Sharp OZ-5600 User Manual

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MODEL

OZ-5600

ELECTRONIC ORGANIZER

OPERATION MANUAL

Quick Start ............................................. 8

Getting Started .................................... 41

General Operation ............................... 55

Time Management............................... 69

Creating Your Own Database ............. 95

Memo and Outlining .......................... 103

Desk Accessories .............................. 117

Money & Account Management ........ 133

Features and Utilities for

Added Power ..................................... 161

Using the Optional Peripherals ......... 169

Personalizing Your Organizer ........... 183

Appendices ........................................ 191

SHARP ELECTRONICS CORPORATION

Sharp Plaza, Mahwah, New Jersey 07430-2135.

SHARP CORPORATION

95G16T(TINSE1240PCZZ)

PRINTED IN JAPAN

➀

Introduction

Congratulations on purchasing the OZ-5600 Organizer.

Please read this operation manual thoroughly to familiarize yourself with all the features of the unit and to ensure years of reliable operation. You may also find it useful to keep this operation manual on hand for reference.

Some of the accessories described in this manual may not be available at the time you purchase this product.

Check with your local SHARP dealer concerning availability.

All company and/or product names are trademarks and/or registered trademarks of their respective manufacturers.

NOTICE

• SHARP strongly recommends that you keep separate permanent written records of all important data. Data may be lost or altered in virtually any electronic memory product under certain circumstances. Therefore, SHARP assumes no responsibility for data lost or otherwise rendered unusable whether as a result of improper use, repairs, defects, battery replacement, use after the specified battery life has expired, or any other cause.

• SHARP assumes no responsibility, directly or indirectly, for financial losses or claims from third parties resulting from the use of this product and any of its functions, such as stolen credit card numbers, the loss or alteration of stored data, etc.

• The information provided in this manual is subject to change without notice.

Contents

Introduction ...................................................... 1

Contents ........................................................... 2

Quick Start........................................................ 8

Answers to Commonly Asked Questions.... 32

What Your Organizer Can Do........................ 36

About this Manual.......................................... 37

Conventions Used in this Manual ................ 39

Caring for the Organizer................................ 40

Chapter 1 Getting Started ............................ 41

Part Names and Functions.......................... 42

Getting the Organizer Up and Running....... 43

Installing the batteries....................................43

Initializing .......................................................44

Setting up the Organizer after Initialization . 45

Welcome messages and instructions............ 45

Setting the Owner’s Information .................... 45

Setting the Clock ........................................... 46

Setting the User’s Preferences......................47

Tel/User File Templates ................................47

Setting the Start-up Display...........................48

Setting the Password and Locking the

Organizer ....................................................... 49

Setting the World City.................................... 49

To start working with the Organizer...............49

Turning the Organizer on and off .................. 50

Backlight ........................................................50

Setting the LCD contrast to suit various

lighting conditions .......................................... 50

Turning off the initial display.......................... 51

Turning the key beep on and off....................51

Getting to Know Your Organizer.................. 52

Applications ...................................................52

Menu operations............................................52

Pop-up menus ...............................................52

The keyboard................................................. 53

Display symbols............................................. 53

Built-in help and other messages .................. 54

Chapter 2 General Operation....................... 55

Opening an Application ...............................55

Selecting the Display Modes....................... 56

Index mode .................................................... 56

View mode ..................................................... 57

Edit mode.......................................................57

Creating a New Entry ..................................58

Editing an Existing Entry ............................. 59

Editing Techniques ......................................59

Fields .............................................................59

The cursor......................................................60

Typing in text .................................................60

Moving around the display ............................61

Inserting and overwriting text ........................ 61

Deleting text................................................... 61

Working with blocks of text ............................61

Scrolling the display................................ 62

Finding Specific Entries in Your Organizer.. 63

Using Index mode.......................................... 63

Using keywords .............................................63

By date...........................................................64

Deleting Entries ........................................... 65

Deleting single entries ...................................65

Deleting entries using the application menu . 65

Checking the Time and Date....................... 66

Checking the Memory ................................. 67

The TOOLS Menu - the Organizer’s Basic

Utilities......................................................... 68

Chapter 3 Time Management ....................... 69

The Calendar Application............................ 69

Selecting a Calendar view .............................69

The Monthly view...........................................70

The Monthly view: Monthly Goals display ..... 70

The Weekly view ........................................... 71

The Daily view ...............................................71

Finding entries using the Calendar views ..... 72

Selecting a date.............................................72

Making new Schedule, To Do and

Ann entries.....................................................72

The Calendar application menu .................... 73

The Schedule Application............................74

Making new entries........................................74

Finding Schedule entries...............................75

Moving appointments and editing entries......75

Deleting entries..............................................76

Selecting a specific date................................77

Making entries for recurring and extended

events ............................................................77

Setting a Schedule alarm ..............................79

The Schedule application menu .................... 80

The To Do Application ................................. 80

Making new entries........................................80

Finding entries using Index mode .................82

Controlling how the Calendar displays

To Do information .......................................... 83

Using keywords .............................................83

Editing entries................................................84

Checking off completed entries ..................... 84

Using categories............................................85

Deleting To Do entries................................... 88

The To Do application menu .........................89

The Ann (Anniversary) Application.............. 90

Making new entries........................................90

Finding entries ............................................... 91

Editing Ann entries ........................................ 92

Deleting Ann entries ......................................92

The Ann application menu............................. 93

Chapter 4 Creating Your Own Database..... 95

The Tel and User File Applications.............. 95

Selecting a file ...............................................96

Creating new entries......................................96

Finding entries ............................................... 96

Editing entries................................................97

Deleting file entries ........................................ 98

The Tel application menu .............................. 98

The User File application menu.....................98

Customizing the Tel and User File

Applications ................................................. 99

Changing file names...................................... 99

Configuring fields.........................................100

Customizing the Index display.....................101

Modifying the Index sort order..................... 101

Modifying the templates...............................102

Chapter 5 Memo and Outlining.................. 103

The Memo Application...............................103

Creating documents .................................... 103

Finding entries ............................................. 104

Editing Memo entries................................... 105

Deleting Memo entries.................................105

Changing the way text is displayed .............106

Turning word wrap on and off......................107

The Memo application menu ....................... 107

The Outline Application ............................. 107

Creating an outline ...................................... 107

Locating outlines..........................................109

Displaying full topics ....................................109

Revising outlines ......................................... 110

Deleting Outline topics.................................112

Using subtopics (children) ........................... 113

The Outline application menu......................116

Chapter 6 Desk Accessories...................... 117

The Calc (Calculator) Application.............. 117

Using the arithmetic calculator ....................117

The paperless printer...................................118

Calculating dates ......................................... 120

Using the Calculator with other

applications.................................................. 121

When E appears ..........................................122

Cost/Selling price/Markup and Cost/

Selling price/Margin calculations .................122

Setting the number of decimal places ......... 123

Calculation examples .................................. 124

The Calc application menu ..........................125

The Clock Application................................126

Changing the Local city ...............................126

Setting the time and date ............................ 127

Checking the time in a city .......................... 128

Adding a User-defined city ..........................129

Daylight Saving Time (DST) ........................130

Setting daily alarms .....................................130

The Clock application menu ........................ 132

Chapter 7 Money & Account

Management .................................................133

Money Tracking application....................... 133

What it can do.............................................. 133

Introducing Money Tracking concepts.........133

Things to Know about Money Tracking.......134

Setting up Money Tracking accounts ..........135

Viewing account information ....................... 137

Editing or viewing account details ............... 137

Entering Money Tracking transactions........137

Viewing account transactions...................... 140

Displaying transactions in detail:

View mode ...................................................141

Editing/updating existing transactions:

Edit mode.....................................................141

Listing all transactions ................................. 142

A closer look at Money Tracking

transactions .................................................142

Using the Filter to display selected

transactions .................................................143

Canceling an active Filter ............................ 145

About Categories....................................... 145

Using the pre-defined Categories................145

Adding your own Categories .......................146

Editing Category names ..............................146

Using Categories ......................................... 147

The SPLIT function...................................... 147

Automatic transfers......................................149

Making a transfer for a SPLIT transaction...151

Account balancing & reconciliation ........... 152

Performing account balancing..................... 152

Marking transactions as CLEARED ............152

Postponing the ACCOUNT BALANCING

procedure.....................................................153

Balancing the account and reconciling the

transactions .................................................154

Handling unbalanced accounts ...................155

Removing transactions after account

balancing .....................................................156

When the Organizer is Locked .................... 156

Deleting Money Tracking entries................. 157

Money Tracking application menu...............160

Chapter 8 Features and Utilities for

Added Power ................................................ 161

Copying or Moving Blocks of Text............. 161

Copying or Moving Entries ........................ 162

The Time Stamp and Date Stamp

Functions................................................... 163

The Word Key ........................................... 164

Defining your words or phrases...................164

Inserting a word or phrase...........................164

Editing a word or phrase..............................165

Deleting a word or phrase ...........................165

The Filter Function .................................... 165

Turning the Filter on ....................................165

Turning the Filter off ....................................166

Deleting filtered entries................................ 166

Special Characters .................................... 167

Chapter 9 Using the Optional

Peripherals ................................................... 169

The Peripherals Menu............................... 169

Printing from the Organizer ....................... 170

Setting printer emulation ............................. 170

Printing the current display..........................171

Printing a single entry ..................................171

Printing a specified group of To Do

entries .......................................................... 171

Printing Schedule entries for specific

periods ......................................................... 172

Printing all entries ........................................172

Transferring Data....................................... 173

Transferring between OZ-5600

Organizers ...................................................174

Exchanging data with other Organizers ......176

The IN BOX and IN BOX VIEWER ...........178

Removing entries from the IN BOX .............178

Assigning entries to IN BOX from

applications.................................................. 179

Exchanging Information with a Personal

Computer................................................... 180

Points to remember when using

peripherals................................................. 181

Chapter 10 Personalizing Your

Organizer ...................................................... 183

The Start-Up Display................................. 183

Selecting the start-up display ......................183

Responses to the start-up display ...............184

Setting the Owner’s Information .................. 185

Locking the Organizer ...............................186

Turning on the Lock..................................... 186

Marking/unmarking entries as Secret.......... 187

Accessing Secret entries .............................187

Automatic Relocking....................................188

Changing or deleting the password............. 188

If you forget your password... ...................... 188

Changing the Calendar Display Format .... 189

Setting the monthly format .......................... 189

Setting up the default Calendar view .......... 189

Setting up the date format ........................... 190

Selecting the Bold display font .................. 190

All reset operation........................................197

C. Troubleshooting.................................... 198

D. Battery Replacement ............................198

General guidelines.......................................198

Replacing the operating batteries................199

Replacing the memory backup battery........200

E. Specifications........................................ 202

Index.............................................................. 205

Appendices................................................... 191

A. List of Key Notations............................. 191

B. Resetting the Organizer........................ 196

Quick Start

Important things to do

Complete and return the Blue registration card. This allows Sharp to notify you of new products and accessories for your Organizer as they become available.

Please read through this Quick Start section. Even if you hate reading manuals, this section will get you up and running with your Organizer in just a few minutes. The Organizer has been carefully designed to be extremely easy to use, but it will help you greatly to go through this quick introduction to setting up and using your Organizer.

Read through the section for answers to commonly asked questions. There is a good chance that many general questions you may have about your Organizer will be answered in this section.

HELP

2nd

Press using a particular application on the Organizer. The on-screen help facility provides you with a quick reference guide explaining various options and their functions.

H any time you need help

Installing or replacing the batteries

Set the battery replacement switch on the bottom of the Organizer to “REPLACE BATTERIES” (so the red dot appears). (Fig. 1)

Remove the operation battery cover and remove old batteries. (Fig. 1)

Insert the two batteries on top of the ribbon tab, as shown in the diagram (Fig. 2)

Replace the operation battery cover. (Fig. 3)

Set the battery replacement switch to “NORMAL OPERATION”. (Fig. 3)

Fig. 1

Fig. 2

Fig. 3

Initializing the Organizer

After you install the batteries for the first time, you must initialize the Organizer before using it.

Press the LOCK button and open the Organizer.

CANCEL

While holding down the push the RESET button on the back of the Organizer with a pen or a similar object.

key on the keyboard,

When the confirmation message appears, press to initialize the Organizer.

The Organizer then takes you through the set up procedure, starting with adjusting the LCD contrast.

#Q-3-3

Press or to adjust the LCD contrast to your liking.

#Q-3-4

ENTER

Press

You may have to wait for about 10 seconds before the next screen appears.

