Handbook for Palm™ Tungsten™ T2 Handheld

Copyright

© 1998–2003 Palm, Inc. All rights reserved. Graffiti, HotSync, MultiMail, PalmModem, Palm OS, and the Palm logo are registered trademarks of Palm, Inc. Palm, Palm Powered, Tungsten, and VersaMail are trademarks of Palm, Inc. Palm, Inc. uses the Bluetooth trademark under express license from Bluetooth SIG, Inc., U.S.A. All other brands are trademarks of or registered trademarks of their respective owners.

Disclaimer and Limitation of Liability

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

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

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

PN: 407-5253A-IE

Contents

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About This Book

Congratulations on your purchase of a Palm™ Tungsten™ T2 handheld. This handbook is designed to quickly familiarize you with your handheld. It describes all you need to know about how to use your handheld and the applications that come with it. It guides you through:

• Locating all the parts of your handheld
  
• Viewing and entering data
  
• Setting up Bluetooth™ features and wireless communication features
  
• Working with expansion cards
  
• Using your handheld with your computer
  
• Personalizing your handheld with your own preference settings
  

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

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About This Book

2

CHAPTER 1

Setting Up Your Palm™ Tungsten™ T2 Handheld

Your new Palm™ Tungsten™ T2 handheld enables you to do the following:

• Access your data and view or look up information with one hand, using the navigator.
  
• Capture thoughts while you’re on the go, with the voice recorder.
  
• Exchange data with other Bluetooth™ devices such as handhelds, phones, PCs, printers, networks, and more (other Bluetooth devices sold separately).
  
• Share data, make backups, and extend storage capacity with optional expansion cards (expansion slot included; expansion cards sold separately).
  
• View clear, sharp, colorful images on the high-resolution screen.
  
• Stay organized and on time by keeping your appointments, contact information, and to-do items in one place.
  
• Quickly jot notes or memos on the fly.
  
• Access the Internet and browse or search your favorite web sites.
  
• Send, receive, and compose e-mail and SMS messages.
  
• View and edit digital pictures.
  
• Read documents on the go.
  

To use the Bluetooth communication features, you must have a mobile phone that supports infrared or Bluetooth communication. For more information, see Chapter 14. Web browsing and e-mail applications also require Internet access. See “Internet access requirements” later in this chapter for details.

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Chapter 1 Setting Up Your Palm™ Tungsten™ T2 Handheld

System requirements

To install and operate Palm™ Desktop software, your computer system must meet the requirements described in this section.

Minimum requirements: Windows computers

The minimum requirements for Windows computers are as follows:

Minimum requirements: Mac computers

The minimum requirements for Mac computers are as follows:

• Mac computer or compatible with a PowerPC processor
  
• Mac OS 9, version 9.1 or later with 12MB available memory or Mac OS X, version 10.1.2 or later
  
• 25MB available hard disk space
  
• Monitor that supports screen resolution of 800 x 600 or better
  

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Step 1: Connect the HotSync cradle/cable to the computer

• CD-ROM or DVD-ROM drive (you can also download Palm Desktop software from www.palm.com/intl).
  
• Mouse
  
• One available USB port or serial port (serial cradle/cable sold separately and compatible with Mac OS 9 only)
  

Internet access requirements

The requirements for Internet access are as follows:

NOTE A data connection service may also be required by some mobile phone network providers.

Upgrade information

If you already own a Palm OS® handheld, go to the web site www.palm.com/ support/globalsupport for upgrade instructions.

Step 1: Connect the HotSync cradle/cable to the computer

NOTE Your adapter may connect to the back of the USB connector, not to the cradle itself.

d. Plug the adapter into a working electric outlet.

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Chapter 1 Setting Up Your Palm™ Tungsten™ T2 Handheld

Step 2: Charge your handheld

Once your handheld is setup and in daily use it requires about 15 to 30 minutes of charge time per day, depending on usage. To keep the battery fully charged, we recommend placing your handheld in a cradle/cable that is connected to a power source whenever you are not using it.

Step 3: Set up your handheld

6

Step 4: Install software

Step 4: Install software

Mac: Double-click the Desktop Software CD-ROM icon that appears on the desktop, and then double-click the Palm Desktop Installer icon.

NOTE You need administrator rights to install Palm Desktop software on a computer running Windows NT/2000/XP or Mac OS X.

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Chapter 1 Setting Up Your Palm™ Tungsten™ T2 Handheld

Step 5: Perform a HotSync operation

Windows: When prompted, place your handheld in the cradle/cable and press the HotSync button.

Mac: After the installation finishes, place your handheld in the cradle/cable and press the HotSync button.

Tip: You can also perform a HotSync operation using Bluetooth communication. For more information, see “Performing a Bluetooth HotSync operation” in Chapter 21.

Step 6: Register your handheld

Windows: When the first HotSync operation is complete, the installer displays screens where you can select product registration options. After you complete these screens, the Congratulations! screen appears.

Macintosh: When the first HotSync operation is complete, double-click the Palm Desktop software icon in the Palm folder (inside the Applications folder by default) to access screens where you can select product registration options. After you complete these screens, the Congratulations! screen appears.

Congratulations!

You’ve set up your handheld, installed Palm Desktop software, performed your first HotSync operation, and registered your handheld. If you’re using a Windows computer, you also created your handheld business card. For comprehensive information about using your handheld, continue reading this electronic handbook.

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

• The online help for Palm Desktop software. To access the online help, go to the Help menu in Palm Desktop software.
  
• Mac: The electronic Palm Desktop Software for the Macintosh User’s Guide. To access this guide, open the Palm folder, and then open the Documentation folder. Double-click the file Palm Desktop.pdf.
  

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CHAPTER 2

Exploring Your Handheld

Your Palm™ Tungsten™ T2 handheld can help you stay organized, on time, and up-to-date with daily tasks while you are away from your desk. Use your new handheld to do the following:

• Enter your schedule in Date Book.
  
• Keep all your contact names, addresses, and phone numbers in Address Book.
  
• Prioritize and assign your tasks a due date in To Do List.
  
• Jot quick notes directly on the screen in Note Pad.
  
• Record thoughts and listen to them later in Voice Memo.
  
• Track your expenses and create expense reports in Expense.
  
• Set alarms from World Clock, Date Book, Note Pad, and Voice Memo to keep yourself on schedule and remind yourself of appointments and notes.
  
• Set preferences for how you receive alarms: hearing a sound, seeing a blinking indicator light, or feeling your handheld vibrate. Choose any combination.
  
• Synchronize your data with Palm™ Desktop software on your Windows or Mac computer so you always have a backup copy.
  
• Insert an SD, SDIO, or MultiMediaCard expansion card to add more software or memory or to back up your data.
  
• Connect your handheld with a mobile phone to access the Internet, send SMS messages, and exchange e-mail messages.
  
• Share information with other devices that are capable of Bluetooth™ communication or that have an infrared (IR) port.
  
• View and edit digital pictures.
  
• Read books or other documents.
  

When you install the software from the Software Essentials CD-ROM that comes with your handheld, your handheld can also help you connect and collaborate with friends and co-workers, play video clips and MP3 files (expansion card

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Chapter 2 Exploring Your Handheld

required, sold separately), and access productivity tools. This additional software enables you to use your handheld to do the following:

• Chat and collaborate with friends and co-workers who have Bluetooth devices.
  
• Play MP3 audio files (expansion card required, sold separately).
  

NOTE To install some software, you may need to download files from the Internet to your computer. Check the Software Essentials CD for details.

Locating handheld components

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

Opening and closing your handheld

When your handheld is open, you can access additional controls on the front and back panels. You can use your handheld in either the open or closed position.

To open your handheld:

n Slide the bottom portion of your handheld away from the screen.

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Locating handheld components

To close your handheld:

n Slide the bottom portion of your handheld toward the screen.

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Chapter 2 Exploring Your Handheld

Navigator

Enables you to select and display records on your handheld screen. See “Using the navigator” later in this chapter for additional information, and look for tips throughout this handbook.

Application buttons Activates the individual handheld applications that correspond to the icons on the buttons: Date Book, Address Book, To Do List, Note Pad, and Voice Memo. See “Buttons Preferences” in Chapter 22 for details on reassigning these buttons to activate any application on your handheld.

Locating top panel components

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Locating handheld components

Indicator light

Serves as an alert for Date Book, World Clock, Note Pad, or Voice Memo alarms. It also indicates the battery-charging status when your handheld is in the cradle/cable.

