3Com Palmone VII Organiser Instructions Manual

							Chapter 6 Page 183
strings for these fields using an implicit AND; once again, you do not 
need to add the logical connector. Your organizer does that for you.
For example, suppose you want to receive only e-mail items from John 
Smith ([email protected]) or Jack Jones ([email protected]) concerning the 
Apollo Project. You would create the following filter strings:
In the To: field: [email protected], [email protected]
In the Subj: field: Apollo Project
Your organizer interprets this as, “Accept e-mail items about the 
Apollo Project from John Smith or Jack Jones. Do not accept e-mail 
items from other people. Do not accept e-mail items from John or Jack 
about any other subject.”
When you define a string, note that your organizer searches for any 
instance of that sequence of characters. For example, if you create a 
filter that retrieves only e-mail items containing the string “info,” your 
organizer considers “info,” “rainforest” and “kinfolk” appropriate 
matches.
To define a filter string:
1. Tap a header field in the HotSync Options dialog box. 
2. Enter your filter string, using commas or spaces to separate the 
words. Do not add connectors, such as AND or OR, between 
words in a string.
Tap here 
to insert 
cursor 
						

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3. If your string exceeds the length of the field, tap the name of the 
field to display the Notes screen for that header field. For more 
information about header field Notes screens, see “Creating e-mail 
items” earlier in this chapter.
4. Tap Done to return to the HotSync Options dialog box.
5. Tap OK.
High-priority e-mail
The Retrieve All High Priority setting lets you retrieve e-mail items 
marked high-priority, even if those items would have been blocked by 
a defined filter.
To retrieve high-priority e-mail items:
1. Tap the Filter box in the HotSync Options dialog box.
2. Tap the Retrieve All High Priority check box to select it. 
3. Tap OK.
Note:This setting is applicable only if your E-Mail application has 
the capacity to flag high-priority e-mail items.
Tap here 
Tap Done 
to return 
to HotSync 
Options
Enter 
filter data
Tap 
check 
box 
						

							Chapter 6 Page 185
Truncating e-mail items
The Truncate feature lets you set a point at which long e-mail items 
truncate when downloading to your organizer. By default, this 
Truncate value is 4,000 characters. By truncating long messages, you 
reduce the time it takes to synchronize your desktop E-Mail and Mail, 
as well as the amount of storage space e-mail uses on your organizer.
Note:Truncation is separate and independent from filtering.
To truncate e-mail items:
1. Tap Truncate in the HotSync Options dialog box.
2. Tap to select the truncation setting you want.
Tip:If you select the maximum setting, messages can be 8,000 
characters; longer messages are truncated. If you select a 
lower value, you’ll have more room for e-mail items.
3. Tap OK.
Mail menus
Mail menus are shown here for your reference, and Mail features that 
are not explained elsewhere in this book are described here.
See “Using menus” in Chapter 1 for information about choosing menu 
commands.
Tap 
Truncate 
Tap to
se lect 
maximum 
length 
						

							Page 186  Managing Desktop E-Mail and Beaming Information
Message menus
The Message menu varies depending on whether you are viewing an 
e-mail item, creating an e-mail item, or viewing the Message List.
Options menus
The Options menu varies depending on whether you are creating or 
editing an e-mail item.
About Mail
Shows version information for Mail.
Message List
New Message 
View Message
Message List
New Message 
						

							Chapter 6 Page 187
Beaming information
Your organizer is equipped with an IR (infrared) port that you can use 
to beam information to another Palm Computing platform device 
that’s close by and also has an IR port. The IR port is located at the top 
of the organizer, behind the small dark shield. 
You can beam the following information between Palm Computing 
platform devices:
nThe record currently displayed in Date Book, Address Book, To 
Do List, or Memo Pad
nAll records in the category currently displayed in Address Book, 
To Do List, or Memo Pad
nA special Address Book record that you designate as your 
business card, containing information you want to exchange with 
business contacts
nAn application installed in RAM memory
To select a business card:
1. Create an Address Book record that contains the information you 
want on your business card.
2. Tap the Menu icon  .
3. Tap Record, and then tap Select Business Card.
4. Tap Yes.
To beam a record, business card, or category of records:
1. Locate the record, business card, or category you want to beam.
2. Tap the Menu icon  .
3. Tap Record, and then tap one of the following:
The Beam command for an individual record
In Address Book only: Beam Business Card
Beam Category
4. When the Beam Status dialog box appears, point the IR port 
directly at the IR port of the receiving organizer.
Tip:For best results, Palm VII organizers should be between 10 
centimeters (approximately 4 inches) and 1 meter 
(approximately 39 inches) apart, and the path between the two 
devices must be clear of obstacles. Beaming distance to other 
Palm Computing platform devices may be different. 
						