Note that the Start-up continues with “Setting up the Organizer” on p.12.

Setting up the Organizer

After initializing the Organizer and adjusting the LCD contrast, or after restarting with the SET UP option selected for START-UP mode, the following steps occur.

The welcome screen appears, introducing you to the Organizer’s features. Press

After the User Setup introduction appears, press

ENTER

After you have read the User Setup Basic Instructions, press

Enter the Owner Information, pressing to move to the next field. (Don’t worry if you make a mistake, you can change the Owner Information anytime; see Chap.10.)

to continue.

ENTER

to continue.

ENTER

to continue.

#Q-4-1

#Q-4-2

#Q-4-3

ENTER

Press

After the Owner Information confirmation screen appears,

ENTER

press

to store the information you entered.

to proceed with setting the Clock.

You must select your local city before setting the time. If your city is not shown, press

SPACE

select USER CITY2, then set up your city later (see “Adding a User-defined city” in the Clock application, Chap.6).

and

#Q-4-4

10.

ENTER

Press

when your city is selected.

If your country is currently using Daylight Saving (Summer) Time, press

, otherwise press N.

Next, enter the current time in your city, then press

Single-digit hours or minutes should be preceded by “0”, eg. 0533. Press

11.

Select the time system you want to use, ie. 12- or 24-hour clock. Press

12.

Press ˜ and select today’s date from the pop-up calendar, then press

Use and to select the month and the cursor keys to select the day.

13.

14.

ENTER

Press

The User Setup screen is displayed. After reading, press

or ª for AM or PM respectively.

/–

ENTER

to save.

with User's Preferences.

ENTER

#Q-5-6

#Q-5-6 (showing pop-up calendar & callout text)

to continue customizing your unit

User’s Preferences

#Q-6-2

TEMPLATES Built-in templates have been created for the Tel and User File applications. There are three telephone files

and three user files that can be customized to meet your specific needs.

To customize your Tel files highlight TEL TEMPLATE and press you would like to customize. Press

ENTER

To customize your User File files, highlight USER FILE TEMPLATE and press above.

START-UP DISPLAY Highlight START-UP DISPLAY and press

turn on the Organizer. Highlight your choice and press

to save.

START-UP ON: displays Owner Information on start-up and requires password if ASK

PASSWORD is set to ON. OFF: Background appears only. SETUP: displays User Setup screens on start-up.

to bring up a list of template options. Highlight your choice and press

ENTER

. This allows you to choose what you want to see when you

ENTER

to save.

. Use the cursor to highlight the file

ENTER

. Follow the steps

BACKGROUND – User can select the background to be displayed on start-up. ASK PASSWORD – ON: A password is required on start-up if START-UP is also set to ON.

MORE CLOCK SETTINGS

OFF: No password is required.

Allows you to choose the World city to be used in the clock display. Use the cities. Highlight your choice and press

LOCK ORGANIZER Allows you to assign a password which will be needed in order to access entries marked as Secret.

START ORGANIZING At any time you can start to actually use the Organizer by highlighting START ORGANIZING and pressing

ENTER

The Calendar application opens with today’s date selected.

ENTER

to save.

and to scroll through

Making your first entry (in the Tel application)

Press .

NEW

Press

Type in the name, telephone number and address of the person or company you want to store.

#Q-8-1

Use to move between fields. Use BS or correct mistakes. Use to move to a new line in the name and address fields.

Press

ENTER

when finished to store the new entry.

DEL

The dark outline around a field indicates that it is selected for entering information.

Indicates that the entry is in Edit mode, so it is being added or can be modified.

Recording an appointment

Press , then press

Today’s date has been given automatically. If you want to

NEW

use a different date, move up to the DATE field and press

Press or to select the desired month, then use the arrow keys to select the day of the appointment. Press done.

Move to the TIME field and type in the start and end times for your appointment, then press

Type in a description for the appointment (eg. “Meeting with

ENTER

John”).

Press

ENTER

to store the entry.

#Q-9-1

when

#Q-9-2

Changing an appointment

Appointment times can frequently change. Instead of re-typing a new appointment and deleting the old one, you can change an existing appointment easily.

Find the Schedule entry you want to move.

EDIT

Press

If the appointment time has changed, enter the new start and/or end times.

If the date has changed, move to the DATE field, press and select the new date from the pop-up calendar, then press

Press

ENTER

to store the revised appointment.

#Q-10-1

#Q-10-2 (showing pop-up calendar and new date selected)

#Q-10-3 (with new date)

Entering a To Do item

Press then press

Enter a description of the task to be done, then press .

Enter the DUE DATE, which is the date by which the task must

NEW

be completed.

#Q-11-1

If desired, enter any other information.

Press

ENTER

to store the entry.

The To Do index appears, showing you the list of all To Do items.

You can assign a priority number which can be used to sort the entries in Index mode.

Press to mark any entry as completed. Up to five category fields can be used to selectively

access groups of entries using the Filter function.

#Q-11-2

Using the Calendar views

The Calendar provides three different views: Monthly, Weekly and Daily. Each of these views allows you to see information stored using the Schedule, To Do and Ann applications.

Press . If the Monthly view does not open, select it by pressing , selecting VIEWS and then MONTHLY.

White-on-black display indicates an Ann entry recording an anniversary or some other annual event.

A lower dot indicates a Schedule entry during the afternoon or evening.

An upper dot indicates a Schedule entry during the morning.

Use the cursor to highlight a date, then press to switch to the Weekly view.

#Q-12-2

ENTER

#Q-12-1

An exclamation mark indicates a To Do item on this day.

If you de-select HIDE MONTHLY GOALS from the menu, the nextmonth view will be replaced by the MONTHLY GOALS.

Press to display additional information for this day.

Use the cursor to move to a selected day of the week, then

ENTER

press

to switch to the Daily view for that day.

#Q-12-3

Press to mark the selected entry as completed.

Use and to select an entry, then press display its full details in the application used to create it.

You can also switch views by pressing .

You can press allows you to make a new entry for the Schedule, To Do and Ann applications.

NEW

to open CALENDAR ACTIVITIES, which

ENTER

Shaded areas on the time bar indicate appointments. Black areas indicate appointment conflicts.

Editing an entry

Find an entry that you wish to change (a change of address in the Tel application is shown here as an example).

EDIT

Press

to go to Edit mode.

Move to the field you want to change.

Make any desired changes.

NOTE: You can clear any field by pressing highlight any text using and the cursor keys, and then delete the text (by pressing it elsewhere.

If you make a mistake and want to restore the original entry, simply press .

DEL

) or cut the text (by pressing

NEW

. You can

2nd

#Q-14-1 (TEL entry with description highlighted)

to paste

Deleting an entry

In any application, select an entry that you want to delete in Index mode, or display it in View mode.

Press

A confirmation message appears.

Press Y to confirm the deletion.

DEL

#Q-15-1

Deleting multiple entries

Switch to the application in which you want to delete multiple entries.

Press and select DATA DELETION then press

Select the group of entries you want to delete and press (The menu choices will vary depending on the application.)

A confirmation message will appear. Press Y to delete the selected items.

ENTER

#Q-15-2

Searching for information anywhere in the Organizer

2nd

Press

Type in any text stored in the entries you want to find.

Press ˜ and select the application to want to search in using

The application you were using last will always appear as the default.

Press

Press to see additional entries that contain the searched text, then press

and , then press

ENTER

to begin the search.

ENTER

when you find the desired entry.

#Q-16-1

#Q-16-2

Finding an entry using Index mode

The Index modes for Schedule, Tel, User File, Ann, Memo, Outline, and Money Tracking are very similar.

Select an application and press to go to Index mode if it is not already displayed.

#Q-17-1

Use and to scroll through the list until you find the entry you want.

Type the first letter of the entry to jump to the closest position in the Index list.

Press

You can also press

ENTER

to view the desired entry once it is selected.

EDIT

to edit the entry, or

DEL

to delete it.

#Q-17-2

Copying and pasting text between applications

You may want to copy text from one place to another in the Organizer.

Display in Edit mode the entry containing the text you want to copy.

Move to the start of the text you want to copy.

While holding down , use the cursor keys to select the text you want to copy.

Selected text is displayed in reverse (white-on-black).

#Q-18-1

2nd

Press

Display in Edit mode the entry to which you want to add the copied text.

Move the cursor to the position you want the copied text to begin, and press

to copy the selected text.

2nd

#Q-18-2

#Q-18-3

Using the Calculator

In addition to working like a standard calculator, the Organizer’s Calculator can work with figures created in another application.

In Edit mode, find an entry containing some figures you want to calculate.

Use and the cursor keys to select the figures.

#Q-19-1

2nd

Press

You can use the result to perform any other calculations you wish.

to copy the figures.

repeatedly until the Calculator screen appears.

•

2nd

to bring in the copied figures to the Calculator.

#Q-19-2

Creating a new Money Tracking account

Accounts must be set up before new transactions can be entered.

Press .

Press , select SET UP ACCOUNT and press

When the ACCOUNT LIST appears, press

Enter the name you want to give the new account, then press

In the TYPE field, press ˜ and select the account type from the pop-up list, then press

The type of the account affects the way in which the account is used. (See Chap.7 for an explanation of account types.)

ENTER

NEW

followed by .

#Q-20-2

Press

ENTER

to store the account.

ENTER

#Q-20-1

If a BANK or CREDIT CARD account, enter the account’s opening balance as it appears on your latest statement.

Enter any important account information, such as the account number.

Enter any other useful information describing the account.

ENTER

Entering a new Money Tracking transaction

You can keep track of your account activities by entering transactions.

Press .

Press , select SET UP ACCOUNT and press

From the ACCOUNT LIST, select the account for which you want to enter the new transaction, then press

NEW

Press

Today’s date appears in the DATE field as the default, but it can be changed if desired. Press

To change the date, press ˜ and use the cursor keys to select the desired date from the pop-up calendar, then press

Enter any other information desired in the appropriate fields, pressing

to start entering a new transaction.

when done.

to move to the next field.

ENTER

#Q-21-1

After you enter the AMOUNT, press . The remaining fields are displayed.

#Q-21-2

Select an optional CATEGORY by pressing ˜, or type in a new category name. Press

Enter additional information in the SPECIAL field if desired.

Use and to select. Wording used varies according to account type, although the debit

appears on the left and credit on the right. Correct punctuation is inserted automatically. Optional category used to select certain groups of

entries using the Filter. Enter any text you want to describe the

transaction. Used for account balancing; change this to

CLEARED when you have checked the transaction on your statement (if applicable).

10.

Press

ENTER

to store the transaction.

Answers to Commonly Asked Questions

The entries don’t look like this in the other Organizer. What can I do?

Q: My batteries only lasted for two months. Is there

something wrong? Will I lose data in memory when I change the batteries?

A: There is probably nothing wrong with your Organizer.

Battery life will vary from user to user. A number of factors will affect battery life, especially how much the Organizer is used. The battery life is rated at 70 hours of continuous use. Assuming an average of one hour per day of continuous use, you would get about two months of battery life.

When you change the main operating batteries, the back-up battery will protect data in memory. Be sure to follow the directions carefully when changing the batteries.

An optional battery case is available, which will extend the life of your operating batteries.

Q: I have an older model of the SHARP Organizer and

imported the data into this Organizer. But when I went to the Tel application in my new Organizer, all of my entries looked strange. Some words were split in two and some lines ended too early.

A: In certain applications, such as Tel, the number of

characters allowed per line is different from that of other Organizer models. This means that the new line characters you entered in the older Organizer will not produce the same formatting in this unit. You will need to edit the relevant entries and reformat them by deleting old new line characters and entering new ones.

Q: I saw the message “There is not enough

memory...” after trying to store an entry. What does this mean?

A: You have filled your unit with information. Here are

some things you should try in order to free up some memory:

1. Check for old Schedule items. Delete those you no

longer need. You can delete all Schedule entries for an entire month using the Calendar menu.

2. Check for completed To Do items. You can delete

all completed To Do items using the To Do menu.

3. Check for old Money Tracking transactions. If

they have cleared, you should remove them after performing Account Balancing.

Q: I want to print out my information. What do I

need?

A: Here are the things you will need:

1. The SHARP CE-IR1 wireless interface for printers.

from SHARP or a third party. You will also need one of the various PC-Link cables or the CE-IR2 wireless interface for computers. Check with your local dealer regarding features and availability of these products.

2. A standard PC printer cable.

3. Any parallel PC printer that emulates one of the following printers:

Canon BJ-10e series IBM ProPrinter series Epson FX series, LQ series

Hewlett-Packard LaserJet series Most printers, including portable ink-jet printers on the market today, emulate at least one of these printers. Check with your local computer dealer for more information about printers.