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

If your handheld is turned on, you can turn it off by pressing the power button. You can also press and hold the power button down for about two seconds to access brightness control. For more information, see “Adjusting screen brightness” later in this chapter.

Power button/ brightness control

Expansion card slot Accepts SD, SDIO, or MultiMediaCard (MMC) expansion cards. Expansion cards enable you to back up data, add more memory, add wireless communication features, or use additional applications. (Expansion cards sold separately.)

Stylus

Slides in and out of the slot on the top of your handheld. To use the stylus, gently press the top of the stylus to release it from the slot, and then pull it out of the slot and hold it as you would a pen or pencil.

Uses infrared technology to transmit data to and receive data from other infrared-enabled devices and to perform HotSync® operations. See “Beaming data” in Chapter 3 and see “Conducting IR HotSync operations” in Chapter 21 for more information.

IR port

Adjusting screen brightness

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

To adjust the brightness of the backlight:

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Chapter 2 Exploring Your Handheld

Reset button

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

Enable you to connect optional accessories to your handheld, such as a modem or sled. These accessories are sold separately and are typically available from third-party developers.

Attach points

Universal connector Connects your handheld to the cradle/cable, which in turn connects to the back of your computer and through the AC adapter to the wall current. This enables you to recharge your handheld as well as update the information between your handheld and your computer, using HotSync technology.

The universal connector also connects peripheral hardware devices to your handheld, such as an external battery pack or keyboard (sold separately).

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Using the protective cover

Using the protective cover

The cover protects your handheld screen when it is not in use. When the cover is on, you can still view information on your handheld and use the navigator to navigate through your data and accomplish tasks.

To remove the cover:

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Chapter 2 Exploring Your Handheld

Adding an expansion card

An expansion card (sold separately) increases the variety of tasks you can do and the amount of space you have to store software and data on your handheld.

To insert a card:

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Tapping and typing

Tapping and typing

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

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

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

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

• Open applications.
  
• Select menu commands.
  
• Initiate a Find operation to search through applications installed on your handheld for specific text (Find operations do not search through applications on expansion cards).
  
• Select options in dialog boxes.
  
• Open the onscreen keyboards.
  

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

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Chapter 2 Exploring Your Handheld

Elements of the handheld interface

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

Menu bar

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Tapping and typing

Previous/next arrows

Check box

Check box

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

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

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

Pick list

Scroll bar

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

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

You can also scroll to the previous and next pages within a record by pressing Up and Down on the navigator.

Displaying online tips

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

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Chapter 2 Exploring Your Handheld

To display an online tip:

Using the navigator

When you work with most applications, the navigator on the front panel of your handheld makes it easy for you to navigate among and select your entries. You can use the navigator to perform tasks without the stylus using one hand.

Look for the navigator icon to find navigator tips throughout this guide. See Chapter 4 and Chapter 5 for additional information about using the navigator with Address Book, and Chapter 8 for additional information on using the navigator with Date Book.

To navigate in list screens, do any of the following:

To navigate in record screens:

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Tapping and typing

To navigate in dialog boxes:

IMPORTANT Read dialog boxes carefully. Sometimes, selecting a single button, OK or Yes results in canceling an operation or deleting data.

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Chapter 2 Exploring Your Handheld

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CHAPTER 3

Entering Data on Your Handheld

This chapter explains several ways to enter data on your handheld, and it covers the following topics:

• Using the onscreen keyboard
  
• Using Graffiti® 2 writing
  
• Beaming data between devices with infrared (IR) ports
  
• Sending data between devices
  
• Entering or importing data in Palm™ Desktop software and then synchronizing with your handheld
  
• Using Note Pad
  
• Using a portable keyboard accessory, sold separately and attached to the universal connector
  

Using the onscreen keyboard

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

To use the onscreen keyboard:

Tap here for alphabetic keyboard

Tap here for numeric keyboard

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Chapter 3 Entering Data on Your Handheld

Alpha

Backspace

Carriage return

Numeric

Tap here to display alphabetic keyboard

International

Tap here to display numeric keyboard

Tap here to display international keyboard

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

Using Graffiti 2 writing to enter data

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

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

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

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Using Graffiti 2 writing to enter data

• The heavy dot on each shape shows where to begin the stroke. Certain characters have similar shapes but different beginning and end points. Always begin the stroke at the heavy dot. (You should not create the heavy dot; it is there only to show you where to begin the stroke.)
  
• Graffiti 2 includes symbols made with a single stroke and symbols made with multiple strokes. With some multi-stroke symbols, the first stroke is the same as a single stroke symbol. As a result, the down stroke for the letter “i” cannot be recognized as an “i” at the end of the down stroke. The “i” will not be recognized as an “i” until you enter another symbol that establishes, by its shape or position, that the down stroke was not part of a two-stroke character (such as “t” or “k”), or until a limited time window expires. Similarly, recognition of a space symbol (a horizontal stroke from left to right) or a period symbol after a down stroke is dependent upon where the down stroke was drawn.
  
• The Graffiti 2 writing area is divided into two parts: one for writing lowercase letters and one for writing numbers. Capital letters are formed across the imaginary line that divides the two areas. The small marks at the top and bottom of the Graffiti 2 writing area indicate the two areas.
  

To write Graffiti 2 characters:

Lift stylus here

Start stroke at heavy dot

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Chapter 3 Entering Data on Your Handheld

To delete Graffiti 2 characters:

Backspace

Graffiti 2 tips

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

• Accuracy improves when you write large characters. Draw strokes that nearly fill the Graffiti 2 writing area.
  
• Write at natural speed. Writing too slowly can generate recognition errors.
  
• Press firmly and do not write on a slant. Vertical strokes should be parallel to the sides of the Graffiti 2 writing area.
  
• Alternate stroke shapes are available for some characters. You can use the Graffiti 2 Preferences screen to choose the one that’s easiest for you. See “Graffiti 2 Preferences” in Chapter 22.
  

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Using Graffiti 2 writing to enter data

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Chapter 3 Entering Data on Your Handheld

Capital letters

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

NOTE To cancel the automatic capitalization of the first letter of a new record or sentence, draw two Punctuation Shift strokes before drawing the first letter. For more information, see “Symbols and other special characters” later in this chapter.

To write additional capital letters:

Division marks

Graffiti 2 numbers

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

With Graffiti 2 writing you can create any punctuation mark that you can enter from a standard keyboard. You can write the period and comma strokes on either side of the Graffiti 2 writing area. You must write other punctuation marks on a

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Using Graffiti 2 writing to enter data

designated side of the Graffiti 2 writing area. Punctuation marks that appear in the the following table must be written on the left (letter) side of the Graffiti 2 writing area.

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Chapter 3 Entering Data on Your Handheld

Accented characters

When writing letters with accent marks, first write the letter stroke on the left side (or aligned with the division marks for uppercase letters) of the Graffiti 2 writing area. Then quickly write the accent stroke on the right side of the Graffiti 2 writing area.

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

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

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

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

Symbols and other special characters

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

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

To write symbols and special characters:

1. Enter the Punctuation Shift stroke:

Punctuation Shift

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Using Graffiti 2 writing to enter data

When Punctuation Shift is active, an up arrow symbol appears in the lower-right corner of the handheld screen. If you accidentally activate Punctuation Shift, another Punctuation Shift stroke will cancel it.

Punctuation Shift indicator

NOTE Drawing two Punctuation Shift strokes also cancels the automatic capitalization of the first letter of a new record or sentence.

After the arrow disappears, the symbol appears.

Draw symbols on EITHER side of the Graffiti 2 writing area

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Chapter 3 Entering Data on Your Handheld

Graffiti 2 Gestures

Gestures enable you to use editing commands. To use gestures, draw the following strokes on the left (letter) side of the Graffiti 2 writing area:

Graffiti 2 ShortCuts

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

Graffiti 2 writing comes with several predefined ShortCuts, and you can also create your own. Each ShortCut can represent up to 45 characters. For example, you might create a ShortCut for your name or for the header of a memo. See “ShortCuts Preferences” in Chapter 22 to learn about creating ShortCuts.

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

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

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Beaming data

Full-screen writing area

When Writing Area Preferences are turned on and active, you do not have to write in the Graffiti 2 writing area. You can write letters anywhere on the left side of the screen, or write numbers anywhere on the right side of the screen. Capital letters are formed in the middle of the screen straddling the imaginary dividing line between the left and right sides.

