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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 
    						
    							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 
    						
    							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 
    						
    							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 
    						
    							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  
    						
    							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 
    						
    							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. 
    						
    							Page 120  Using Your Basic Applications 
    						
    							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.  
    						
    							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.  
    						
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