Q: How can I back up my data?

A: It is important to always have a back-up of your

important information. Here are some ways of doing this:

1. You can print out a hard copy using the optional accessories. See p.170.

2. You can use PC or Macintosh link software either

Q: I can’t seem to turn my Organizer on. I changed

the batteries but still nothing happens. What should I do?

A: Check the following before sending the unit in for

service: c Check that the battery replacement switch on the

back of the unit is in the NORMAL OPERATION position. If the switch is in the REPLACE BATTERIES position, the Organizer cannot be turned on.

c Check or replace the operating batteries, even if

you have just replaced the batteries. It is possible that the batteries were not fresh when you purchased them.

c Press the RESET switch. If the Organizer has been

dropped, for example, it may have to be reset. This will not delete your data (as long as you type the Initialization prompt). If for any reason data is missing after resetting the Organizer, it was lost before you pressed the RESET switch. The RESET

switch simply re-starts the Organizer.

If none of the above procedures work, you will need to send the Organizer to a service center. Check the back page of this operation manual for the location of your nearest service center and call for more information.

Q: What happens if I am working on an entry and the

auto power off function shuts off the Organizer before I store the entry?

A: You will not lose any information. The next time you

turn the Organizer on you will be able to resume exactly where you left off.

Q: Why should I send in the Blue registration card

included with the Organizer?

A: This is your way of registering your product with

SHARP, and allows SHARP to keep you informed about new products and software available for your Organizer. It also gives SHARP valuable information about our users so that we can design products that continue to meet your needs.

Q: What is the Outline application? Why would I want

to use it instead of Memo?

A: The Outline application allows you to group and

categorize information using a hierarchical structure. Everyone has a lot of small but important pieces of information that have to be memorized or kept track of in a written record, for example, important personal information: Social Security number, credit card numbers, various ID numbers, account numbers, clothing sizes, etc. Using the Organizer, you could make a number of Memo entries for each piece of information, but a better way to manage the information would be to make a single Outline file called “Personal Information”. This file could then contain a number of headings (such as Car info., Travel info., Health info., Financial info., etc.), under which relevant pieces of information could be stored. This makes it easier to access information and prevents your Organizer from becoming cluttered with hundreds of individual entries. Additional Outline files could also be made, including: favorite movie list, project management file, To Do lists, price lists, product line-up and specification file, business plans, product proposals, and meeting notes. Many types of information can be more easily and efficiently managed in an Outline structure.

Another use of the Outline application is document

preparation. Many times you might want to write a memo, letter, proposal, marketing plan, etc., but find it difficult to write an entire document from scratch. The Outline application allows you to capture your thoughts and ideas, then rearrange and categorize them at any time. You can also copy an Outline file and paste it into the Memo application to finish the document there, adding text to the major topics.

What Your Organizer Can Do

The OZ-5600 is a full-featured, pocket-size information manager with a large, easy-to-read screen. It provides builtin wireless communications facilities for exchanging data with other compatible Organizers and personal computers.

To help you better manage your time and activities, you can record appointments, meetings, or any other information relating to a specific date in the Schedule application; the To Do application helps you track tasks and goals arranged in a priority you assign to them; the Ann application helps you to remember important annual events such as anniversaries, birthdays or even tax preparations; and the Calendar displays your Schedule, To Do, and Ann entries clearly in a daily, weekly, or monthly format.

The Tel application is the Organizer’s built-in address book, used to store names, phone numbers and addresses, while the User File application is a simple and easy-to-use database for any important information, entered into categories you set up yourself. Both can be configured flexibly to store and recall the information most important for you.

professional, full-size letters, and the Outline application lets you record and organize your thoughts and ideas using topics and subtopics, easily reorganizing them at any time.

The Calculator performs a full range of mathematical functions as well as convenient date and cost calculations, and the built-in Clock keeps track of both local and international time.

The Organizer’s Money Tracking application allows you to monitor and manage your business and personal finances.

The Organizer combines quick access to your information with the ability to search files using a keyword or heading. The Filter function makes it possible to select and work with specified entries. You can also share information within or between entries and files. And when a printer is connected to the Organizer (using the optional CE-IR1 wireless interface), you can print your information.

The Organizer also provides a useful word processing facility. The Memo application allows you to use the Organizer for everything from simple note taking to creating

About this Manual

and keep track of appointments and important events: the

Calendar, Schedule, To Do, and Ann applications.

This manual is designed to help you to fully understand the features and use of your Organizer. The first two chapters provide a general introduction and instructions about set-up and initialization, including an overview of the keyboard, the display, and the operations. Other chapters are organized according to the type of task (for example, Time Management and Creating Your Own Database), so that you can concentrate on those functions and features that you specifically need.

This manual consists of 10 chapters and a set of appendices:

Chapter 1. Getting Started

Introduces part names and functions, and shows you how to set up and initialize the Organizer, including how to install the batteries and set the built-in clock.

Chapter 2. General Operation

Introduces the Organizer’s basic concepts and operations, including opening an application, using menus, and the built-in help feature.

Chapter 3. Time Management

Explains those features that help you structure your time

Chapter 4. Creating Your Own Database

Explains the Tel and User File applications, which not only store information such as addresses and phone numbers, but can also be configured to manage almost any type of information.

Chapter 5. Memo and Outlining

Explains the Memo application, and how to structure your ideas and writings using a simple outline form in the Outline application.

Chapter 6. Desk Accessories

Explains the Calculator and Clock applications that can be used whenever they are needed.

Chapter 7. Money & Account Management

Explains the Money Tracking application, the Organizer’s sophisticated money and account management utility.

Chapter 8. Features and Utilities for Added Power

Explains how to copy information and other useful features and utilities, filtering selected entries, and more.

Chapter 9. Using the Optional Peripherals

Explains how to print using the Organizer and how to transfer data to and from other Organizers (including previous models).

Chapter 10. Personalizing Your Organizer

Explains how to change the opening display and Calendar display format, and how to use the Secret function as well as the password security.

Appendices

A List of Key Notations B Resetting the Organizer C Troubleshooting D Battery Replacement E Specifications

Conventions Used in this Manual

The following keyboard and symbol conventions are used throughout this manual:

☞ Information messages displayed for the user are

given in quotation marks, eg. “Stored!”.

➛ For a full list of key notation, see Appendix A, p.191.

ENTER

the keyboard that should be pressed to perform operations. Letters and numbers to be entered in examples are shown

in italics. For example: be typed. Words shown in bold letters such as Calendar indicate names of applications. Words shown in UPPERCASE indicate menus or menu functions.

Some keys have more than one function, accessed by using them in combination with example, accesses the HELP screen when the used with it. When a key’s second function is referred to in an explanation, only that function is shown, not the key itself. For example, the instruction to see the HELP screen would be shown as

The

☞ symbol indicates a tip or an important point you

should note. The Organizer often lets you perform operations in more

than one way. These alternatives are indicated by the symbol.

Cross-references to helpful information elsewhere in this guide are marked by the

and other similar notations indicate keys on

lunch

indicates that l-u-n-c-h should

2nd

HELP

, not as

2nd

. ‘H’, for

2nd

key is

➛ symbol.

Caring for the Organizer

The Organizer contains sophisticated circuitry and a glass display panel which can be damaged if not handled with care. A few precautions should be taken regarding the Organizer’s care to ensure it gives you many years of reliable and trouble-free use.

• Sharp or hard objects can scratch and damage the Organizer. Make sure it is adequately protected when carried with other objects. Do not carry it loose in a bag or briefcase: find a pocket or secure compartment within your bag.

Wrong

• Keep the Organizer away from extreme heat. Do not leave it on the dashboard of a car or near any source of heat. Do not leave it in any place that is extremely damp or dusty.

• Do not drop the Organizer or subject it to severe impact or extreme force. Bending the Organizer unduly can damage it.

• Do not use extreme force when pressing the keys. Do not use any sharp, pointed object or even your fingernails to press them.

Wrong

• Clean the Organizer only with a

Wrong

soft, dry cloth. Do not use solvents.

• Do not carry the Organizer

Wrong

around in your back pocket, as it may break when you sit down. The display is made of glass and is very delicate.

☞ Replace the batteries as soon as they become weak

(see p.198). Failing to replace weak batteries may result in leakage or lost data.

CHAPTER 1

Getting Started

This chapter explains everything you need to know to set up and begin working with your Organizer, from installing the batteries to initialization. The chapter also includes a labeled illustration of the parts of the Organizer, and basic explanation of its key features, from the keyboard to the display and its symbols.

Part Names and Functions

Display

Shows information, and is used for navigating the various functions.

•

Numeric keypad

Used for operating the calculator and entering numbers in other applications.

15-pin cable jack

Connects a data transfer cable for computer links and other interfaces, etc.

Application keys

Starts appropriate applications.

Keyboard

For entry of characters and commands.

Battery replacement switch

Locks the battery compartment to prevent access to the batteries.

Lock button

Opens the Organizer.

Operating batteries compartment

Holds operating batteries.

Reset button

Initializes and resets the Organizer.

Infrared port

For wireless communication with other OZ5600 compatible Organizers, etc.

Memory back-up battery compartment

Holds memory back-up battery.

Getting the Organizer Up and Running

Installing the batteries

Set the battery replacement switch on the back of the Organizer to REPLACE BATTERIES (the red dot becomes visible).

Slide off the operating batteries cover.

Insert the two batteries on top of the ribbon tab, making sure they are positioned correctly according to plus (+) and minus (–) polarity, as shown below.

Replace the cover.

Set the battery replacement switch back to NORMAL OPERATION (the red dot disappears).

☞ The Organizer will not function unless the battery

replacement switch is in the NORMAL OPERATION position.

Initializing

The Organizer must be initialized when it is used for the first time.

Press and hold the

While holding down the button on the bottom of the Organizer using a pen or some other pointed object. The following message will appear.

#1-5 Display

Press Y to initialize the Organizer.

The LCD Contrast screen then appears.

If the display is not clear, press ˜ and ¶ until the display is satisfactory. Press

ENTER

when ready.

key.

key, push the RESET

The Organizer then automatically starts the SETUP utility, so that the owner information, the time and date and various other settings are defined before use.

The message “Working...” appears for at least 10 seconds while the Organizer proceeds with the initialization procedure.

Setting up the Organizer after Initialization

The Organizer takes you through the various steps needed to set up the Organizer before use. These steps are described below. We strongly recommend that you complete the entire SET UP procedure before starting to actually use your Organizer.

normal use. You can use

screen. You can also use field to field.

Press

ENTER

Information (or

¶ ' § to move around the

to proceed with setting the Owner

CANCEL

to exit the SETUP procedure).

and

to move from

* Welcome messages and instructions * Setting the Owner Information * Setting the Clock * User’s Preferences

Welcome messages and instructions

After completing the LCD Contrast setting above, the Organizer displays the following welcome message, briefly outlining its functions.

#1-6 Display

Press

ENTER

The User Setup introduction appears to explain the operations you are about to carry out.

Press

ENTER

The User Setup Basic Instructions appear to instruct you how to move around the screen during User Setup and

to proceed with the User Setup.

to continue.

Setting the Owner’s Information

The Owner Information comprises your name, address and telephone number. You can choose to have this information displayed each time you turn the Organizer on.

☞ If you make a mistake while entering the Owner

Information, don’t worry! You can amend the Owner Information easily during normal use, so just proceed with the rest of the User Setup. (see PREFERENCES, p.185)

After pressing Instructions screen, the Set Owner Information screen appears.

Enter your name, then press

The cursor moves to the TEL NO. field.

ENTER

#1-7 Display

after the previous Basic

Enter your telephone number, then press

The cursor moves to the ADDRESS field.

Enter your full address. Press ➞ to move the start of the next line in

ADDRESS.

Press

ENTER

when done.

A message appears confirming the Owner Information has now been set.

Press

ENTER

described below (or

to proceed with setting up the Clock as

CANCEL

to quit the User Setup

procedure).

Setting the Clock

In order for the Calendar, Schedule, To Do, and other time-based applications to work correctly, the built-in clock must be set to the correct time, date and city. The Clock application displays the time in two different cities: the Local city, where the user normally lives or works, and the World city, which is any other city of the user’s choice. When the Organizer is first initialized, the Local city is automatically set to New York, and the World city is London. Before setting the Clock’s correct time, you should first select the Local City for which you want to set the time.

After entering the Owner Information above, the following list of cities appears:

#1-8 Display

If the desired city does not appear, press

to display more cities.