When Writing Area Preferences are turned off or inactive, you must write character strokes in the Graffiti 2 writing area for your handheld to recognize them.

To use the full-screen writing area:

To temporarily disable the full-screen writing area:

Beaming data

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

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Chapter 3 Entering Data on Your Handheld

You can beam the following information between devices:

• The record currently displayed in Date Book, Address Book, Note Pad, To Do List, Palm™ Photos, Palm™ Web Browser Pro, or Memo Pad
  
• All records of the category currently displayed in Address Book, To Do List, Note Pad, or Memo Pad, or all photos in the currently displayed album in Palm Photos
  
• A special Address Book record that you designate as your business card, containing information you want to exchange with business contacts
  
• An unlocked application installed in RAM memory
  
• An unlocked application installed on an expansion card that is seated in the card slot
  

TIP You can also perform HotSync® operations using the IR port. See “Conducting IR HotSync operations” in Chapter 21 for more details.

To select a business card:

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

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Beaming data

For best results, Palm handhelds should be between 10 centimeters

(approximately 4 inches) and 1 meter (approximately 39 inches) apart, and the path between the two handhelds must be clear of obstacles. The beaming distance to other devices may be different.

To beam an application:

To receive beamed information:

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Chapter 3 Entering Data on Your Handheld

4. Tap Yes.

Beaming tips

• You can set the full-screen pen stroke to beam the current entry. See “Pen Preferences” in Chapter 22 for more information.
  
• You can draw the Graffiti 2 Command stroke to activate the Command toolbar, and then tap the beam icon.
  
• You can use the Graffiti 2 Command stroke “/ B” to beam the current entry.
  
• In Palm Photos you can select and beam multiple photos at the same time. See “Beaming photos” in Chapter 13 for details.
  

Sending data

You can send data using Bluetooth™ communication or by using e-mail or SMS communication.

Sending data using Bluetooth communication

If you enable Bluetooth communication, you can send data to other Bluetooth devices. The Bluetooth device must be discoverable and within 10 meters (approximately 30 feet) of your handheld. For more information on enabling Bluetooth communication and Bluetooth settings, see “Bluetooth Preferences” in Chapter 22.

To send data using Bluetooth communication:

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Using your computer keyboard

4. Select Bluetooth and tap OK.

Sending data using e-mail or SMS communication

In addition to beaming data, you can also use e-mail or SMS communication to send information to and receive information from other devices.

To use your handheld for e-mail communication, you need to perform a HotSync operation with your computer, use a Bluetooth local area network (LAN) access point or modem, or use a mobile phone. For more information, see Chapter 17.

To use your handheld for SMS communication, you need a Global System for Mobile Communications (GSM) phone (sold separately) and you need to establish a connection with your GSM mobile phone. For additional information about connecting to your GSM phone, see Chapter 14. For additional information about sending SMS data, see Chapter 15.

Using your computer keyboard

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

Importing data

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

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Chapter 3 Entering Data on Your Handheld

Importing data from a Windows computer

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

• Comma-delimited (.csv, .txt): Address Book and Memo Pad only
  
• Tab-delimited (.tab, .tsv, .txt): Address Book and Memo Pad only
  
• CSV (Lotus Organizer 2.x/97 Mapping): Address Book only
  
• vCal (.vcs): Date Book only
  
• vCard (.vcf): Address Book only
  
• Date Book archive (.dba)
  
• Address Book archive (.aba)
  
• To Do List archive (.tda)
  
• Memo Pad archive (.mpa)
  

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

To import data from a Windows computer:

Select All in the Category box.

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

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Importing data

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

Using File Link

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

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

• Comma-separated (*.csv)
  
• Memo Pad archive (*.mpa)
  
• Address Book archive (*.aba)
  
• Text (*.txt)
  

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

Importing data from a Mac computer

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

• Tab-delimited file
  
• Text
  
• Palm Desktop software for Mac
  
• vCal (.vcs)
  
• vCard (.vcf)
  

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

To import data from a Mac computer:

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Chapter 3 Entering Data on Your Handheld

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

Using Note Pad

In addition to using Graffiti 2 characters and the onscreen keyboard, you can enter data on your handheld using the Note Pad application. When you use Note Pad, you write quick notes directly on the handheld screen in your own handwriting. See Chapter 12 for more information and instructions.

Using a portable keyboard

You can connect a portable keyboard accessory to the universal connector on your handheld so that you can type data directly into your handheld. Portable keyboards are very helpful when you need to enter large amounts of data quickly and accurately while you are away from your computer, such as writing an e-mail message. For additional information about this optional accessory, go to the web site www.palm.com/intl.

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CHAPTER 4

Working with Applications

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

Opening applications

You can use the Applications Launcher to open any application installed on your handheld or an expansion card. You can also open Date Book, Address Book, To Do List, Note Pad, and Voice Memo with the application buttons on your handheld.

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

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Chapter 4 Working with Applications

To open an application on your handheld:

1. Tap the Home icon .

Other ways to open applications

You can also open applications on your handheld in either of the following ways:

• Press and hold Select on the navigator to open the Applications Launcher. Press Select on the navigator to insert the highlight. Press Up, Down, Right, and Left on the navigator to highlight the icon of the application you want to open. Press Select on the navigator to open the application.
  
• In the Applications Launcher, write the Graffiti® 2 character for the first letter of its name. The Applications Launcher scrolls to the first application with a name that begins with that letter.
  

Opening expansion card applications

When an expansion card is properly seated in the expansion card slot, your handheld responds based on the contents of the card and the application that is active when you insert the card. In some cases the application on the card opens automatically upon insertion, or if you insert a card containing data from the current application, the application displays the data on the card. In other cases the Applications Launcher switches to the card and displays its contents, and the pick list in the upper-right corner of the screen displays the name of the card.

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Switching between applications

To open an application on an expansion card:

n Select the icon of the application that you want to open.

Switching between applications

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

You can also press and hold Select on the navigator to switch to the Applications Launcher at any time.

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

To switch to an expansion card:

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Categorizing applications

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

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

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

When you have an expansion card properly seated in the expansion card slot, the expansion card name appears as the last item in the category pick list. You can assign applications to the expansion card, but you cannot otherwise categorize applications that reside on an expansion card.

To categorize an application:

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

5. Tap Done.

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Changing the Applications Launcher display

To display applications by category:

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

• Tap the pick list in the upper-right corner of the screen, and select the category you want to display.
  
• Press and hold Select on the navigator to open the category list, press Up or Down on the navigator to highlight a category, and then press Select on the navigator to view that category.
  

Changing the Applications Launcher display

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

To change the Applications Launcher display:

To open the Applications Launcher to the last opened category:

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Copying applications to or from an expansion card

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

To copy an application to an expansion card:

NOTE If you view your applications on the card using a Card Reader on your Windows or Mac computer, the actual file names may differ from those displayed in the Applications Launcher.

To copy an application from an expansion card:

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Selecting copy settings

3. Select Copy on the App menu.

Selecting copy settings

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

• How applications are sorted and listed
  
• Whether to copy only the application or both the application and its data files
  

To select copy settings:

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

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NOTE The Sort By setting is in effect each time you use the copy feature. Each time you want to copy an application only, you must select the Copy Applications Only check box.

Using menus

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

The menus of each application are illustrated in the chapter that discusses that application.

To open the menu bar:

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

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Choosing a menu

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

To select a menu command with the stylus:

TIP After you open the menu bar, you can also press Right and Left on the navigator to select a menu, press Down on the navigator to select the command you want to use, and then press Select on the navigator to run the command.

Graffiti 2 menu commands

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

Menu commands

Command letters

When you draw the Command stroke anywhere in the Graffiti 2 area, the Command toolbar appears just above the Graffiti 2 writing area to indicate that you are in Command mode.

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The Command toolbar displays context-sensitive menu commands for the active screen. For example, if text is selected, the menu icons displayed may be Undo, Cut, Copy, and Paste. Tap an icon to select the command, or immediately write the corresponding command letter for an appropriate command in the Graffiti 2 writing area.

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

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

Choosing application preferences

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

To change preferences for an application:

NOTE Not all applications have a Preferences command.