							Page 188  Managing Desktop E-Mail and Beaming Information
5. Wait for the Beam Status dialog box to indicate that the transfer is 
complete before you continue working on your organizer.
To beam an application:
1. Open the Applications Launcher.
2. Tap the Menu icon  .
3. Tap App, and then tap Beam.
4. Tap the application you want to transfer.
Note:Some applications are copy-protected and cannot be 
beamed. These are listed with a lock icon next to them.
5. Tap Beam. 
6. When the Beam Status dialog box appears, point the IR port 
directly at the IR port of the receiving organizer.
7. Wait for the Beam Status dialog box to indicate that the transfer is 
complete before you continue working on your organizer.
To receive beamed information:
1. Turn on your organizer.
2. Point the IR port directly at the IR port of the transmitting device 
to open the Beam Status dialog box.
3. Tap Yes.
4. Wait for the Beam Status dialog box to indicate that the transfer is 
complete, and then tap OK to display the new entry.
Incoming records are placed in the Unfiled category. 
Tips on beaming information
nYou can press the Address Book application button   for about 
two seconds to beam your business card.
nYou can set the full-screen pen stroke to beam the current entry.
See “Pen preferences” in Chapter 8 for more information. 
nYou can use the Graffiti Command stroke /B to beam the current 
entry.  
						

							Chapter 7 Page 189
Chapter 7
Advanced HotSync® Operations
HotSync® technology enables you to synchronize data between one or 
more Palm Computing
® connected organizers and Palm™ Desktop 
organizer software or another personal information manager such as 
Microsoft Outlook. To synchronize data, you must connect your 
organizer and Palm Desktop software either directly by placing your 
organizer in the cradle attached to your computer, or indirectly, with 
a Palm Modem
® accessory or network.
This chapter describes how to select HotSync options and perform a 
HotSync operation via a modem or network. See “Exchanging and 
updating data: HotSync operations” in Chapter 4 for information 
about performing your first and subsequent local HotSync operations.
Selecting HotSync setup options
You can choose when you want HotSync Manager to run. If necessary, 
you can adjust the local and modem HotSync settings.
To set the HotSync options:
1. Click the HotSync icon Ô
 in the Windows system tray.
2. Choose Setup.
3. Click the General tab and select one of the following options:
Always available: Adds HotSync Manager to the Startup folder 
and constantly monitors the communication port for  
						

							Page 190  Advanced HotSync® Operations
synchronization requests from your organizer. With this op-
tion, the HotSync Manager synchronizes data even when Palm 
Desktop software is not running.
Available only when Palm Desktop software is running: Starts HotSync 
Manager and monitors requests automatically when you open 
Palm Desktop software.
Manual: Monitors requests only when you select HotSync Man-
ager from the Start menu.
Tip:If you’re not sure which option to use, keep the default 
setting: Always available.
4. Click the Local tab to display the settings for the connection 
between your computer and the organizer cradle, and adjust the 
following options as needed.
Serial Port: Identifies the port that HotSync Manager uses to 
communicate with the cradle. This selection should match the 
number of the port to which you connected the cradle.
Note:Your organizer cannot share this port with an internal 
modem or other device. See “Palm VII components” in 
Chapter 1 if you have trouble identifying the serial port.
Speed: Determines the speed at which data is transferred be-
tween your organizer and Palm Desktop software. Try the As 
Fast As Possible rate first, and adjust downward if you experi-
ence problems. This setting allows Palm Desktop software and 
your organizer to find and use the fastest speed.
5. Click the Modem tab to display the modem settings and adjust the 
options as needed. See “HotSync operations via a modem” later in  
						

							Chapter 7 Page 191
this chapter for more information.
6. If you are attached to a network, click the Network tab to display 
the network settings and adjust the options as needed. See 
“HotSync operations via a network” later in this chapter for more 
information.
7. Click OK. 
						

							Page 192  Advanced HotSync® Operations
Customizing HotSync application settings
For each application, you can define a set of options that determines 
how records are handled during synchronization. These options are 
called a “conduit.” By default, a HotSync operation synchronizes all 
files between the organizer and Palm Desktop software. 
In general, you should leave the settings to synchronize all files. The 
only reason you might want to change these settings is to overwrite 
data on either your organizer or Palm Desktop software, or to avoid 
synchronizing a particular type of file because you don’t use it.
In addition to the conduits for Date Book, Address Book, To Do List, 
Memo Pad, and Expense, Palm Desktop software includes System and 
Install conduits. The System conduit backs up the system information 
stored on your organizer, including Graffiti
® ShortCuts. The Install 
conduit installs applications on your organizer. 
To customize HotSync application settings:
1. Click the HotSync icon   in the Windows system tray (bottom-
right corner of the taskbar).
Tip:You can also click the HotSync command on the Palm 
Desktop software menu bar.
2. From the HotSync Manager menu, choose Custom.
3. Select the appropriate user name from the list.
4. Select an application in the Conduit list.
5. Click Change.