You can jump to a particular country by pressing the first letter of that country’s name.

Select the desired city by moving the cursor to it.

☞ If your city does not appear in the list, press

to display the User Cities list, then select USER CITY2. You can change the name to your city later, using the Clock application menu.

Press

ENTER

The Daylight Saving Time screen appears.

If your city is currently on Daylight Saving Time, press

, otherwise press N.

The ADJUST TIME/DATE window then appears.

10.

Enter the local time, preceding single-digit hours and minutes with “0”.

11.

Press

12.

Select the time system you want the Clock to use, then press

to select PM or

for AM, then press

SPACE

13.

In the LOCAL DATE field, press ˜ to display the pop-up calendar. Use the current month, then use the arrow keys to select today’s date.

and

to select

If you do not wish to set the User Preferences at this time, select START ORGANIZING and press Calendar application display then appears, and you can begin to use your Organizer.

ENTER

. The

14.

Press

ENTER

The pop-up calendar disappears and the date now appears in the LOCAL DATE field.

15.

Press

ENTER

A message appears briefly to inform you that the time and date have now been set.

A new screen then appears to inform you that the basic setup procedure is now complete, and the Organizer is ready for use. However, there are other areas in which you can customize your Organizer further by setting various options.

ENTER

Press

once the date has been selected.

to continue.

Setting the User’s Preferences

The USER’S PREFERENCES display then appears. There are six choices available.

* Tel Templates * User File Templates * Start-up Display * Lock Organizer * More Clock Setting * START ORGANIZING

To set one of the User Preferences, move to the appropriate option and press

ENTER

Tel/User File Templates

The Tel and User File applications each support three files, called 1, 2 and 3, each of which can used to store different kinds of information. The Organizer comes with six different pre-defined formats which allow you to choose what kind of information you want to store in each of the files. See chapter 4, p.95 for details of the various templates.

For SELECT TEL TEMPLATES

File 1 = “TELEPHONE” File 2 = “CONTACTS” File 3 = “PERSONAL”.

For SELECT USER FILE TEMPLATES

File 1 = “RESTAURANT” File 2 = “HOME INV.” File 3 = “USER FILE”

Each template contains certain fields which determine the kind of information that can be stored in the file. You can change your mind later and switch to using a different template, but some data in your existing entries may be lost as a result.

With File 1 selected, press ˜. The pop-up template list appears. If you wish to select a different template, select the desired

template from the list and press

Press

Repeat the above steps for File 2 and File 3 if

necessary.

Press

ENTER

when done.

ENTER

Setting the Start-up Display

You can control the way Organizer behaves each time you turn it on, including the background that appears, whether your personal information is displayed and whether a password is required to access the Organizer’s information. The Start-up display offers three options:

ON – The owner information (name, address, tel.) is

displayed each time the Organizer is turned on. This

will be useful in case you lose the Organizer, as

anyone finding it would then be able to return it to

you.

what you are doing now) the next time it is turned on. However, note that after this has been completed once, the Start-up Display is automatically set to OFF.

In the START-UP field, move to the desired option and press

In the BACKGROUND field, you can choose a decorative background to be displayed each time the Organizer is turned on, then press

In the ASK PASSWORD field, select ON if you want to set a password to protect the information in your Organizer from unauthorized access.

☞ The Organizer only asks for a password if both the

START-UP and ASK PASSWORD fields are set to ON.

If you set ASK PASSWORD to ON, you must then select LOCK ORGANIZER from the User Preferences menu, in order to define the password to be used each time the Organizer is turned on.

Press

ENTER

when finished.

The User’s Preferences screen reappears.

OFF – The owner information is suppressed and the

Organizer returns to the most recently used

application.

SET UP – The Organizer will automatically perform

the User Setup and User Preferences procedure (ie.

Setting the Password and Locking the Organizer

The Organizer provides two levels of security. The first is the password required when the Organizer is turned on whenever the ASK PASSWORD option is set.

The second is the Lock Organizer function, which hides any data entries that have been previously marked as Secret. Once the Organizer is locked, the Secret entries cannot be accessed until the Organizer is Unlocked, for which the password must be given.

Select this option if you want to define a password and lock the Organizer.

From the User’s Preferences screen, select LOCK ORGANIZER.

The Set Password and Lock Organizer screen appears.

Enter the password you wish to use whenever the ASK PASSWORD option is set or in order to unlock the Organizer whenever it has been locked, then

ENTER

press

A message appears reminding you to remember your password or keep it in a safe place.

Press

ENTER

The User’s Preferences screen reappears.

Select LOCK ORGANIZER once again in order to Unlock the Organizer by giving the correct password.

Setting the World City

As well as setting the Local city previously, you can also select the World city, used to display the time in another city of your choice alongside the Local time. When the Organizer is initialized, the World city is set to London.

To select the World city:

Select MORE CLOCK SETTING from the User’s Preferences screen.

The CHANGE WORLD CITY screen appears. A list of six capital cities is given, with four cities displayed at one time.

If the city you wish to select does not appear in the list, type the first letter of the desired country and select the desired city from the full list.

Press city.

ENTER

once you have selected the desired

To start working with the Organizer

After initialization and the User’s Preferences have been set, the Organizer is ready to be used for normal work, such as the entry of information.

Select START ORGANIZING.

The Calendar application opens in the Monthly view.

Select any application you wish to use by pressing the

corresponding key.

Turning the Organizer on and off

Press power off. The Organizer will not operate if the battery replacement switch is in the REPLACE BATTERIES position.

Auto power off

To conserve battery power, the Organizer will turn itself off if it has not been used for about 12 consecutive minutes. However, in order to avoid accidentally interrupting data transfers, the auto power-off function is disabled while communicating with other devices.

If the Organizer’s power goes off automatically before an entry you have been working with is stored in an application, the data will not be lost. When you press the Organizer will return to the same operating state as before the power turned off automatically.

to turn the power on and

OFF

to turn the

Backlight

The Organizer provides a built-in Backlight, which allows you to view the display and use the Organizer even in lowlight conditions, eg. in a theater, restaurant, or business presentation. Pressing display for around 15 seconds. When already on, press

BACKLIGHT

again to turn it off.

BACKLIGHT

once illuminates the

If you press on for as long as you continue to use the Organizer, until you have not typed any key for 15 seconds. This is useful if you want to enter or access some information that will take longer than 15 seconds.

The Backlight will not function during the following conditions:

• When PC-Link mode is active

• During data transfer

• During printing

• When the battery level is very low.

2nd

BACKLIGHT

, the Backlight will remain

☞ Do not use the Backlight unnecessarily.

• Since the Backlight drains power from the operation batteries, excessive use of the Backlight will significantly reduce your battery life.

• Continuous use of the Backlight will, over time, lead to gradual loss of brightness.

Setting the LCD contrast to suit various lighting conditions

From time to time, the contrast of the LCD display may have to be adjusted for ideal readability. You may find, for

If the Backlight is on for 10 minutes per day (e.g. 15 seconds 40 times a day), the brightness will be reduced by half after 10* years (at an ambient temperature of 23°C and 65% humidity). * This figure may vary depending on the

surrounding environment.

example, that a contrast setting that was fine for the home or office is not adequate when outdoors or when travelling on public transportation. Follow the procedure below to adjust the LCD contrast.

ENTER

twice to open the PREFERENCES

Press menu.

Select SET START-UP DISPLAY, then press

ENTER

three times to open the TOOLS menu.

when you are satisfied with the

on the

Press

Highlight ADJUST LCD CONTRAST, then press

Adjust the contrast by pressing ¶ or ˜.

Press contrast.

If for some reason the display is too light or dark for you to read the display and operate the Organizer, you can adjust the contrast easily by first turning off the Organizer, then holding down keyboard while pressing

Turning off the initial display

The initial display shows the Owner’s Information and today’s date, and appears each time the Organizer is turned on, unless the display option is turned off by the user.

You may find that you wish to turn off the initial display, so you can resume work immediately the Organizer is turned on.

To turn off the initial message:

The SET START-UP DISPLAY window opens.

In the START-UP field, select OFF, then press

ENTER

If you make a mistake, press

Press

The initial display is now disabled.

ENTER

CANCEL

and start again.

➛ For more information about configuring the start-up

display, see p.183.

Turning the key beep on and off

The Organizer can be set to make a sound (a beep) each time a key is pressed. This may help you to know whether a key has been pressed properly. The default setting is on, indicated by a musical symbol You can use the TOOLS menu to change the setting.

Press

Highlight KEY SOUND ON and press deselect it. (✓ indicates that the option is currently set.)

The key beep is now turned off and the musical symbol disappears from the top line of the display.

three times to open the TOOLS menu.

e on the top of the display.

ENTER

Getting to Know Your Organizer

The OZ-5600 Organizer is a compact yet sophisticated information management device that you can use anytime, anywhere. Its applications and utilities allow you to enter and organize information, and it has powerful communications facilities that enable you to put that information to optimum use when you return to your home or office. You can quickly update your computerized mailing lists, for example, or print out your weekly schedule, or even transfer your notes, letters and memos onto a PC for further processing. The OZ-5600 even has its own word processor that allows you to create finished documents for printing out later.

Applications

Operations on the Organizer are performed using applications. The Organizer’s Calendar and Schedule, for example, are applications that record and display timerelated information. To start an application, press the corresponding key on the top of the keyboard.

When working in one application, you can switch to another application simply by pressing that application key. Data being processed in the first application will be saved, even if the entry is not complete.

Menu operations

Another powerful aspect of using the Organizer is its menu system, which can be used to quickly issue commands and perform operations. Two universal menus, PREFERENCES and TOOLS, are available from all applications. In addition, all applications have a menu for functions and commands that are specific to each application.

Pressing

once displays the application menu, which contains the operations and commands specific to the particular application. Pressing

successively displays the PREFERENCES, TOOLS and PERIPHERALS menus.

Items that are not currently available

#1-8A

in a menu are shown dimmed.

Indicates that there is a submenu for that menu item.

Pop-up menus

The Organizer’s pop-up menus offer a convenient and efficient method of selecting options from pre-defined lists, similar to many of the latest personal computer application software packages. Most applications and functions contain some pop-up fields. When the user moves to one of these fields, the pop-up symbol appears on the right of the field. Pressing containing a list of options or values currently available for that field. You can then select the desired item from the list,

causes the pop-up menu to appear,

without having to type any text. In addition, all date fields function as pop-up fields.

Whenever a date can be entered, the user can press to display the special pop-up one-month calendar. You can

and

to select the desired month, then

use the arrow keys to select the desired date. You may find this more convenient than typing in the date directly, since the pop-up calendar also shows the days of the week.

#1-8B

The keyboard

The Organizer’s keyboard has a standard layout, just like a typewriter or computer. a typewriter or computer, and key.

Above the keyboard are the special keys used to start the Organizer’s various applications, work with the various menus and control the cursor on the screen.

Symbols in white above a key such as ' or : can be accessed by holding down appropriate key.

Functions in blue above a key, such as HELP, can be accessed by pressing the particular key after pressing

2nd

. There is no need to hold down

the desired key.

works just like the Shift key on

CAPS

is like the Caps Lock

and then pressing the

2nd

while you press

➛ Special symbols and characters, such as “&”, “?” and

“/”, can also be entered by using explanation, see p.167.

Display symbols

The following symbols appear at the top of the screen to indicate various operating conditions.

✱ This symbol appears at the top of the display to indicate

that the current entry (in View or Edit mode) has been marked as Secret.

➞

➞ These symbols indicate that all information in an

➞

entry cannot be shown simultaneously on the display. The additional entries or fields which cannot fit onto the display can be viewed by pressing the displayed arrow key.

2nd The

BATT

CAPS

2nd

key has been pressed.

The operating batteries are weak and need to be replaced (see p.199).

CAPS

has been pressed. In caps lock mode, all typed letters will be in upper case. Press again to turn off caps lock.

The Organizer is locked. Entries marked as secret cannot be accessed without first entering the password and unlocking the Organizer (see p.186).

SMBL

. For a full

CAPS

e The key sound is on (see p.51).

All alarms are enabled. When this symbol is not shown, the alarm sound for any alarms that have been set is disabled (see p.131).

To get Help, press the number corresponding to the menu option describing the kind of Help you want. Pressing

CANCEL

takes you back to the display you were in previously. After selecting a number, the first page of help for corresponding topic is displayed.

Built-in help and other messages

The Organizer has a built-in help feature which acts as a convenient, on-line reference manual. You can call up the

2nd

HELP

Help feature at any time simply by pressing On-line help is quite extensive, so you may have to call up more than one screen to find the information you require.