Performing common tasks

The tasks described in this section use the term records to refer to an individual item in any of the applications: a single Date Book event, Address Book entry, To Do List item, Note Pad note, Palm™ Photos photo, voice memo, Memo Pad memo, SMS message, Palm™ Web Browser Pro page, or Expense item.

Creating records

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

In SMS, you use a different procedure to create a message. For more information, see “Creating messages” in Chapter 15.

In Palm Web Browser Pro, you can either save a web page or bookmark it so you can return to it later. For more information, see Chapter 19.

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Performing common tasks

To create a record:

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

Editing records

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

• A blinking cursor
  
• One or more dotted edit lines
  

Blinking cursor

NOTE In Note Pad you can write anywhere on the screen. Therefore, you will not see an edit line or blinking cursor unless the cursor is in the title line.

Entering text

For information on how to enter text using Graffiti 2 writing, the onscreen keyboard, or the keyboard attached to your computer, see Chapter 3. For information on entering text in Note Pad, see “Creating a note” in Chapter 12.

Using the Edit menu

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

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To select text in an application:

NOTE You can also double-tap to select a word, or triple-tap to select a line of text. You can also drag across the text to select additional words, or drag down to select a group of lines.

The following commands may appear in an Edit menu:

Undo

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

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

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

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

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

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

Cut

Copy

Paste

Select All

Keyboard

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

Deleting records

To delete a record:

Date Book: Delete Event

Address Book: Delete Address

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Performing common tasks

To Do List: Delete Item

Note Pad: Delete Note

Voice Memo: Delete V Memo

Palm Photos: Delete Photo

Memo Pad: Delete Memo

Expense: Delete Item

In SMS, the delete command is available when you have a message open. In Palm Web Browser Pro, the delete command is available from the View Saved Pages dialog box.

A confirmation dialog box appears. If you want to save a copy of the deleted item to an archive file in Palm Desktop software, be sure that the check box is selected. If you don’t want to save a copy, tap the check box to deselect it.

The archive option is not available in Note Pad, Palm Photos, Palm Web Browser Pro, and Voice Memo. In SMS, you must tap Archive in the Message menu to archive a message.

4. Tap OK.

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

To delete a record with alternate methods:

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

NOTE When deleting a repeating event in Date Book, you can choose to delete the current repeating event, current and future events, or all instances of that event.

• In Palm Photos, you can select and delete multiple photos at the same time. See “Deleting photos” in Chapter 13 for details.
  
• In Note Pad and Voice Memo, open the note or voice memo you want to delete, and then tap Delete.
  
• In Palm Web Browser Pro, you can delete your list of bookmarked pages or clear the history list of the web pages you’ve visited. You can also clear the cache of web pages stored on your handheld so you can view them without accessing the Internet again. See Chapter 19 for details.
  
• In SMS, tap Empty Trash on the Message menu to permanently delete messages in the Trash category.
  

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Purging records

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

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

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

In Palm Web Browser Pro, you can purge stored web pages by clearing the cache. See “Changing the size and content of the cache” in Chapter 19.

To purge records:

Date Book, To Do List: If you want to save a copy of the purged records to an archive file on your desktop, be sure that the check box is selected. If you don’t want to save a copy, tap the check box to deselect it.

Expense: Select the category you want to purge. All data in the selected category will be purged and there is no archive option.

4. Tap OK, or in Expense, tap Purge.

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

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

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Categorizing records

You can categorize records in the Address Book, To Do List, Note Pad, Voice Memo, Memo Pad, and Expense applications so that they are grouped logically into categories and are easy to review. In Palm Photos, categories are called albums. As we refer to categories throughout this section, we are also referring to albums unless otherwise noted.

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

When you have an expansion card properly seated in the expansion card slot, the last item in the category pick list becomes the name of the expansion card. You cannot otherwise categorize applications that reside on an expansion card. The expansion card serves as its own category. To further categorize records, the records must reside on your handheld.

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

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

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

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

Palm Photos contains three user-defined albums—Vacation, Friends, and Family—that you can use to organize your photos.

Palm Web Browser Pro allows you to save web pages and bookmarks in categories. See Chapter 19 for details.

SMS has set categories you can place messages in: Outbox, Inbox, Trash, Archive, and Draft.

The illustrations in this section come from Address Book, but you can use these procedures in all the applications in which categories are available. The only exception is that the steps for moving photos into albums is slightly different. See “Filing photos in albums” in Chapter 13 for details.

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To move a record into a category:

NOTE In Address Book, Note Pad, Voice Memo, and Memo Pad you can select the category name in the upper-right corner of the screen to assign the item to a different category.

To display a category of records:

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

Tap here

NOTE In the Date Book Agenda view, the pick list is in the upper right of the To Do list.

TIP Pressing an application button on your handheld scrolls through all the categories of that application except for Unfiled. This feature is not available in Date Book.

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To define a new category:

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

Tap here

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

5. Tap OK.

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

To rename a category:

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

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

Finding information

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

• All applications that reside on your handheld: Find locates any text that you specify, always starting with the current application. However, Find does not search through applications on expansion cards.
  
• Date Book, To Do List, Memo Pad, SMS: Phone Lookup displays the Address list screen and enables you to add to a record the information that appears in this list.
  
• Address Book: The Look Up line enables you to scroll immediately to a name when you enter the first letters of that name. For more information, see “Looking up Address Book records” next.
  

You can also use Quick Connect and Tap-to-Connect in Address Book to dial a phone number listed in an Address Book record or to create an e-mail message addressed to an Address Book contact. For more information, see “Making connections from Address Book” in Chapter 5.

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Performing common tasks

Looking up Address Book records

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

To look up an Address Book record with the navigator:

The list scrolls to the first entry that begins with that letter.

3. Press Right on the navigator to move to the next letter box.

The Quick Look Up line displays only letters that are a possible match for that position. For example, in the screen shown here, if you enter c in the first box, only the letters a, h, and o appear in the second box.

If there is only one possible match for a particular position, the highlight jumps to the next position.

The list then scrolls to the first entry that starts with those two letters. For example, selecting s scrolls to “Sands,” and selecting sm scrolls further to “Smith.” If you sort the list by company name, the Quick Look Up feature scrolls to the matches for the company name.

TIP If there is only one possible match for the letters you selected, the contents of the record automatically display.

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To look up an Address Book record with the stylus:

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

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

2. Tap the record to view its contents.

Using Find

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

To use Find:

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

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

4. Tap the text that you want to review.

Using Phone Lookup

Phone Lookup displays the Address list screen. You can add to a record the information that appears in this list.

To use Phone Lookup:

5. Tap Add.

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

Using Graffiti 2 commands with Phone Lookup

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

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

Looking up names to add to Expense records

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

To add names to an Expense record:

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3. Tap Who.

Sorting lists of records

You can sort lists of records in various ways, depending on the application. Sorting is available in applications that have list screens: Address Book, To Do List, Note Pad, Voice Memo, Memo Pad, and Expense. You can also sort photos in Palm Photo. See “Sorting photos in List view” in Chapter 13 for details.

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

To sort records in To Do List and Expense:

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

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3. Select Options, and then select Preferences.

Address Book

Note Pad

Voice Memo

Memo Pad

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

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

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Performing common tasks

Attaching notes

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

To attach a note to a record:

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

Note icon

To review or edit a note:

TIP In Date Book, you can also highlight the event that contains the note, press Select on the navigator to open the note, and then press Select on the navigator again to close the note.

To delete a note:

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Choosing fonts

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

To change the font style:

Tap here for small font

5. Tap OK.

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Receiving alerts

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

Receiving alerts on your handheld

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

• An appointment set in Date Book
  
• A note created in Note Pad
  
• A voice memo created in Voice Memo
  
• An alarm set in World Clock
  

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

To respond to alerts, do one of the following:

• Select an item’s check box to clear the item.
  
• Tap an item (either the icon or the text description) to open the application where the alarm was set. The application opens to the entry associated with the alarm.
  
• Tap Done to close the reminder list and return to the current screen. An attention indicator will blink in the upper-left corner of the screen; tap it to view the alert list again.
  
• Tap Snooze to see the list again in five minutes.
  If you tap Done or Snooze and view the reminder list later, the current time appears in the Reminder bar and the original alert time appears with each list item.
  
• Tap Clear All to dismiss all alerts in the list.
  

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Receiving alerts from Palm Desktop software

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

To enable an event alert from Palm Desktop software:

Hiding or masking private records

You can use Security Preferences to set a password and select whether to mask your private records or hide them completely. See “Hiding or masking your private records automatically” in Chapter 22 for details.

