ve completed it. You can set the To Do List to record the date that you complete the To Do item, and you can show or hide completed items. See “Setting To Do Preferences” later in this chapter.

To check off a To Do List item:

■ Tap the check box on the left side of the item.

Select priority

Palm Zire 21 Handbook

Specifications and Main Features

Frequently Asked Questions

User Manual

Contents

About This Book

Setting Up Your Palm™ Zire™ 21 Handheld

Minimum requirements: Windows computers

Minimum requirements: Mac computers

Upgrade information

Step 1: Charge your handheld

Step 2: Set up your handheld

Step 3: Install software

Step 4: Connect the HotSync® cable to the computer

Step 5: Perform a HotSync operation

To perform a HotSync operation:

Congratulations!

Exploring Your Handheld

Locating handheld components

Locating front panel controls

Locating top panel components

Locating side and back panel components

Tapping and typing

Elements of the handheld interface

Displaying online tips

To display an online tip:

Entering Data on Your Handheld

Using the onscreen keyboard

To use the onscreen keyboard:

Using Graffiti 2 writing to enter data

To write Graffiti 2 characters:

To delete Graffiti 2 characters:

Graffiti 2 tips

Graffiti 2 alphabet

Capital letters

To write additional capital letters:

Graffiti 2 numbers

Punctuation marks

Accented characters

Symbols and other special characters

To write symbols and special characters:

Graffiti 2 Gestures

Graffiti 2 ShortCuts

Full-screen writing area

To use the full-screen writing area:

To temporarily disable the full-screen writing area:

Using your computer keyboard

Importing data

Importing data from a Windows computer

To import data from a Windows computer:

Using File Link

Importing data from a Mac computer

To import data from a Mac computer:

Beaming data

To select a business card:

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

To beam an application:

To receive beamed information:

Beaming tips

Using Note Pad

Opening applications

Working with Applications

To open an application on your handheld:

Switching between applications

Categorizing applications

To categorize an application:

To display applications by category:

Changing the Home screen display

To change the Home screen display:

To open the Home screen to the last opened category:

Selecting copy settings

To select copy settings:

Using menus

To open the menu bar:

Choosing a menu

To select a menu command with the stylus:

Graffiti 2 menu commands

Choosing application preferences

To change preferences for an application:

Performing common tasks