When built-in help is not available

On-line help is only available when called from an application screen, ie. not while performing a menu command or some other operation. Pressing when there is no application display on the screen will have no effect. Help is also not available within the Clock application.

How to use built-in Help

2nd

If you press

HELP

from any application screen

(excluding Clock), the HELP INDEX appears:

#1-9 Display

If you make a selection from the above menu, the display that appears will resemble the following example:

#1-10 Display

In this type of display, pressing next page of the display, pressing previous page, and pressing

CANCEL

takes you to the

takes you back to

the HELP INDEX menu. From time to time during normal operation, the Organizer

will display messages to guide you through necessary tasks. Many of these messages will give you a choice of commands or ask you to confirm important operations, while others will simply display information for you to read. In most cases, you must make a selection or simply acknowledge the message before continuing.

Other messages may display information briefly before disappearing.

CHAPTER 2

TEL

General Operation

his chapter introduces most of the Organizer’s basic operations. The Tel application will be used for the examples.

However, most of the techniques described here can be applied to all of the Organizer’s applications. Each application is described in detail later on in the manual.

➛ For a full explanation of the Tel

application, see p.95.

Opening an Application

To start an application, simply press the corresponding key, located on the top of the keyboard. Each time you press

CALENDAR

MONEY TRACKING

appear. Any application already being displayed will be hidden whenever a new application is selected. You can always return to another application at the exact point where you left off simply by pressing its key again. However, only one application at a time can ever be displayed.

USER FILE

SCHEDULE

OUTLINE

CALC

ANN

MEMO

TO DO

, the selected application will

2nd

CLOCK

Selecting the Display Modes

Once an application is open, you can switch between three basic display modes: Index, View and Edit. Each display mode has its own unique appearance and particular purpose. Index mode is normally the default view when an application is opened, and provides a summary of the

NEW

ENTER

individual entries that have been created. Pressing after selecting a particular entry causes the entry to be displayed in View mode, which shows the full details of the entry. During View mode, the word VIEW appears at the top of the screen, and no entry details may be altered.

Pressing

EDIT

, either when an entry is displayed in View mode or is selected in Index mode, causes the entry to be displayed in Edit mode. The entry’s details can then be altered as desired. During Edit mode, the word EDIT appears at the top of the screen. Edit mode is also used

when an entry is being created (by pressing

Index mode

Index mode shows you a one line view of each entry within the application. This allows you to easily find a particular entry, which you can then display in full (View mode) by pressing

Other operations:

NEW

EDIT

DEL

ENTER

#2-2-1 Display

The currently selected entry.

Creates a new entry for the current application (in Edit mode).

Displays the currently selected entry and edits it (Edit mode).

Deletes the currently selected entry.

☞ The Calc and Clock applications do not have Index,

View or Edit modes.

Displays any previous/subsequent entries not shown.

Selects an entry.

View mode

NEW

Edit mode

View mode allows you to see the full details of an entry, without being able to edit or change it.

#2-2-2

Other operations:

NEW

Creates a new entry for the current application (in Edit mode).

EDIT

DEL

Edits the currently displayed entry. Deletes the currently selected entry. Displays any previous/subsequent entries not

shown.

Displays any information not shown within an entry.

Edit mode is used to create a new entry or edit an existing entry.

Cursor

Indicates the

#2-2-3 Display

selected field.

Other operations:

CANCEL

Clears a selected field. Clears an entry without storing it or cancels

an operation and returns to the previous view mode.

ENTER

Stores an entry in the Organizer’s memory or initiates an operation.

Activates the pop-up menu for a field displaying the “pop-up” symbol.

Moves the cursor.

Selects a field.

Creating a New Entry

Notice that the cursor has moved to the next line and the size of the field box has been automatically adjusted.

In Index or View mode, pressing for creating a new entry.

Make the following new Tel entry:

Name Tel. Fax. Address

Press

The application opens in Index mode.

Press

A blank form opens in Edit mode.

Type in the name

Press ˜ or

John Smith 201-529-8200 201-529-9695 123 Main Street, Mahwah, NJ 07430

TEL

to open the application.

on the keyboard.

NEW

#2-3-1 Display

Smith, John

NEW

to move to the NUMBER field.

opens a blank form

#2-3-2 Display

Type in

Press ˜ or

Type in

Press

The message “Stored!” appears briefly. The entry is now stored in the Organizer’s memory and displayed in Index mode.

201-529-9695 FAX

123 Main Street

Mahwah, NJ 07430

ENTER

to store the entry.

to move to the ADDRESS field.

followed by ➞.

➛ For other useful methods available in Edit mode, see

below.

Type in

201-529-8200

and then press ➞.

Editing an Existing Entry

Editing Techniques

To edit an entry already stored in memory, you must first access the entry in Edit mode (in which it was originally created).

Press

Select the desired entry in Index mode.

Press

Make any necessary changes.

Press finished.

The new, edited entry is now stored, replacing the original entry.

TEL

to open the application.

EDIT

to open the entry in Edit mode.

ENTER

to store the changes when you are

This section explains all the general editing techniques used in Edit mode when making a new entry or editing an existing entry in all of the applications. (The Memo application has many additional features for working with text; see p.103 for more information.)

Fields

Most applications divide the display into field boxes. The number of fields in each application varies, as do the types of fields. The different types of field include text fields, a date field, time fields and pop-up fields. There are also a few special types of text fields. In the Tel and User File applications, you can define the number and names of fields according to your preferences (see p.100).

You can type any character into a text field. The size of a text field is limited only by the size of the entry. Text fields adjust their size automatically to accommodate the number of lines entered.

Only a date can be entered in a date field, usually in the format MM/DD/YYYY. For example, you would type

06231996

Only a time of day can be entered in the time field, in the format of HH:MM followed by PM). For example, to enter 9:00 AM, you would type then press

to enter June 23, 1996.

(for AM and

0900

When the pop-up symbol ˜ appears by a field while editing an entry, this indicates that a pop-up menu is available for the field. The pop-up menu contains a list of values available for the field, and is used by pressing selecting the desired value from the pop-up list. Note that the pop-up symbol only appears next to a field in Edit mode, when the field is selected. When you move out of a pop-up field, the pop-up symbol disappears.

and

☞ While most pop-up fields require you to select an item

from the pop-up menu list, a small number allow to type in text in addition to selecting from the menu.

The cursor

The cursor is used to work with text, indicating the position where text will be entered or deleted. It is also used to select items from menus or lists. In text fields, where there is no restriction on the type of text (letters or numbers) that can be entered, the cursor appears as (see p.61).

In the date and time fields, the cursor appears as indicating that numbers only should be entered in a specified format (see above).

in insertion mode, or as in overwrite mode

☞ In some text fields or boxes when there is no

character at the cursor position, the cursor appears as _.

Typing in text

Typing in text is simple and straightforward. The Organizer’s keyboard layout is just like the keyboard on a typewriter or computer.

Letters (lower-case and upper-case)

Any of the standard letters (A to Z) can be entered by pressing the corresponding key. All letters will normally appear in lower case. Hold down either of the while pressing letter key(s) to enter upper-case letters.

CAPS

functions like a “Caps lock” key on a typewriter or computer. Once pressed, the symbol CAPS will appear in the display. Any letters typed while the Organizer is in CAPS mode will appear in upper case. To switch back to lower-case mode, simply press lower-case letters while in CAPS mode, hold down while pressing a letter key.

Numbers

Numbers are entered using the numeric keypad located to the right of the display. The numbers are entered regardless of whether CAPS mode is on or off.

Symbols

The symbols that appear in white above certain keys can be entered directly from the keyboard. Holding down while pressing the appropriate key will allow you to enter these symbols. Colons can be entered by holding down

CAPS

again. To enter

keys

and pressing the ● key. In addition, a large number

NEW

of special symbols are available by pressing

SMBL

p.167).

(see

existing text. The cursor appears as

in the overwrite mode. To switch back to the previous mode, press again.

INS

Moving around the display

You can move the cursor around the display with the cursor

keys

, ', ˜, and ¶. In addition, you can hold

any cursor key down for continuous rapid movement. The following convenient keyboard shortcuts are also

available in Edit mode:

2nd

2nd 2nd

Moves the cursor to the end of the line.

Moves the cursor to the beginning of the line.

Moves the cursor to the first line of a field (or the last line of the previous field if the cursor is already positioned on the first line of a field).

2nd

Moves the cursor to the last line of a field (or the first line of the next field if the cursor is already positioned on the last line of a field).

Inserting and overwriting text

To insert text into some existing text, move the cursor past the character after which you wish to insert text and begin typing. Insertion mode is the Organizer’s default setting, indicated by the triangle cursor mode, press

INS

. Any text you enter will replace the

. To switch to the overwrite

Deleting text

If you make a mistake while entering text, use the following keys to erase the incorrect text, then enter the correct text:

DEL

Deletes the character before the cursor. Deletes the character at the cursor’s current

location.

DEL

Deletes the entire line the cursor is on. Clears the currently selected field.

Working with blocks of text

Working with a block of text is sometimes easier and more convenient than working with characters one by one. The first step is to select the text to work with.

Hold down the key while using the cursor keys to move over the entire text that you want to work with. This will “highlight” the text (display it in reverse white on black).

#2-4-1 Display

You can now perform a number of operations on the selected text:

COPY

DEL

Deletes the selected text. Copies the selected text to the

2nd

clipboard so that it can later be pasted to another location.

CUT

2nd

Deletes the selected text from its current location and moves it to the clipboard.

2nd

PASTE

Replaces the selected text with whatever is currently in the clipboard.

Once text is selected, any new text that is typed in will replace the selected text. This can be useful if you are replacing one block of text with another, as selecting the old text and then typing the new text saves you the trouble of actually deleting it first.

➛ For a full explanation of the Cut/Copy/Paste functions,

see p.161.

Scrolling the display

If there is more information than can be displayed at one time, an arrow will appear at the top of the display. The arrows indicate the direction you need to scroll in. Press

or ¶ to scroll the information one line at a time.

Finding Specific Entries in Your Organizer

There are a number of ways that you can locate entries and information in your Organizer. One is to scroll between entries using the follows.

and

keys. Others are as

Using Index mode

Index mode gives you a listing of all the entries in a particular application.

It is useful for providing a summary list of the entries contained for that application, from which a desired entry may be selected.

Many applications open in whichever mode was active when they were last used, ie. View, Edit or Index mode.

Press the desired application key.

If it is not already displayed, switch to Index mode by pressing

A list of the existing entries appears.

If the desired entry is not displayed, you can scroll the list of entries by pressing

CANCEL

and ˜.

#2-5-1 Display

When the desired entry is displayed, select it and

ENTER

press

to see the entry in full.

Using keywords

If you have no idea where an entry is or what letters it begins with, you can use the Search function to find your information easily. For example, suppose that you find a piece of paper with a phone number but no name, and who want to know whose number it is.

The Search window will open.

2nd

Press

Enter the phone number you have found. For example, type

#2-5-2 Display

529-8200

☞ To search only secret entries (see p.186), press

to check the SECRET ONLY box.

2nd

Press ˜, select TELEPHONE and press close the pop-up list and then again to begin the search operation. If you are not sure about which application to search, select ALL to search all applications.

#2-5-3 Display

The Organizer will now display the first entry that contains the text or “keyword” that you entered.

#2-5-4 Display

If there is more than one entry that contains the keyword,

press Then press

until you find the entry you are looking for.

ENTER

when you have finished searching.

ENTER

By date

You can use the various Calendar views to quickly and easily find information related to a time and/or date.

The calendar appears in the preset view.

CALENDAR

Press

#2-5-5 Display

Select a day using the cursor keys, then press

ENTER

Press

to see the Weekly view.

#2-5-6 Display

ENTER

again to see the Daily view.

☞ If you highlight text in an entry before pressing

entered as the search keyword.

to begin a search, the text is automatically

2nd

#2-5-7 Display

In the Daily view, highlight an entry and press

ENTER

to display the details of the entry.

Deleting Entries

➛ For more information about using the Calendar

application, see p.69. You can open the Calendar menu by pressing

to select the desired Calendar view.

Entries in the Organizer can be deleted using either the

DEL

key or the application menu.

Deleting single entries

Open the desired application.

Select the entry in Index mode.

A confirmation message appears asking if you are sure you want to delete the selected entry.

DEL

Press

Press Y (or N to cancel the deletion).

on the keyboard.

Deleting entries using the application menu

You can also make deletions using the application menu. The DATA DELETION submenu allows you to do this flexibly and easily.

Open the desired application.

Select the entry in Index mode or display it in View mode.