Installing and removing applications

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

Installing files and add-on applications

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

You can also install other files that are associated with an application on your handheld, such as Microsoft Office documents, photos, or audio files. Files that are not associated with an application on your handheld may not be installed during a HotSync operation.

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

• Palm OS® file types, including PRC and PDB
  
• Image files, including BMP and JPG
  
• Microsoft Office files, such as Word, Excel, and PowerPoint documents.
  

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NOTE To install some software, you may need to download files from the Internet to your computer. Check the Software Essentials CD for details.

There are a variety of third-party applications available for your handheld. To learn more about these applications, go to the web site: www.palm.com/intl.

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

Installing applications and files on a Windows computer

Palm Quick Install makes it easy to install applications and files during the next HotSync operation. You can even install compatible files directly from a Zip file. Depending on the file type, Palm Quick Install determines whether to install the files on your handheld or on an expansion card.

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

• Drag and drop files onto the Palm Quick Install icon on the Windows desktop.
  
• Drag and drop files onto the Palm Quick Install window.
  
• Use the commands or buttons in the Palm Quick Install window.
  
• Right-click a file and send it to Palm Quick Install.
  

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

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

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Palm Quick Install displays a confirmation dialog box that shows whether the files will be installed on your handheld or on an expansion card, and you can choose the user name to which the files will be installed.

NOTE Files that remain in the list after you perform a HotSync operation were not installed. This can happen if your handheld is too full to install the file or if the file type was not recognized during the HotSync operation. If files are unrecognized, try launching the associated application from your handheld and then performing another HotSync operation. If the files still remain in the list, they are not associated with an application on your handheld and cannot be installed. Expansion cards may also hold files that are not Palm application files.

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

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

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

User drop-down list

Status bar

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

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

NOTE Files that remain in the list after you perform a HotSync operation were not installed. This can happen if your handheld is too full to install the file or if the file type was not recognized during the HotSync operation. If files are unrecognized, try launching the associated application from your handheld and then performing another HotSync operation. If the files still remain in the list, they are not associated with an application on your handheld and cannot be installed. Expansion cards may also hold files that are not Palm application files.

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

Palm Quick Install tips

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

• Audio files are automatically placed in the expansion card file list. If you attempt to place audio files in the handheld file list, a No symbol appears.
  
• By default, video files are placed in the expansion card file list. If you prefer to store these files on your handheld you can move them to the handheld file list.
  
• When you drag and drop a folder, Palm Quick Install looks at files in the first level of subfolders only; it does not look at folders nested inside the subfolders.
  

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• To install files in a different location, start Palm Quick Install and drag the files to a different file list.
  
• You can also access the Palm Quick Install window by clicking Quick Install on the Palm Desktop Launch bar.
  

Installing applications and files on a Mac computer

The Install Tool makes it easy to install applications and files during a HotSync operation. You can specify whether to install the files on your handheld or on an expansion card.

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

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5. Click Add To List.

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

TIP You can also drag files or folders of files to the list in the Install Handheld Files dialog box. The files are copied to the Files To Install folder.

NOTE Files that remain in the list after you perform a HotSync operation were not installed. This can happen if the file type was not recognized during the HotSync operation. Expansion cards may hold applications that use files other than the Palm application files. For your handheld to recognize such a file, you must first launch the associated application at least once.

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Removing applications

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

To remove an add-on application:

Removing Palm Desktop software

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

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

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IMPORTANT If you remove Palm Desktop software, you also remove the HotSync Manager synchronization software and can no longer synchronize with your computer. If you want to synchronize data with another personal information manager (PIM), you need to install HotSync Manager from the Desktop Software CD-ROM after you remove Palm Desktop software. During the installation, select the Custom option and then choose to install only HotSync Manager.

NOTE You may need to modify the steps shown here to accommodate the version of the operating system installed on your computer.

To remove Palm Desktop software from a Windows computer:

To remove Palm Desktop software from a Mac computer:

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Using Address Book

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

• Quickly look up or enter names, addresses, phone numbers, and other information. See “Finding information” in Chapter 4 for details.
  
• Enter up to five phone numbers (home, work, mobile, fax, and so on) or e-mail addresses for each name.
  
• Dial a phone number and send an e-mail or SMS message directly from Address Book using the Quick Connect feature. See “Making connections from Address Book” later in this chapter.
  
• Define which phone number appears in the Address list for each Address Book entry.
  
• Attach a note to each Address Book entry, in which you can enter additional information about the entry.
  
• Assign Address Book entries to categories so that you can organize and view entries in logical groups.
  
• Create your own digital business card that you can beam or send to other devices with an application that can read the data.
  

To open Address Book:

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TIP Press the Address Book application button repeatedly to cycle through the categories in which you have records. You can also press and hold the Address Book application button to instantly beam your business card to another device with an IR port. The receiving device must also have an application that can read the Address Book data.

Creating an Address Book entry

A record in Address Book is called an entry. You can create entries on your handheld, or you can use Palm™ Desktop software or Microsoft Outlook to create entries on your computer and then transfer the entries to your handheld with your next HotSync® operation.

Palm Desktop software also has data import capabilities so that you can load database files into Address Book on your handheld.

See “Importing data” in Chapter 3 and Palm Desktop online Help for more information.

To create a new Address Book entry:

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

display the Address list.

2. Tap New.

Tap New

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Creating an Address Book entry

TIP To create an entry that always appears at the top of the Address list, begin the Last name or Company field with a symbol, as in *If Found Call*. This entry can contain contact information in case you lose your handheld.

TIP To attach a note to an entry and work with attached notes, see “Attaching notes” in Chapter 4.

Selecting types of phone numbers

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

To select other types of phone numbers in an entry:

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

4. Select a new label.

Changing Address Entry details

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

To open the Address Entry Details dialog box:

4. Select any of the following settings:

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Creating an Address Book entry

Making connections from Address Book

You can use the entries in your Address Book to launch applications that perform tasks such as dialing a phone number or creating an e-mail or SMS message. Some of the applications you can launch are included on your handheld, others on the Software Essentials CD-ROM that comes with your handheld, and yet others may be available from third-party developers and are sold separately. Most of these applications require a Global System for Mobile Communications (GSM) phone or an optional modem accessory that is compatible with your handheld (mobile phone and modem accessory sold separately).

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

Quick Connect

You can use Quick Connect to select an entry and initiate a related task with one hand, using the navigator. You can also configure which application opens when you choose a specific Address record field, and whether to add a prefix to all phone numbers.

To use Quick Connect from an Address entry:

TIP You can also tap the Quick Connect icon in the title bar of the Address record.

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To use Quick Connect from the Address list:

To configure Quick Connect settings:

1. From the Quick Connect dialog box, tap Settings.

Tap-to-Connect

With Tap-to-Connect you can select an entry and initiate a related task by tapping it with the stylus. By default, Tap-to-Connect is not enabled.

To enable Tap-to-Connect:

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Creating an Address Book entry

TIP You can also configure which application opens when you tap a specific Address record field, and whether to add a prefix to all phone numbers. See “Quick Connect” earlier in this chapter to learn how to configure these settings.

To make a connection with Tap-to-Connect:

For example, you might want to add an area code, a “1,” or a country code before a phone number.

Using Address Book menus

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

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

The Record and Options menus differ depending on whether you’re displaying the Address list screen or the Address view screen.

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Record menus

Address list

Address view

Duplicate Address

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

Opens the Quick Connect dialog box, where you can choose which application you want to use to make the connection.

Connect

Send Category Opens a dialog box where you can choose how you want to send all records in the selected category to another device. The options available depend on the software installed on your handheld.

Send Address

Opens a dialog box where you can choose how you want to send the selected entry to another device. The options available depend on the software installed on your handheld.

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Options menus

Address list

Address Edit view

Preferences

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

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

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

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

Rename Custom Fields

About Address Book

Shows version information for Address Book.

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CHAPTER 6

Using Calculator

Calculator enables you to perform basic calculations. Use Calculator to do the following:

• Perform addition, subtraction, multiplication, division, and square root operations.
  
• Store and retrieve values.
  
• Display the last series of calculations, which is useful for confirming a series of “chain” calculations.
  

To open Calculator:

1. Tap the Home icon .

2. Tap the Calculator icon

Performing calculations

The Calculator includes several buttons to help you perform calculations.

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

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

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

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

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

Clears any value that is stored in the Calculator memory.

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

Viewing Recent Calculations

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

To display recent calculations:

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

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Using Calculator menus

Using Calculator menus

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

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

Options menu

About Calculator Shows version information for Calculator.

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CHAPTER 7

Using Card Info

Card Info enables you to review general information about an expansion card. Use Card Info to do the following:

• Review card contents.
  
• Rename a card.
  
• Format a card.
  

Reviewing Card Information

You can view the card name, type, available storage space, and a summary of its contents.

To review Card Information:

1. Tap the Home icon .

2. Tap the Card Info icon

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Renaming a card

The expansion card name appears in the Category pick list and in other lists that enable you to choose where to store information on your handheld. You can assign a name to each expansion card that indicates its contents.

To rename a card:

1. Tap the Home icon .

2. Tap the Card Info icon

6. Tap Rename.

Formatting a card

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

To format a card:

1. Tap the Home icon .

2. Tap the Card Info icon

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Managing expansion cards

Managing expansion cards

• When writing data to an expansion card, wait for your handheld to complete the operation before removing the card from the slot. This prevents data corruption or accidental damage to the expansion card.
  
• You can install applications to an expansion card after performing an initial HotSync® operation. See “Installing files and add-on applications” in Chapter 4 for information. For optimal performance, we recommend that you do not install more than fifty applications to a single expansion card.
  
• Reading and writing information on an expansion card uses more battery power than performing the same task on your handheld. If you have ample storage space on your handheld, consider copying the information to your handheld.
  

NOTE You must store and access MP3 files from an expansion card.

Using Card Info menus

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

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

Card menu

Help Provides help text.

About Card Info Shows version information for Card Info.

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CHAPTER 8

Using Date Book

Date Book enables you to quickly and easily schedule appointments or any kind of activity associated with a time and date. Use Date Book to do the following:

• Display an agenda showing appointments, untimed events, and your To Do items for the day.
  
• Enter a description of your appointment, and assign it to a specific time and date.
  
• Display a chart of your appointments for an entire week. The Week View makes it easy to spot available times and potential scheduling overlaps or conflicts.
  
• Display a monthly calendar to quickly spot days where you have morning, lunch, or afternoon appointments.
  
• Set an alarm to notify you of the scheduled activity.
  
• Create reminders for events that are based on a particular date, rather than on time of day. Birthdays and anniversaries are easy to track with your handheld.
  
• Attach notes to individual events for a description or clarification of the entry in your Date Book.
  

To open Date Book:

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

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

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Scheduling an event

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

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

It’s possible to schedule events that overlap, but Date Book makes it easy to find such conflicts. See “Spotting event conflicts” later in this chapter.

You can also schedule events in your Date Book that occur on a particular date but have no specific start or end times, such as birthdays, holidays, and anniversaries. These are referred to as “untimed events.” Untimed events appear at the top of the list of times, marked with a diamond. You can have more than one untimed event on a particular date.

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

To schedule an event for the current day:

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

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Scheduling an event

TIP You can also use the Graffiti® 2 writing area to open the Set Time dialog box. Make sure that no event is selected, and then on the number side of the Graffiti 2 writing area, write a number for the start time of the event.

Start Time

Tap to scroll to earlier hours

Tap to change hours

Tap to change minutes

Tap to scroll to later hours

If two or more events have the same start and end time, the time appears only once.

To schedule an event for another day:

      select a day of current week

– Press Right or Left on the navigator to scroll to the next or previous day.

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• Press Up or Down on the navigator to scroll within the current day.
  
• Tap Go To at the bottom of the screen to open the Go to Date dialog box. Select a date by tapping a year, month, and day in the calendar.
  

Tap to select a month

Tap to select a day

Tap to select current date

To schedule an untimed event:

TIP You can also create a new untimed event by making sure no event is selected and then writing letters in the Graffiti 2 writing area.

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Selecting an event

4. Enter a description of the event.

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

If you create an event and decide later that there is no particular start or end time, you can easily change it to an untimed event. Tap the time of the event in the Date Book screen, tap No Time, and then tap OK.

TIP To attach a note to an entry and work with attached notes, see “Attaching notes” in Chapter 4.

Selecting an event

After you create an event, you can select an event to view its contents, reschedule it, make it a repeating event, and add alarms or notes.

To select an event:

TIP You can also press Select on the navigator to insert the highlight on the next event in the current day or on the first event of another day. To scroll through the events in the selected day, press Up and Down on the navigator.

Rescheduling an event

You can easily make changes to your schedule with your handheld.

To reschedule an event:

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Setting an alarm for an event

The Alarm setting enables you to set an alarm for events in your Date Book. You can set an alarm to notify you minutes, hours, or days before an event. The default Alarm setting is 5 minutes before the time of the event, but you can change this to any number of minutes, hours, or days.

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

To set an alarm for an event:

Enter number of time units here

Tap here to select unit of time

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Scheduling repeating or continuous events

Alarm for untimed events: You can set a silent alarm for an untimed event. In this case the alarm is triggered at the specified period of minutes, hours, or days before midnight (beginning) of the day of the untimed event. When the alarm is triggered, the reminder list displays the alarm message until you clear it. See “Receiving alerts” in Chapter 4 for details.

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

Scheduling repeating or continuous events

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

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

A business trip or a vacation is an example of a continuous event.

To schedule a repeating or continuous event:

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

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

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

Changing repeating or continuous events

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

To delete repeating events:

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Changing the Date Book view

Considerations for repeating or continuous events

Keep the following points in mind:

• If you change the start date of a repeating event, your handheld calculates the number of days you moved the event. Your handheld then automatically changes the end date to maintain the duration of the repeating event.
  
• If you change the repeat interval of a repeating event (such as from daily to weekly) previous occurrences of that event are not changed, and your handheld creates a new repeating event.
  
• If you change the date of an occurrence of a repeating event (such as from January 14 to January 15) and apply the change to all occurrences, the new date becomes the start date of the repeating event. Your handheld adjusts the end date to maintain the duration of the event. If you apply the change to current and future occurrences, past occurrences are not changed.
  
• If you change other settings of a repeating event (such as time, alarm, private) and apply the change to all occurrences, your handheld creates a new event. The start date of this new event is the day on which the setting is changed.
  
• If you apply a change to a single occurrence of a repeating event (such as time),
  

that occurrence no longer shows the Repeat icon .

Changing the Date Book view

In addition to displaying the time list for a specific day, you can also display a whole week, a month, or an agenda.

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

• Press the Date Book application button repeatedly to display the next view.
  
• Tap the appropriate view icon in the lower-left corner of Date Book.
  

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Working in Week View

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

To display the Week View:

1. Tap the Week View icon.

The Week View also shows untimed events and events that are before and after the range of times shown. Continuous events appear in green with the Repeat icon .

Previous

Next week

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

Event details

Tap to show event details

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Keep the following points in mind:

• To reschedule an event, tap and drag the event to a different time or day.
  
• Tap a blank time on any day to move to that day and select that time for a new event.
  
• Tap any day or date that appears at the top of the Week View to move directly to that day without selecting an event.
  
• Press Right and Left on the navigator to scroll to the next or previous week.
  
• Press Select on the navigator to insert the highlight, and then press Right and Left to select a day within the selected week. To view the events on the selected day, press Select on the navigator again.
  
• The Week View shows the time span defined by the Start Time and End Time in the Date Book Preferences settings. If you have an event before or after this time span, a bar appears at the top or bottom of that day’s column. Use the onscreen scroll arrows to scroll to the event, or press Up and Down on the navigator to scroll to earlier and later time slots within the selected week.
  

Working in Month View

The Month View screen shows which days have events scheduled. Lines in the Month View indicate events and repeating events. Diamonds indicate untimed events, and green dashed lines with a Repeat icon indicate continuous events.

You can control the types of events that appear in the Month View. See “Display Options” later in this chapter.

Keep the following points in mind:

• Tap a day in the Month View to display that day in the Day View.
  
• Tap the scroll arrows in the upper-right corner, or press Left or Right on the navigator to move forward or backward a month.
  
• Press Select on the navigator to insert the highlight, and then press Left or Right on the navigator to scroll to a specific day. Press Select on the navigator to display that day in the Day View.
  

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Working in Agenda View

The Agenda View shows you your untimed events, appointments, and To Do items in one screen. When you tap on an untimed event or appointment in the Agenda View, the Day View appears so that you can see more detailed information about the event. You can tap the check box next to a To Do item to mark it as completed. When you tap a To Do item, your To Do list appears. To return to the Agenda View, press the Date Book button.

NOTE Which To Do items appear and how you can change them depend on the settings in your To Do Preferences. See “Setting To Do Preferences” in Chapter 16 for more information.

To display the Agenda View:

1. Tap the Agenda View icon.

TIP You can also press Up and Down on the navigator to scroll through the events on the selected day, or press Right or Left on the navigator to scroll to the next or previous day.

Day with appointments

Same day without appointments

NOTE You can also change the category of To Do items shown. Tap the pick list to select another category. See Chapter 16 for more information on working with To Do items.

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Spotting event conflicts

Spotting event conflicts

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

An event conflict (time overlap) appears in the Week View as overlapping bars. The first event created appears as a gray bar, and any subsequent conflicting events appear as a single red bar. The Day View displays overlapping red brackets to the left of the conflicting times. The Month View displays conflicting appointments in red.

Using Date Book menus

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

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

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Record menu

Purge Opens a dialog where you can choose which old events to purge from your handheld and whether you want to archive purged events on your computer.

Send Event

Opens a dialog where you can choose how you want to send the selected event to another device. The options available depend on the software installed on your handheld.

Options menu

Display Options

Opens the Display Options dialog box where you can change the appearance of Date Book’s Day View and control which type of events appear in Month View.

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Show Time Bars

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

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

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

Compress Day View

Month View settings

Preferences

Opens the Preferences dialog box where you can customize Date Book’s default time display and alarm settings.

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

Shows version information for Date Book.

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CHAPTER 9

Using Palm™ Dialer

Palm™ Dialer is a fast and simple way to use your handheld to dial a telephone number on your mobile phone. The Palm Dialer also allows you to speed dial frequently called numbers and log recently called numbers.

Dialer is a good way to dial phone numbers that are not listed in Address Book. To dial numbers in Address Book, use Quick Connect. For more information, see “Making connections from Address Book” in Chapter 5.

IMPORTANT Your mobile phone plan must be a Global System for Mobile Communications (GSM) phone to use Palm Dialer.

To open Palm Dialer:

TIP The Buttons Preferences screen enables you to assign Palm Dialer to the Favorite icon or to one of the application buttons on the front of the handheld. For more information, see “Buttons Preferences” in Chapter 22. Once Palm Dialer is assigned, pressing the icon or button opens the Palm Dialer application at the Speed Dial screen (see “Dialing a speed dial entry” later in this chapter).

Configuring phone preferences and connecting to your mobile phone

You need to configure the phone preferences of your handheld and connect your handheld to your mobile phone before you use Palm Dialer.

For more information on configuring your phone preferences, see Chapter 22. For more information on connecting your handheld to your mobile phone, see “Setting up a phone connection” in Chapter 14.

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Dialing a number

Palm Dialer allows you to directly dial a number from your handheld.

To dial a number:

Digits display in the numeric display

Enter phone number and tap Dial

Tap Clear to delete digit from numeric display. Tap and hold to clear entire numeric display

Tap and hold the 0 key to add a + (plus) to the number sequence

Redialing the most recently dialed number

You can quickly redial the most recently dialed number from the Dialer screen.

To redial the most recently dialed number:

1. Tap Dial when the numeric display is empty.

Numeric display is empty

Tap Dial

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Using speed dial

The most recently dialed displays

Tap Dial

Using speed dial

Speed dialing allows you to quickly dial your most commonly used numbers. You can enter up to 10 numbers into the Speed Dial screen.

Adding a speed dial entry

To add a speed dial entry:

1. Tap Speed.

Tap Speed

2. Tap an empty speed dial button.

Tap empty speed dial button

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Entry added to speed dial list

5. Tap Done.

Dialing a speed dial entry

To dial a speed dial entry:

1. Tap Speed.

Tap Speed

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Using speed dial

Tap a speed dial button to dial the number

Editing a speed dial entry

To edit a speed dial entry:

1. Tap Speed.

Tap Speed

Tap Edit

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3. Tap an entry.

Tap an entry

4. Edit the entry and tap OK.

Dialing a number from the Call History list

Palm Dialer keeps a list of 11 of the most recently dialed numbers. If the number is a speed dial entry, the name from the speed dial entry appears in the Call History list.

You can dial a number using the Call History list.

To dial a number from the Call History list:

1. Tap History.

Tap History

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Dialing a number from the Call History list

2. Tap an entry from the list.

The selected number displays

Tap Dial

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CHAPTER 10

Using Expense

Expense enables you to keep track of your expenses and then transfer the information to a spreadsheet on your computer. In Expense you can do the following:

• Record dates, types of expenses, amount spent, payment method, and other details associated with any money that you spend.
  
• Assign expense items to categories so that you can organize and view them in logical groups.
  
• Keep track of vendors (companies) and people involved with each expense.
  
• Log miles traveled for a particular date or expense category.
  
• Sort your expenses by date or expense type.
  
• Send or export your expense information to popular computer applications, such as Microsoft Excel or Microsoft Word, using Palm™ Desktop software and HotSync® technology on a Windows computer.
  

To open Expense:

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Adding expense items

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

To add an expense item:

1. Tap New.

of

TIP You can also create a new Expense item by writing on the number side of the Graffiti® 2 writing area while in the Expense list screen. The first number you write begins the amount of your new Expense item.

TIP Another quick way to create a new Expense item is to make sure that no Expense item is selected in the Expense list, write the first letter(s) of the expense type, and then write the numerical amount of the Expense item. This technique takes advantage of the automatic fill feature. See “Options menu” later in this chapter for details.

TIP To attach a note to an entry and work with attached notes, see “Attaching notes” in Chapter 4.

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Adding expense items

Changing the date of an Expense item

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

To change the date of an Expense item:

3. Tap the new date.

Entering receipt details

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

To open the Receipt Details dialog box:

3. Select any of the following options:

Category

Type

Opens a pick list of system and user-defined categories. See “Categorizing records” in Chapter 4 for more information.

Opens a pick list of expense types.

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Payment

Enables you to choose the payment method for the Expense item. If the item is prepaid (such as airline tickets supplied by your company), you can choose Prepaid to place your expense in the appropriate company-paid cell of your printed expense report.

Enables you to choose the type of currency used to pay the Expense item. The default currency unit is defined in the Preferences dialog box. You can also display up to four other common types of currency. See “Customizing the Currency pick list” later in this chapter for more information.

Enables you to record the name of the vendor (usually a company) associated with the expense and the city where the expense was incurred. For example, a business lunch might be at Rosie’s Cafe in San Francisco.

Currency

Vendor and City

Attendees See “Looking up names to add to Expense records” in Chapter 4 for more information.

4. Tap OK.

Customizing the Currency pick list

You can select the currencies and symbols that appear in the Currency pick list.

To customize the Currency pick list:

Tap Edit currencies

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Customizing the Currency pick list

Changing the default currency

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

To change your default currency:

6. Tap OK.

Defining a custom currency symbol

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

To define a custom currency symbol:

Tap a Country box

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

Setting Show Options

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

To open the Show Options dialog box:

Sort by

Enables you to sort expense items by date or type.

Distance Enables you to display Mileage entries in miles or kilometers.

Show currency Shows or hides the currency symbol in the Expense list.

3. Tap OK.

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Working with Expense data on your computer

Working with Expense data on your computer

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

• Add, modify, and delete your Expense data.
  
• Organize your Expense data by category, amount, date, type, or notes.
  
• View Expense data in various formats: List, Large Icons, or Small Icons.
  
• Record individual expenses in various currencies and display the total in one selected currency type.
  
• Print Expense reports.
  
• Transfer Expense data to other applications, such as Microsoft Excel, using the Send command or Export command, and import data in popular file formats.
  

Displaying the euro on your computer

When you perform a HotSync operation, the euro symbol is transferred to Palm Desktop software like any other piece of data on your handheld. The symbol appears in Palm Desktop software, however, only if you are using fonts that support the euro symbol.

These fonts are part of the operating system on your computer. They do not reside with your Desktop application, and they are not produced by Palm, Inc. For more information, refer to the documentation that accompanies your desktop computer’s operating system.

Printing the euro

Even with operating system support, problems may arise when you print documents that contain the euro. When a font is present on both the printer and the computer, the printer font is used by default to increase printing speed. If the printer font does not include the euro, a box is printed instead of the euro symbol.

You can work around this problem by transferring the expense data to another application and inserting a bitmap image of the euro into the document in the appropriate places, or by not using the printer’s built-in fonts (if allowed).

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Using Expense menus

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

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

Record menu

Options menu

Preferences

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

Use automatic fill. Enables you to select an expense type by writing the first letter of an expense type in the Graffiti 2 writing area. For example, if you write the letter T, it enters the “Taxi” expense type. Writing T and then E enters “Telephone” which is the first expense type beginning with the letters TE.

About Expense Shows version information for Expense.

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Using Memo Pad

Memo Pad provides you with a place to take notes that are not associated with records in Date Book, Address Book, or To Do List. The number of memos you can store depends only on the memory available on your handheld. Use Memo Pad to do the following:

• Use Graffiti® 2 characters to store memos, lists, or any other text message on your handheld.
  
• Send memos to popular computer applications like Microsoft Word when you synchronize using Palm™ Desktop software and HotSync® technology.
  
• Assign memos to categories so that you can organize and view them in logical groups.
  
• Write down phone numbers and other types of information that you can later copy and paste into other applications.
  

To open Memo Pad:

Creating memos

A record in Memo Pad is called a memo. You can assign memos to categories and mark them private as described in Chapter 4. This section covers how to create a memo.

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To create a new memo:

TIP In the Memo list screen, you can also begin writing in the Graffiti 2 writing area to create a new memo. The first letter is automatically capitalized and begins your new memo.

Reviewing memos

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

To review a memo:

Select a memo to review

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Using Memo Pad menus

Using Memo Pad menus

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

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

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

Record menus

Memo list

Memo screen

Send Category

Opens a dialog box where you can choose how you want to send all records in the selected category to another device. The options available depend on the software installed on your handheld.

Opens a dialog box where you can choose how you want to send the selected memo to another device. The options available depend on the software installed on your handheld.

Send Memo

Options menus

Memo list

Memo screen

Preferences

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

About Memo Pad Shows version information for Memo Pad.

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CHAPTER 12

Using Note Pad

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

• Take notes, draw a sketch, or write any kind of message directly on your handheld screen. Later, you can enter this information into other applications.
  
• Set an alarm to use your notes as reminder messages.
  
• Assign notes to categories so that you can organize and view them in logical groups.
  
• Exchange notes with other devices that have Note Pad 2.x installed and that use SMS or Bluetooth™ technology.
  
• Use Palm™ Desktop software and HotSync® technology to copy and paste notes into popular computer applications like Microsoft Word, or to send notes as e-mail attachments.
  

To open Note Pad:

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

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Creating a note

A record in Note Pad is called a note. You can assign notes to categories and mark them private as described in Chapter 4. This section covers how to create a note.

To create a new note:

1. Tap New.

Enter title here

Write information here

Pen selector

Eraser

To clear the screen:

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Reviewing notes

Reviewing notes

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

To review a note:

Tap arrows to scroll to next and previous notes

Select a note to view

Changing Note Pad color settings

By default, your notes appear with a white “paper” background, and the ink from the pen is blue. You can change the color of both the paper and the ink from the pen. Your color selections apply to all your notes. You cannot change the color settings for individual notes.

To set the colors:

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3. Tap Color.

Setting an alarm for a note

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

To set an alarm for a note:

Tap here to select year

Tap here to select month

Tap here to select date

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Setting an alarm for a note

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

Tap here to select minutes

Tap here to select hour

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Using Note Pad menus

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

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

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

Record menu

Note Pad list

Note screen

Send Category Opens a dialog box where you can choose how you want to send all records in the selected category to another device. The options available depend on the software installed on your handheld.

Send Note

Opens a dialog box where you can choose how you want to send the selected note to another device. The options available depend on the software installed on your handheld.

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

Compatibility

Options menus

Note Pad list

Note screen

Preferences

Displays the Note Pad Preferences dialog box, where you define the pen and paper color, the sort order for notes, and the alarm sound.

Displays the Note Details dialog box, where you assign a category and privacy option for a note.

Details

About Note Pad Shows version information for Note Pad.

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CHAPTER 13

Using Palm™ Photos

Palm™ Photos enables you to view and manage photos on your handheld or on an expansion card. Use Palm Photos to do the following:

• Locate photos quickly with the Thumbnail and List views.
  
• Organize photos into albums.
  
• Play a slide show of your photos.
  
• Sort photos by name or date.
  
• View details for each photo.
  
• Keep track of your thoughts about a photo by entering notes.
  
• Exchange photos with other devices that use infrared or e-mail communication.
  
• Use Palm™ Desktop software and HotSync® technology to transfer photos to your handheld, to copy and paste photos into popular computer applications, and to send photos as e-mail attachments or to other applications.
  

To open Palm Photos:

Palm Photos is available after the first time you HotSync your handheld.

Palm Photos opens to display the most recently viewed screen.

Viewing photos

A record in Palm Photos is called a photo. Photos can be a file that you transfer from your computer, store on an expansion card, or receive from another device.

This section covers how to view, manage, and exchange photos that are stored on your handheld or on an expansion card that is seated in the expansion slot. For information on transferring photos from your computer, see “Installing files and add-on applications” in Chapter 4 and the online Help in Palm Desktop software.

You can use Palm Photos to view the following types of photos:

• JPG files
  
• BMP files
  

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Viewing photos in Thumbnail view

Thumbnail view displays miniature versions of your photos so that you can see several photos on the screen at the same time. Use this view to browse through photos or to locate a photo when you don’t know the name of the photo.

To view photos in Thumbnail view:

Album pick list

Select a photo to view

TIP You can also select a photo with the navigator. Press Select on the navigator to insert the highlight, press Up, Down, Right, or Left to highlight a specific photo, and then press Select to view the photo.

4. Tap anywhere on the screen to return to Thumbnail view.

Viewing photos in List view

List view displays a list of your photos so that you can see the names and dates associated with your photos. Use this view to locate a photo when you know the name or the date the photo was created.

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Viewing photos

To view photos in List view:

Tap and drag divider to resize columns

Album pick list

Select a photo to view

Viewing a slide show

A slide show is a sequential presentation of each of the photos in the current album. You can set the length of time each photo remains on the screen in the Preferences dialog box.

To view a slide show:

Album pick list

Album pick list

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To adjust the delay between photos during a slide show:

Rotating photos

If a photo appears in the wrong orientation, you can rotate the photo.

To rotate a photo:

Viewing photo information

The Photo Details dialog box enables you to view information about a photo and to change the photo name, assign it to an album, add a note about the photo, and delete a photo.

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Organizing photos

To review photo information:

Organizing photos

There are several ways you can organize your photos. You can sort photos in the List view, file photos in albums, and copy photos to an expansion card.

Sorting photos in List view

In List view you can sort photos in ascending or descending order by name or date.

To sort photos in List view:

1. Tap a column heading to sort the photos based on that item.

Tap here to sort by name

Tap here to sort by date

2. Tap the column heading to sort the photos in reverse order.

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Creating an album

The process for creating a new photo album is identical to creating a new category in your other handheld applications.

To create an album:

Filing photos in albums

You can organize the photos on your handheld by filing them into different albums. Since each expansion card is viewed as its own album, you cannot file photos stored on an expansion card in albums.

To file photos in albums:

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Organizing photos

Copying photos

The Copy command enables you to make a copy of a photo on your handheld or on an expansion card. If the photo is currently located on your handheld, it is copied to an expansion card, and vice versa.

When you copy a photo from an expansion card to your handheld, a number is appended to the photo name. If a photo was originally larger than 320 x 320 pixels, then the photo is scaled to a maximum of 320 x 320 pixels and the aspect ratio is maintained.

To copy photos:

TIP You can also select a photo with the navigator. Press Select on the navigator to insert the highlight, press Up, Down, Right, or Left to highlight a specific photo, and then press Select to view the photo.

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Renaming or deleting an album

You can rename or delete any of the albums that you create. You cannot rename or delete the Unfiled album. For information about renaming an expansion card, see “Renaming a card” in Chapter 7.

When you delete an album, all the photos in that album are reassigned to the Unfiled album.

To rename an album:

To delete an album: