3Com Palmone VII Organiser Instructions Manual
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Chapter 4 Page 113 3. Select any of the following options: Category: See “Categorizing records” earlier in this chapter. Type: Opens a pick list of expense types. Payment: Lets you choose the payment method used to pay the Expense item. If the item is prepaid (such as airline tickets sup- plied by your company), you can choose Prepaid to place your expense in the appropriate company-paid cell of your printed expense report spreadsheet. See “Transferring your data to Mi- crosoft Excel” later in this chapter for more information. Currency: Enables you to choose the type of currency used to pay the Expense item. The default currency unit is defined in the Preferences dialog (see See “Options menu” later in this chap- ter). You can also display up to four other common types of cur- rency. See “Customizing the Currency pick list” later in this chapter for more information. Vendor and City: Lets you 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 Rosies Cafe (Vendor) in San Francisco (City). Attendees: See “Looking up names to add to expense records” earlier in this chapter. 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: 1. Tap the Currency pick list in the Receipt Details dialog box, and then select Edit currencies. Tap Edit currencies
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Page 114 Using Your Basic Applications 2. Tap each Currency pick list and select the country whose currency you want to display on that line. 3. Tap OK to close the Select Currencies dialog box. 4. Tap OK. Defining a custom currency symbol If the currency you want to use is not in the list of countries, you can create your own custom country and currency symbol. To define a custom currency symbol: 1. Tap the Menu icon . 2. Tap Options, and then tap Custom Currencies. 3. Tap one of the four Country boxes. 4. Enter the name of the country and the symbol that you want to appear in Expense. 5. Tap OK to close the Currency Properties dialog box. 6. Tap OK. Note: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. Tap a Country box
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Chapter 4 Page 115 Show Options Show Options define the sort order and other settings that relate to your Expense items. To open the Show Options dialog box: 1. In the Expense List, tap Show. 2. Select any of the options. Sort by: Enables you to sort expense items by date or type. Distance: Enables you to display Mileage entries in miles or kilo- meters. Show currency: Shows or hides the currency symbol in the Ex- pense List. 3. Tap OK. Transferring your data to Microsoft Excel After you enter your expenses into the Expense application on your organizer, Palm Desktop software enables you to view and print the data with your computer. Note:You need Microsoft Excel version 5.0 (or later) to view and print your Expense data using one of the provided templates. Microsoft Excel is not included with the Palm VII organizer package. The procedures in this section also assume that you have installed Palm Desktop software. See “Palm Desktop organizer software” in Chapter 1 for more information. Creating or printing an expense report You can use Palm Desktop software to view and print your Expense data in a Microsoft Excel spreadsheet. Tap Show
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Page 116 Using Your Basic Applications To create or print an expense report: 1. Perform a HotSync operation to transfer your latest Expense data to your computer. 2. Click Expense in Palm Desktop software to open Microsoft Excel and the Expense Report configuration dialog box. Note:If you launch Expense from the Start menu instead of Palm Desktop software, you must first choose your organizer user name. 3. Click the expense category that you want. Tip:You can press Ctrl+click to select multiple categories. To print the expenses associated with all of your Expense categories, select All in the Categories group. 4. If you want to define an end date for the expense report, enter the date in the End Date box. Note:If you do not specify an end date, all expense entries for the selected categories appear — up to the date of the last HotSync operation. 5. Do one of the following: Click Print to display the expense report in the Print Preview window, and then click Print in the Microsoft Excel window to print your expense report. Click Create to display a Microsoft Excel spreadsheet contain- ing your expense data. Your data appears in Microsoft Excel spreadsheet form. You can enter information, make formatting changes, and save and print the file in the normal manner. Click to select Categories
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Chapter 4 Page 117 Using expense report templates Palm Desktop software includes several expense report templates. When you use one of these templates, you can edit your expense data in Microsoft Excel. The templates have the extension .xlt and are stored in the template folder in the Palm Desktop software directory on your computer. To see what a template looks like before you use it, open the template in Microsoft Excel. For example, the template Sample2.xlt looks like this: If you want to streamline or customize your expense reports, you can change these templates. For example, you can add your company
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Page 118 Using Your Basic Applications name to a template. See Appendix C for information on changing templates. To view your expense data using a Microsoft Excel template: 1. Display your expense data in a Microsoft Excel spreadsheet as described in the previous procedure. 2. Click Options. 3. Enter name, department, and other information as necessary for your expense report. 4. Click the Templates menu; then select an expense template. Note:If you want to create your own custom expense template and have it appear in the Templates menu, see Appendix C for more information. 5. Click OK. 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 1 for information about choosing menu commands. Record menu Choose expense template Enter name and other information
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Chapter 4 Page 119 Options menu Preferences nUse automatic fill: Lets you select an expense type by writing the first letter of an expense type in the Graffiti 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.” nDefault currency: Sets the default currency symbol for Expense. About Expense Shows version information for Expense.
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Chapter 5 Page 121 Chapter 5 Query Applications and the iMessenger™ Application Your organizer is a wireless device Your Palm VII™ organizer is equipped with an internal transmitter and an antenna. These components enable your organizer, like a cellular phone, to use a radio frequency to transmit and receive information over the airwaves. You don’t need a modem or a wired connection to a computer to use your organizer as a wireless device, but you must activate the Palm.Net™ wireless communication service. See “Activating the Palm.Net wireless communication service” in Chapter 1 for more information. After you activate the service, you have access to two wireless features that enhance your ability to stay connected: web clipping and wireless Internet messaging. This chapter describes those features and explains how to use them. Important:Whenever you use the wireless features of your organizer, please observe the guidelines or prohibitions on the use of wireless devices in your current location. For example, when you are on an airplane, do not raise the antenna or use the wireless features at times when the Federal Aviation Administration (FAA) or airline regulations prohibit the use of cellular phones. You can, of course, use all other applications of your organizer in accordance with airline regulations for electronic devices. Web clipping: query applications Web clipping is a fast and simple way to retrieve specific information from the Internet. It is a simple process of query-and-response: You submit a request for specific information from the Internet and tap a button that transmits your request; within seconds, you receive a response.
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Page 122 Query Applications and the iMessenger™ Application Query applications Just as your web browser gives you access to many different web sites, your organizer gives you access to many different “sites” for web clipping — as many as you care to add and your organizer can store. If you have already set up your organizer, you have some already. These “sites” are called query applications. They were created by third- party developers, but you open them and use them just as you would a basic Palm VII application like Address Book. Query applications give you access to a wide spectrum of practical Internet information. Each query application is designed to let you query the Internet for a specific kind of information. For example, the query applications available to you when you set up your organizer and install Palm™ Desktop organizer software give you access to the following kinds of information: traffic and weather conditions; airline, hotel, and restaurant information; locations of automatic teller machines; driving directions; stock market data; movie listings; availability of tickets to local events; business and general news; definitions, spelling, and synonyms of words; and business and residential phone numbers, addresses, and e-mail addresses. Web clipping, not web browsing It’s impractical to browse the Internet from a small handheld computer and look at elaborate, animated, graphics-laden web pages on a screen the size of your organizer’s. As a way to access Internet information, web clipping offers you the following advantages: nConvenience: Because your organizer is a wireless device, you can be walking down the street while accessing the Internet. nFocus: Query applications focus on retrieving small pieces of specific, up-to-date information.