Press

to open the application menu.

Select DATA DELETION, then press

ENTER

The submenu appears.

CLOCK

Deletes a selected entry.

Deletes Filtered

#2-6-1 Display

Select SELECTED ENTRY, then press

entries. Deletes all entries

in TEL 1, TEL 2 or TEL 3 file.

Deletes all entries in all TEL files.

ENTER

A warning message appears asking if you are sure you want to delete the entry.

Press Y (or N to cancel the deletion).

Checking the Time and Date

To check the current date and time, press

#2-7-1 Display

Press any other application key to close the Clock

application.

➛ For a full explanation of the Clock application, see

p.126.

2nd

Checking the Memory

Press

ENTER

CANCEL

to close the display.

The Organizer has a certain memory capacity in which operations are carried out and data that has been entered, such as phone numbers and memos, are stored. When the amount of data already stored approaches the Organizer’s maximum memory capacity, you may not be able to store an entry or the data being processed may be lost when you change applications. To avoid these problems, you should check the remaining memory space regularly and free up space when necessary by deleting out-of-date entries. The Check Memory function allows you to easily check the amount of free memory available in the Organizer, and thus avoid the inconvenience of running out of memory and losing data.

Press menu.

Select CHECK MEMORY, then press

The display shows the summary of the Organizer’s memory usage and availability.

three times to display the TOOLS

#2-8-1 Display

ENTER

☞ Even if the display shows a small amount of free

memory available, that amount may be insufficient for certain operations to work properly. You are strongly recommended to carry out regular “housekeeping” by deleting unwanted or out-of-date information to prevent the memory becoming full.

The T OOLS Menu - the Organizer’s Basic Utilities

Many of the Organizer’s basic utilities are accessed through the TOOLS menu. The menu is also used to set up and configure certain features, such as the display contrast and

WORD

the menu (including page references where full explanations can be found) are provided below.

Adjusts the contrast of the LCD display (see p.50).

key. An illustration and summary of the TOOLS

Stores entries transferred from other units (see p.178).

#2-9-1 Display

Shows the amount of free and used memory (see p.67).

Displays all characters in bold type (see p.190).

Use to assign words to the WORD key (see p.164).

Turns the alarm sound for stored alarms on and off (see p.131).

Turns the key beep on and off (see p.51).

Other important facilities and functions are provided via the PREFERENCES menu, which allows you to tailor the Organizer and is described in Chapter 10, and the PERIPHERALS menu, which provides commands for printing and data transfer, described in Chapter 9.

CHAPTER 3

Time Management

he Organizer’s Calendar, Schedule, To Do, and Ann (Anniversary)

applications let you structure and manage

your time easily, whether scheduling appointments or giving reminders about important people and events. The explanations and examples in this chapter will give you the information you need to make all of the time management features of these applications work for you on a daily basis.

The Calendar Application

The Calendar represents the Organizer’s most central utility. It serves as a calendar that you can reference at any time for the correct date, and also as a time management utility, indicating important dates so that you can keep track of your time and appointments. The application performs as a highly sophisticated calendar that can display details of any month from January 1901 to December 2099. The Calendar also provides you with a convenient way of accessing, viewing and making new entries in the Ann,

Schedule, and To Do applications.

Selecting a Calendar view

The Calendar application is used to display and indirectly access information about time and dates. The Calendar provides you with three ways of viewing the information: Daily, Weekly, and Monthly. The default view is the Monthly view with the next month displayed as well, but you can customize the Calendar to display the desired view each time you open the application.

The different views are linked by the selected date, which means that you can switch from one view to another and the selected date will not change.

To change from the monthly view, select the desired date then press the Pressing the view for the selected date.

ENTER

button to display the Weekly view.

button again will display the Daily

You can also use the menu to select a particular Calendar view directly, regardless of which view you are already using.

date for a To Do entry (see p.80). On the right of the display, the Monthly Goal box shows any Monthly Goals created in the To Do application for that month.

Press

Select VIEWS and press

Select VIEWS and select the desired view in the sub menu and press

to open the application menu.

ENTER

☞ You can change Calendar application’s initial display.

Select SET UP MONTHLY VIEW from the Calendar menu, then select the preferred default view (Monthly or Daily).

The Monthly view

The Monthly view is the Calendar application’s default view, and provides a complete summary of the days, dates and various activities entered for a given month.

#3-1-1 Display

The number of days in the year that have passed, the number remaining, and in which week the currently selected day falls.

The flashing date indicates the currently selected date. A highlighted day indicates there is an Ann entry on that day (see p.90). The ! symbol indicates that the day is a due

An upper dot next to a date indicates a Schedule entry for that morning (AM), and a lower dot indicates one in the afternoon or evening (PM) (see p.74).

You can use

to move forward or

backwards one month at a time.

The Monthly view: Monthly Goals display

The Monthly view normally provides you with the details of the selected month together with a summary of the month following it. However, if you choose to display the Monthly Goals (made within the To Do application), it will be displayed in place of this 2nd-month calendar.

To display the Monthly Goals in place of the 2nd-month calendar:

Press

On the Calendar menu, ✓ appears next to HIDE MONTHLY GOALS.

Select HIDE MONTHLY GOALS then press

The 2nd-month calendar disappears, and the Monthly Goals are displayed in its place.

When you press appears next to HIDE MONTHLY GOALS.

again, notice that ✓ no longer

ENTER

☞ If you re-select HIDE MONTHLY VIEWS from the

application menu, the 2nd-month calendar will reappear.

#3-1-2 Display

Monthly Goals in the To Do application.

You can use

backwards by one month at a time.

to move forward or

The Daily view

The Daily view is convenient for viewing all entries for a single day. It can be accessed from the Weekly view by highlighting a day and pressing

#3-1-4 Display

ENTER

The number of entries for the current day.

Time bar for Schedule entries.

Selected entry

The Weekly view

The Weekly view shows the schedule over a one-week period. To open the Weekly view, highlight a date in the Monthly view and press

ENTER

#3-1-3 Display

Press

to display the preceding or

following weeks, respectively.

• When

appears, press ' to view additional entries

for that day.

ENTER

CANCEL

to return to the Monthly view or press

to go to the Daily view for the highlighted date.

• Press

Selected date

Shaded portions on the bar graph indicate times of the day when you have appointments or other commitments. These are shown to the nearest five minutes. Portions that are blackened indicate that you have more than one appointment during that period.

• Press

• To select an entry, use

the entries, then press

to display the bar graph for the morning and

to display the bar graph for the evening.

and ˜ to step through

ENTER

to display the entry in the View mode of the application that was used to create it.

• Press

CANCEL

to return to the Weekly view.

You can also step through days one by one using

and

Finding entries using the Calendar views

Individual entries in the Schedule, To Do, and Ann applications can be recalled from the Calendar’s Daily view.

In the Calendar application:

Go to the Daily view.

date to select it for display in another Calendar view. However, another convenient way of selecting a date that is not on the display is using GO TO A SPECIFIC DATE in the Calendar application menu.

Press TO A SPECIFIC DATE, then press

A date entry window appears.

in any Calendar view, and select GO

ENTER

#3-1-5 Display

Select the entry you wish to see in full.

Press

ENTER

The selected entry is displayed in detail.

Ann entry Schedule entries To Do entry

☞ An overdue entry in the To Do application (an entry

for which the due date has passed) will always be displayed when today’s date is viewed in the Calendar. This serves as a reminder that the To Do task is still outstanding.

Selecting a date

From any view, you can scroll to the previous or next time period (whether the next month, week, or day) by pressing

, then moving the cursor to a specific

#3-1-6 Display

Enter the date you want to select in the order of month, day, and year. Single-digit months and days should be preceded by a “0”.

Press

ENTER

The selected date will appear in the current Calendar view.

➛ You can calculate a date some time in the future or

the past using the Calc function. See p.120.

Making new Schedule, To Do and Ann entries

As well as displaying a variety of time management information, the Calendar also allows you to create new entries for any of the Organizer’s other time management applications.

To create a new Calendar entry:

From any Calendar view, press

NEW

, or select

CREATE ACTIVITIES from the application menu.

The CALENDAR ACTIVITIES window appears.

#3-1-7 Display

Type in a description of the event to be entered, then press

ENTER

☞ If you made another entry this way previously, the

description text for that entry appears highlighted on the screen. You can use the arrow keys to edit the description if desired. Otherwise, typing in a new description will automatically cause the old text to be discarded.

If new text was entered, the message “Stored!” appears briefly, followed by the Select Application window.

Press ˜, select the application for which you want to create the new entry, then press

ENTER

A new entry for the selected application appears in Edit mode.

Enter the date/time details as required for the particular application, then press

ENTER

The new entry is then stored, together with the description you entered in step 2 above.

The Calendar application menu

Goes directly to today’s date in the Monthly view.

Selects the Calendar view (see p.69).

Goes directly to a particular

#3-1-8 Display

date (see p.72). Selects Two-month view or

one month view with Monthly Goals (see p.70).

Sets the Calendar’s default view (see p.70).

Makes new Schedule, To Do and Ann entries (see p.72).

Deletes selected Schedule entries (see p.76).

The selected application appears in the application box.

Press

ENTER

to proceed (or

CANCEL

to cancel the

new entry).

The Schedule Application

Press

NEW

The Schedule application allows you to enter appointments, times and dates for meetings, parties and events, and also to set an alarm to sound prior to or at the time of a scheduled entry. This makes it easy to organize your entire day and manage your appointments. Schedule entries are indicated on the Calendar’s Monthly view by a small black dot next to the date of an entry, providing an overview of your schedule.

Making new entries

A Schedule entry has three fields for the date, time, and a description of the event.

There are three basic steps to making a new entry in the Schedule application: selecting the date, entering the starting and ending time, and entering a description of the event. (Entering a starting and ending time is optional, but you must enter a description.)

Enter the following information:

Date Time Description

Press

SCHEDULE

October 31, 1996 8:30 p.m. – 12:00 a.m. Halloween Party

#3-2-1 Display

Press

Use the keyboard or press ˜ to select

1996

field.

Enter the start time

1200

Press enter

Press

The new entry is now stored.

Press same day and enter the new details.

to move to the date field.

, then press

(the default is AM).

Holloween Party

ENTER

#3-2-2 Display

NEW

if you want to make another entry on the

to move back to the time

0830

and press

to move to the DESCRIPTION field and

October 31,

then enter

Indicates the starting time of the currently displayed entry.

➛ You can also select a date for the new entry using the

application menu. See p.77.

Finding Schedule entries

There are three convenient ways to find particular schedule entries, depending on the situation you are in. These are: Index mode, Calendar view and searching using keywords.

Using Index mode

. Go to Index mode by pressing

already displayed).

The entries you have made are listed in chronological order. If you do not see the entry you want to view, press

it.

to scroll through the entries until you find

CANCEL

(if it is not

that appears in the DESCRIPTION field of the entry, you can find the entry by searching for it.

The Search window appears.

If you still do not see the desired entry, press display subsequent matching entries.

2nd

Press

Type in any word that you think appears in the DESCRIPTION field of the entry you are looking for.

Press

ENTER

when you find the entry you want.

Select the desired entry.

Press

ENTER

The complete entry is displayed.

➛ You can also jump to entries by specifying the date.

See p.77.

Using the Calendar view

You can access the Schedule entries from the Daily view of the Calendar application by selecting the desired entry and pressing

Searching using keywords

Even if you cannot remember the date of an event or appointment, if you know the subject and/or a single word

ENTER

. (See p.72 for details.)

☞ The Search function does not distinguish between

upper- and lower-case letters.

Moving appointments and editing entries

You can easily keep track of schedule changes, by editing entries, including the date and time, without having to reenter all the information from the beginning. If the time and/ or date of a Schedule entry is changed, the entry is automatically re-sorted for display in the correct chronological order with other entries.

Select the entry you want to change in Index mode.

Press

Move to the field you want to change.

EDIT

ENTER

Make the desired changes.

Press

ENTER

The new edited entry is now stored.

You can also use cut and paste to move appointments.

Deleting entries

Select SELECTED ENTRY, then press

A warning message will appear asking if you are sure you want to delete the entry.

Press Y (or N to cancel the deletion). You can also delete an entry by pressing

selecting it in Index mode or displaying it in View mode.

ENTER

DEL

after

You can delete single entries or groups of entries.

➛ For a full explanation of deleting Filtered entries, see

p.166.

Deleting single entries

In the Schedule application, select the entry you want to delete in Index mode or display it in View mode. Or In the Calendar application, select the entry you want to delete in the Daily or Weekly view.

Press DATA DELETION and press

A submenu opens.

to open the application menu, select

#3-2-3 Display

ENTER

Deleting all entries

All Schedule entries can be deleted at one time using the menu.

Press application menu.

Select DATA DELETION, then press

A submenu appears.

Select ALL SCHEDULE ENTRIES, then press

A confirmation message will appear asking if you are sure you want to delete all the entries in the application.

Press Y (or N to cancel the deletion).

in Index or View modes to open the

ENTER

☞ It is not possible to delete all entries (using ALL

SCHEDULE ENTRIES) if the unit is locked. See p.186.

Deletion of entries over a specific period

You can delete all Schedule entries for a period of a month or a single day using the Calendar application.

Press within the period in which you want to delete all

Schedule entries.

Press press

CALENDAR

and select DATA DELETION, then

ENTER

and select a date which falls

In Index or View mode of the Schedule application, press DATE, then press

A date entry window appears.

#3-2-4 Display

, and select GO TO A SPECIFIC

ENTER

A submenu appears.

Select the desired period for deletion.

A warning message appears asking if you are sure you want to delete all the entries for the selected period.

Press Y (or N to cancel the deletion).

☞ • Deletion of entries over a specific period cannot be

done if the Organizer is locked (see p.186).

• To delete all Schedule entries over a specific period, you must be in a Calendar view which includes the entire period you want to delete. For example, you cannot delete entries for an entire month while in the Daily view.

Selecting a specific date

If you want to jump to a specific date to find entries or make a new entry, you can do it easily using the application menu.

Enter the date you want to go to.

Press

ENTER

The first entry on that day is selected in Index mode, or displayed in View mode.

If you would like to make a new entry, press you would like to view other entries on that date, press

NEW

, or if

Making entries for recurring and extended events

Using the Schedule application’s Repeat function, you can copy entries to other days or dates without having to type in each one individually. This is convenient for those appointments, meetings, and other events that are held regularly. The Repeat function can also be used to enter an event that spans a period of a few days or a few weeks,

such as a business trip or vacation. Six different types of repeating events include:

Select the date when the entry will occur for the first time in the Schedule application.

Daily

Repeats on the following one or more days for events that span consecutive days.

Work day

The same as Daily repeat, but excludes weekends.

Weekly

Repeats the same day each week for regular weekly events.

Bi-weekly

Repeats every other week.

Monthly by day

Repeats the same day of each month (for example, the first Tuesday) for regular monthly events on a specific day.

Monthly by date

Repeats the same date each month (for example, the 10th) for regular monthly events on a specific date.

NEW

Press

. Move to the DESCRIPTION field. Enter the description. Type Press

ENTER

Press

then press

and select REPEAT THIS ENTRY,

ENTER

Vacation

#3-2-5 Display

Press ˜ to display the pop-up list, then select DAILY.

Enter the number of additional days on which the event will be repeated. An entry can be repeated up to 999 times. In this case, type

(together with the

original entry, the event will occur on five days).

#3-2-6 Display

For example, if you have a five-day vacation beginning on June 24th:

Press

ENTER

Your five-day vacation is now stored.

Date

March 16, 1996

You can confirm that your vacation has been entered by checking the Calendar monthly view.

#3-2-7 Display

☞ • To repeat an entry that has already been stored,

select it in Index mode, then proceed from step 6 above.

• Events like the second and fourth Thursday of each month can be generated by making two different schedule entries and repeating each one.

Setting a Schedule alarm

A Schedule alarm can be set to remind you of scheduled events such as appointments and meetings. You can set an alarm for any entry that has a starting time set. Alarms that have been set will sound even if the unit is turned off. After setting the alarm for a scheduled event, the next to the event in Index mode and in the Calendar’s Daily view.

Enter the following information with an alarm set for one hour in advance:

((

will appear

Time Description

In the Calendar or Schedule applications, select the desired date and press

Enter the starting time and ending time, each followed

The cursor moves to the alarm time field. When this field is empty, this means that no alarm is currently set.

Enter the desired alarm. Type

If you want to set the alarm at the schedule’s starting time, skip step 3 above and press

1:00 – 2:00 pm

Lunch with Sally

NEW

1200

and press

2nd

ALARM

☞ Note that the alarm symbol is different from the

bell which appears at the top of the display to indicate that any alarms already marked as set throughout the Organizer will sound at the designated time.

Move to the DESCRIPTION field and type

Sally

Press

ENTER

To set an alarm for an entry that has already been stored, display the entry in Edit mode and enter the desired alarm time in the alarm field or press alarm at the entry’s starting time.

2nd

ALARM

Lunch with

to set the

➛ You can also set alarms separately from Schedule

entries. See p.130.

The To Do Application

Clearing a set alarm

To clear an alarm that has been set for a Schedule entry,

2nd

display the entry in Edit mode, then press

ALARM

➛ You can disable all set alarms simultaneously. See

p.131.

The Schedule application menu

Selects the Calendar view (see p.69).

#3-2-8 Display

Shows today’s Schedule entries.

Goes directly to particular date.

Used to enter events that occur regularly, or mark an event that spans a period of time (see p.77).

Selects the specific entries for deletion (see p.76).

The To Do application is a valuable organizational tool to help you meet deadlines and to add structure and efficiency to your work as well as the goals that you set for yourself.

This application allows you to organize and track tasks and objectives, assign them priorities, and assign up to five categories to each entry, making it possible to access them selectively in a variety of ways. To help you in this task, entries are identified as TO BE DONE, DONE, or MONTHLY GOALS.

Making new entries

Entries in the To Do application contain nine fields: Description, Due Date, Priority, Done indicator, and five fields for categories. These categories, which you can define yourself and assign as you like, can be used to manage tasks according to project, the personnel involved in them, or any other groupings you wish to define.

The way in which To Do entries are displayed in the Calendar views will differ depending on the contents of the Due Date field, as follows:

• Entries with no due date are always shown on the display for today’s date.

• Entries with a due date (month, day, and year) are shown only on that date.

• Entries for which only a month and year (no day) have been entered are considered to be Monthly Goals and are displayed in a special box for monthly goals which appears in the Calendar’s Monthly view.

#3-3-1 Display

This system provides the flexibility for an entry to be displayed according to the type of task. For example, you could enter a daily task, leaving the DUE DATE field blank, and it would be displayed every day as part of that day’s schedule; or for a long-term project, enter the month in the DUE DATE field without a specific date and it will be shown only in the Monthly view as a Monthly Goal.

Assigning priority to entries

In the PRIORITY field you can enter a number (0-9) or letter (A-Z) (but not special or accented characters), which then indicate the importance of a task or project. (Numbers are given priority over letters.)

Enter the following information:

Description

Prepare Alpha project proposal for John

Priority

Press

TO DO

Press

NEW

The To Do entry display opens.

Enter the description of the entry. Type

project

Skip the DUE DATE field and move to the PRIORITY field.

Type 1.

Press

The entry is now stored.

Assigning due dates to entries

A To Do entry must be given a due date (or month) so the Organizer knows how to classify it and the Calendar knows when it becomes due. The due date can be entered either by typing in the actual date, or by selecting the date from the pop-up calendar and using the arrow keys to select the desired month and day.

➞

proposal for John

#3-3-2 Display

ENTER

Prepare Alpha

Enter the following information:

Enter a description. Type

Read manuscript

. Description Due Date

Sales report Mar 10, 1996

In the To Do application:

NEW

Press Type

Sales report

Move to the DUE DATE field. Enter the due date in the order of month, day, year. Type press

1996, then use

, use

and

˜ § ' and to move to

03101996

to display March

, or

the 10th of the month.

Press

ENTER

Entering a monthly goal

If you enter only the month and year in an entry’s DUE DATE field (with no specific date), the entry becomes a monthly goal, and will appear in the Calendar’s Monthly view when HIDE MONTHLY GOALS is deselected.

You have a manuscript you have to read by the end of August.

Move to the DUE DATE field.

Enter the month when you want to accomplish this. Type

Press ' twice (skipping the date) and enter the

year. Type Press

1996

ENTER

. The entry is now stored. Now check that the entry you made is displayed on the

Calendar.

Press

CALENDAR

#3-3-3 Display

Monthly goal entries are displayed within a box.

Finding entries using Index mode

Go to Index mode.

In the To Do application:

Press

NEW

#3-3-4 Display

Index mode in the To Do application can show entries based either on their priority level or their due date. In the default setting, entries with an assigned priority are displayed first (in the order of number, then letter), followed by entries with no assigned priority. Select INDEX BY from the application menu, then DATE from the submenu to display entries in chronological order based on the due date. To return to a display based on priority, select INDEX BY from the menu, then PRIORITY from the submenu. This means you can access entries in the way that is most convenient for you.

Press the file you want to review.

If you want to see the details of an entry, select the entry and press

The entry is displayed in View mode.

and from the VIEWS submenu, select

ENTER

Controlling how the Calendar displays To Do information

To Do entries are indicated with ! beside their due dates in

the Calendar’s Monthly views. The Calendar application can also display a reminder of any Monthly Goals that have been set.

To display the Monthly Goals:

From the Calendar application, press

The application menu appears.

Select HIDE MONTHLY GOALS and press

The Monthly Goals will then be displayed the next time the

Calendar’s Monthly view is selected.

Press next to HIDE MONTHLY GOALS, indicating the option has been deselected.

again to confirm that no ✓ appears

ENTER

☞ To select HIDE MONTHLY GOALS, repeat the above

procedure. The ✓ will then appear on the menu.

An overdue entry (ie. an entry for which the due date has passed) will always be shown in the Calendar views on the display for today’s date as well as on its due date.

Using keywords

Using the contents of any fields, including the DUE DATE and PRIORITY fields, you can access desired entries directly.

In the To Do application:

The Search window appears.

2nd

Press

Type in any word you remember in the entry you are looking for. This word may occur in any field of the entry.

Press

ENTER

If you still do not see the desired entry, press

display the following matching entries.

Press

ENTER

when you find the entry you want.

☞ The Search function does not distinguish between

upper- and lower-case letters.

Editing entries

Select the entry you want to change in Index mode.

The selected entry opens in Edit mode.

The updated entry is now stored.

Checking off completed entries

Once you have reached a target or goal you set for yourself, it is a good idea to check off the entry as completed so that you can concentrate on things still to be done. Any entry marked as done will remain displayed on the done date in the Calendar. This allows you to go back and review entries that have already been completed.

This operation can be done either using the Calendar, which makes it easy to check completed entries when you check your schedule for the day, or in the To Do

EDIT

Press

Make the desired changes. Press

ENTER

application, which lets you check off a monthly goal entry or a task that you have completed before its due date.

Checking off entries using the Calendar

Press

Go to the Daily view.

Display the date you want to check.

CALENDAR

If the entry you want to check off is not displayed, press

until it appears.

#3-3-5 Display

Check box to mark task as completed

Go to the entry you have completed and press

✓

#3-3-6 Display

The box is now marked with ✓, and the entry is marked as having been completed today.

☞ If you mistakenly check off an entry as completed,

you can uncheck the entry by pressing

✓

again. However, if you do this, the entry will be stored without a due date.

Checking off entries in the To Do application

Select the entry in Index mode.

Check box

#3-3-7 Display

Press ✓.

The entry is checked off and the box is marked with ✓. The DUE DATE field name changes to DONE DATE and today’s date appears in it.

Press

ENTER

☞ If you mistakenly check off an entry as completed,

you can uncheck the entry by pressing again. However, if you do this, the entry will be stored without a due date.

✓

➛ Once a project or task is completed, and you no

longer need the To Do reminder, you can delete the entry, or groups of entries, which will free up memory in the Organizer. See p.88.

Using categories

A category is a name that you assign to an entry so it can be grouped with other entries for subsequent selective access. You can use categories to organize your information, for example, to group tasks by project, personnel, or other criteria that you may find useful. Up to 32 different categories can be used in the To Do application, and up to five categories can be assigned to each entry. Once a word is entered within an entry as a category, that word is automatically stored and sorted alphabetically in the category list, from which you can select a category to assign to an entry. You can also manually add a word directly to the category list, as well as editing and deleting words in the list.

☞ Be careful when manually adding categories because

the Organizer distinguishes between upper- and lower-case letters for category names. For example, “For John” and “for john” are treated as different categories.

Making entries using categories

Enter the following:

Description Due Date Category 1 Category 2

Call Frank re: Alpha Project Mar 15, 1996 Phone Call Alpha Pro.

The entry is stored and, at the same time, the two categories you entered are stored in the category list.

The Index view for the To Do application appears.

The CATEGORIES window appears.

NEW

Press Enter the description and due date. Type

➞

re:

Move to the CATEGORY 1 field. Enter the category. Type Move to CATEGORY 2. Type

#3-3-8 Display

Press

ENTER

Press ˜ to display the pop-up category list.

Alpha Project

03151996

Phone Call

Alpha Pro

ENTER

to return to Index mode.

, select CATEGORIES and press

Call Frank

#3-3-9 Display

☞ You cannot use the same category more than once

within the same entry.

Assigning categories using the category list

When entering or editing an entry in Edit mode, move to any of the five CATEGORY fields.

The pop-up symbol appears at the right.

Press ˜.

The Category window opens with the first category selected. Categories are listed in alphabetical order.

#3-3-10 Display

Select the desired category and press

The category window closes and the selected category appears in the field.

ENTER

Press

ENTER

☞ You cannot use the same category more than once in

the same entry.

Updating the Category list

Since the number of categories and the Organizer’s memory are both limited, you may wish to delete unused categories. Also, you may wish to define a number of new categories without creating a new To Do entry, or even edit the names of existing categories.

From the To Do application’s Index view, press

Select CATEGORIES and press

The CATEGORIES window appears.

Make the desired change to the category list: To enter a new category: Press

new category name, then press To edit an existing category: Press ˜, select the

desired category from the list and press selected category appears in the category box. Press

EDIT

, make the necessary changes then press

ENTER

To delete an existing category: Press ˜, select the desired category from the list and press selected category appears in the category box. Press

to store the edited entry.

ENTER

NEW

ENTER

, type in the

ENTER

. The

DEL

. A confirmation message appears. Press to confirm the deletion (or N to cancel the operation).

☞ If the Category is currently in use by one or more

entries, a warning message will be displayed and it will not be deleted.

Press changes.

CANCEL

when you have finished making your

The To Do Index view appears.

☞ When you edit a category name, any To Do entries

that refer to that category are automatically updated to reflect the change.

Accessing the To Do entries by category

You can choose to view only those entries that have been assigned a specific category.

Press VIEWS command should already be selected. Press

ENTER

The VIEWS submenu appears.

Move to BY CATEGORY, then press

The category window appears.

Press ˜ to open the category list.

to open the application menu. The

ENTER

The pop-up category list appears.

Select the category whose To Do entries you want to view, then press

ENTER

All entries that have been assigned the selected category are then shown in Index mode.

Deleting To Do entries

Deleting single entries

Select the desired entry in Index mode or display it in View mode.

Press

ENTER

A submenu opens.

Select SELECTED ENTRY, then press

A warning message will appear asking if you are sure you want to delete the entry.

Press Y (or N to cancel the deletion). You can also delete single entries in Index mode by

selecting the entry to be deleted and pressing

Deleting To Do entries by type

You can delete only TO BE DONE, DONE, or MONTHLY GOALS entries simply by selecting the desired type of entry from the application menu, then deleting the currently viewed entries. This is especially convenient for deleting all

, select DATA DELETION, then press

ENTER

DEL

entries that have been checked off as completed.

Press

Select the type of entries you want to delete (DONE,

, select VIEWS and press

ENTER

TO BE DONE, or MONTHLY GOALS), then press

ENTER

Press

ENTER

Select ALL IN CURRENT VIEW then press

, select DATA DELETION then press

ENTER

A warning message will appear asking if you are sure you want to delete all the entries in the selected file.

Press Y (or N to cancel the deletion).

☞ It is not possible to delete all entries in a file

simultaneously if the Organizer is locked. See p.186.

Deleting To Do entries by Category

You can delete those entries in a particular Category.

From Index or View mode, press VIEWS then press

Select BY CATEGORY then press

ENTER

The CATEGORIES window appears.

Press ˜, select the desired category from the list and press

ENTER

, select

Press

ENTER

Only To Do entries in the selected Category are displayed.

Press

ENTER

From the submenu, select ALL IN CURRENT VIEW and press

, select DATA DELETION and press

ENTER

A confirmation message appears.

Press Y (or N to cancel the deletion).

Deleting all To Do entries You can delete all of the To Do entries in all files.

Press

ENTER

Select ALL TO DO ENTRIES then press

, select DATA DELETION then press

ENTER

A warning message will appear asking if you are sure you want to delete all To Do entries.

Press Y (or N to cancel the deletion).

☞ It is not possible to delete all entries simultaneously if

the Organizer is locked. See p.186.

The To Do application menu

#3-3-11 Display

Selects TO BE DONE, DONE or MONTHLY GOALS entries.

Sets the Index sorting order by date or by priority (see p.83).

Opens the CATEGORIES window so you can add, edit, delete or select categories (see p.85).

Selects the specific entries for deletion (see p.88).

The Ann (Anniv ersary) Application

The Ann (Anniversary) application makes it easy for you to keep track of annual events, such as wedding anniversaries and birthdays of friends, relatives and business associates. Once entered, the dates of annual events are displayed on the Calendar highlighted white-on-black, giving you plenty of warning to prepare for them well in advance every year.

Making new entries

There are two files in the Ann application, each of which stores different kinds of anniversaries: those which occur on a specific date every year, and those which occur on a particular day. The first file, ANN 1, stores and displays entries that occur on a specific date, and the second, ANN 2, stores and displays entries that occur on a specific day, for example, the third Thursday in November. ANN 1 is the default file, but you can easily change between them whenever you like.

Making new entries in the ANN 1 file

Edit mode opens.

NEW

Press

#3-4-1 Display

Enter the date in the order of month, day (there is no year entry). Type

Move to the DESCRIPTION field. Enter the description of the event. Type

0517

Sally’s

Birthday.

#3-4-2 Display

Press

ENTER

Enter the following in the ANN 1 file:

Date Description

Press

Index mode opens in the ANN 1 file.

ANN

May 17 Sally’s Birthday

The entry is now stored.

Making new entries in the ANN 2 file

Enter the following in the ANN 2 file:

Day Description

The second Sunday in May Mother’s Day

In the Ann application:

Press

Select ANN 2 BY DAY then press

Edit mode opens.

NEW

Press

#3-4-3 Display

, select VIEWS and press

ENTER

Finding entries

Entries are stored in chronological order in each file.

Using Index mode

Go to Index mode.

Press

Select the file you want then press

Select the desired entry then press it in full.

, select VIEWS then press

ENTER

. to display

In the MONTH field, press ˜ and select the month from the pop-up list (choose “MAY”). Press followed by

In the WEEK field, press ˜ and select the week of the month in which you want to record the anniversary (choose “2nd”). Press

In the DAY OF THE WEEK field, press ˜ and select the day of the week for which you want to record the anniversary (choose “SUNDAY”). Press

ENTER

In the DESCRIPTION field, enter the description of the anniversary. Type

ENTER

The anniversary is stored.

followed by

ENTER

Mother’s Day

followed by

, then press

ENTER

Using the Calendar view

In the Calendar’s Monthly view, Ann entries are indicated by dates highlighted in white-on-black, clearly showing that you have important annual events on those days.

You can access the Ann entries from the Daily view in the Calendar application by pressing the desired entry. (See p.72 for details.)

Using keywords

If you cannot remember the exact date of an important anniversary, eg. a friend’s birthday, you can search for the anniversary using the following procedure.

Press

2nd

The Search window appears.

ENTER

after highlighting

ENTER

Type in any word that you think appears in the DESCRIPTION field of the anniversary entry you are looking for.

Press

ENTER

If you still do not see the desired entry, press display the following matching entries.

Press

ENTER

entry.

when you have selected the desired

☞ This function does not distinguish between upper- and

lower-case letters.

Editing Ann entries

Select the file in which the desired entry is stored.

Select the entry in Index mode.

The new, correct entry is now stored.

Deleting Ann entries

Deleting single entries

EDIT

Press Make the desired changes. Press

Highlight the entry in Index mode or display it in View mode.

to open Edit mode.

ENTER

Press

A submenu opens.

Select SELECTED ENTRY, then press

A confirmation message will appear asking if you are sure you want to delete the entry.

Press Y (or N to cancel the deletion). In Index mode, you can also delete single entries by

pressing

Deleting all entries

Press

A submenu appears.

Select ALL ANN 1 BY DATE or ALL ANN 2 BY DAY as required, then press

A confirmation message appears asking if you are sure you want to delete all entries in the file.

Press Y (or N to cancel the deletion). You can also delete all entries in both ANN files at

once. Simply select ALL ANN FILES in step 2 above.

and select DATA DELETION.

DEL

after selecting the entry to be deleted.

, select DATA DELETION, then press

ENTER

☞ It is not possible to delete all entries simultaneously if

the unit is locked. See p.186.

The Ann application menu

#3-4-4 Display

Selects ANN 1 file or ANN 2 file (see p.91).

Selects the specific entries for deletion (see p.92).

CHAPTER 4

Creating Your Own Database

his chapter describes using the Tel (Telephone) and User File applications. These two applications are actually

identical in the way that they function, except that they have different default file and field names designed to handle different types of information. The flexibility of these applications allows you to manage a wide range of information, from a simple address book to an extensive restaurant guide or even a listing of your important business contacts.

The Tel and User File Applications

Each application provides three different files for the entries it will store.

Each file in either application can be named and set up from a built-in list of six types, or templates. These templates are pre-defined for each application as follows.

For the Tel application: Telephone, Office, Contacts, Business, Personal and Family.

For the User File application: Travel, Restaurant, A/V Guide, Home Inventory, Inventory and Product.

The three Tel files are each set up automatically to provide a simple address book. The default files set up on initialization are:

TEL 1 Telephone template comprising three fields:

Name, Number and Address.

TEL 2 Contacts template comprising 12 fields:

Company, Contact, Title, Department, Tel Number, Extension, Fax Number, Other Number, E-Mail, Assistant, Address and Notes.

TEL 3 Personal template comprising nine fields: Name,

Home number, Work number, Cellular phone number, Other number, Address, Spouse, Children and Notes.

The three User File directories are set up automatically as follows:

USER FILE 1 Restaurant guide template comprising

seven text fields: Cuisine, Name, Number, Address, Prices, Attire and Remarks.

with an asterisk.

Select the desired file and press You can also press

between the various files in the respective application.

TEL

ENTER

USER FILE

. to switch

USER FILE 2 Home Inventory template comprising ten

text fields: Item name, Location, Description, Manufacturer, Serial #, Place purchased, Date purchased, Cost, Estimated value and Notes.

USER FILE 3 Free-format template comprising five text

fields.

You can store information in any file you want according to your preferences.

¤ Note that you can rename any file or field names

according to your preferences. See p.99 for more information on customizing these applications.

Selecting a file

Before beginning a particular operation, you must first select the file you want to work with.

Press application.

Press select VIEWS. The currently selected file is marked

TEL

USER FILE

to open the application menu and then

to open the desired

Creating new entries

In the Tel or User File application:

Select the file in which you want to store the information using the procedure shown above.

Edit mode opens.

In the Name field of a Tel entry, enter the last name first if you want the entries to be sorted in last name order.

You must always enter information in the first field of any file.

The message “Stored!” will appear briefly, indicating that the entry is now stored in memory.

NEW

Press

Type in the appropriate information in each field.

Press

ENTER

when you are finished.

Finding entries

Entries in the Tel and User File applications are stored alphabetically based on whichever field has been selected

as the index (using the INDEX BY command in the

CANCEL

CONFIGURE menu). There are two basic ways to find and display an entry.

Press

ENTER

If you do not see the entry you are looking for, press until it is displayed.

Using Index mode

Go to Index mode.

Select the file you believe the entry is in.

Press the key for the first letter of the field selected as the index (using the INDEX BY command in the CONFIGURE menu). (The first entry closest alphabetically to the key you pressed is displayed.)

If you do not see the entry you are looking for, press until it is displayed.

Highlight the entry, then press detail.

Using keywords

If you are not sure of the name or the contents of the first field of an entry, but you do know a word that appears in the entry, then you can use the Search function to find it.

The Search window appears.

2nd

Press

Type in a word that appears in the entry you are looking for.

ENTER

to see it in

Press

ENTER

when you find the entry.

+ The Search function does not distinguish between

upper- and lower-case letters.

Editing entries

Select the entry in Index mode or display it in View mode.

Press

The entry opens in Edit mode with the cursor in the first field.

Make any desired changes.

Press have made.

Press

The message “Stored!” will appear briefly, indicating that the changes are now saved in memory.

EDIT

at any time to discard any changes you

ENTER

when you have finished.

+ If you changed the contents of the first field, the entry

is resorted based on the changes.

Sharp OZ-5600 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual