3Com Palmone VII Organiser Instructions Manual

							Chapter 4 Page 63
Common tasks
The tasks described in this section use the term “records” to refer to an 
individual item in any of the basic applications: a single Date Book 
event, Address Book entry, To Do List item, Memo Pad memo, or 
Expense item.
Creating records
You can use the following procedure to create a new record in Date 
Book, Address Book, To Do List, Memo Pad, and Expense.
To create a record:
1. Select the application in which you want to create a record.
2. Tap New.
3. In Date Book only: Select start and end times for your appointment 
and tap OK.
4. Enter text for the record.
5. (Optional) Tap Details to select attributes for the record.
6. In Address Book and Memo Pad only: Tap Done.
There’s no need to save the record because your organizer 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 organizer is in 
editing mode:
nA blinking cursor 
nOne or more edit lines
Edit line 
 Blinking cursor 
						

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Entering text
For information on how to enter text using Graffiti writing, the 
onscreen keyboard, or the keyboard attached to your computer, see 
Chapter 2.
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.
To select text in an application:
1. Tap the beginning of the text that you want to select.
2. Drag the stylus over the text to highlight it (in black). 
Note:You can 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 done by using backspace. 
Cut
Removes the selected text and stores it 
temporarily in the memory of your organizer. 
You can paste the text you cut into another area 
of the current application or into a different 
application.
Copy
Copies the selected text and stores it 
temporarily in the memory of your organizer. 
You can paste the text that you copy into 
another area of the current application or into a 
different application.
Paste
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.
Select All
Selects all of the text in the current edit line, 
record, or screen. This enables you to cut or 
copy all of the text and paste it elsewhere. 
						

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Deleting records
To delete a record in any of the basic applications:
1. Select the record you want to delete.
2. Tap the Menu icon  . 
3. Tap Record, and then tap the Delete command:
Date Book: Delete Event
Address Book: Delete Address
To Do List: Delete Item
Memo Pad: Delete Memo
Expense: Delete Item
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 checked. If you don’t want to save a copy, 
tap the check box to remove the check.
4. Tap OK.
If you save a copy of the item, your organizer transfers it to the archive 
file on your desktop the next time you perform a HotSync operation.
Other ways to delete records
You can also delete records in the following ways:
nIn the Details dialog box of the application, tap Delete, and then 
tap OK.
nDelete the text of the record.
Note:In Date Book, if you delete the text of a repeating event, 
you delete all instances of that event.  Copy Page
Copies the first 4,000 bytes of a clipping or page 
in a query application. See “Saving information 
from a query application” in Chapter 5.
Keyboard
Opens the onscreen keyboard. When you finish 
with the onscreen keyboard, tap Done.
Graffiti Help
Opens screens that show all the Graffiti 
character strokes. Use this command anytime 
you forget a stroke for a character. 
						

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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 organizer, 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 organizer and save them in an archive file.
Purging is also available in the iMessenger application (see Chapter 5) 
and in Mail (see Chapter 6).
Purging is not available in Address Book or Memo Pad. You must 
delete unneeded records from these applications.
To purge records:
1. Open the application.
2. Tap the Menu icon  . 
3. Tap Record, and then tap Purge. 
A confirmation dialog box appears. 
Date Book: Tap the pick list and select how old a record must be 
to be purged. Purge deletes repeating events if the last of the se-
ries ends before the date that you 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 checked. If you don’t want to save a copy, tap the check 
box to remove the check box.
4. Tap OK.
If you chose to save a copy of the purged records, your organizer 
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 tap the 
command to make it happen. 
						

							Chapter 4 Page 67
Exchanging and updating data: HotSync operations
The HotSync process automatically synchronizes — that is, exchanges 
and updates — the data on your organizer and Palm Desktop 
software. Changes made on your organizer are transferred to your 
Palm Desktop software, and vice versa. The first HotSync operation 
takes a little time, but after that, HotSync operations happen quickly 
because only changes are synchronized.
You can synchronize your data by connecting your organizer directly 
to your computer with the cradle or indirectly with a network or a 
Palm Modem
® accessory. See Chapter 7 for information about 
performing HotSync operations via a modem or network.
Performing a HotSync operation for the first time
The first time you synchronize your data, you need to enter user 
information on both the organizer and Palm Desktop software. After 
you enter this information and synchronize, the HotSync Manager 
recognizes your organizer and doesn’t ask for this information again.
If you are a System Administrator preparing organizers for a group of 
users, you may want to create a user profile. See “Creating a user 
profile” in Chapter 7 before performing the following steps.
Important:You must perform your first HotSync operation with a 
local, direct connection, rather than using a modem. 
						

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To perform a local HotSync operation:
1. Insert your organizer into the cradle.
Tip:The bottom edge of the organizer should align smoothly 
with the cradle when it is inserted properly.
2. If the HotSync Manager is not running, start it: on the Windows 
desktop, click Start, and then choose Programs. Navigate to the 
Palm Desktop software program group and choose HotSync 
Manager. Alternatively, you can start the Palm Desktop software.
3. Press the HotSync button  ™ on the cradle.
Note: If you are using an optional HotSync cable instead of a 
cradle, click the HotSync Manager icon in the Windows 
system tray and choose Local from the menu. 
						

							Chapter 4 Page 69
Important: The first time you perform a HotSync operation, you 
must select a username in the New User dialog box and 
choose OK. Every organizer must have a unique name. To 
prevent undesirable results, never try to synchronize 
more than one organizer to the same username.
The HotSync dialog box appears and synchronization begins.
4. Wait for a message on your organizer indicating that the process is 
complete.
After the HotSync process is complete, you can remove your 
organizer from the cradle.
Categorizing records
Categorize records in the Address Book, To Do List, Memo Pad, and 
Expense applications so that they are grouped logically and are easy 
to review. (You can also categorize applications. See “Using the 
Applications Launcher” in Chapter 3 for more information.)
When you create a record, your organizer automatically places it in 
the category that is currently displayed. If the category is All, your  
						

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organizer assigns it to the Unfiled category. You can leave an entry as 
Unfiled or assign it to a category at any time.
System-defined and user-defined categories
By default, your organizer 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, etc.).
Expense contains two user-defined categories, New York and Paris, to 
show how you might sort your expenses according to different 
business trips.
Note:The illustrations in this section come from Address Book, but 
you can use these procedures in all the applications in which 
categorizing is available. Categorizing is not available in Date 
Book.
To move a record into a category:
1. Select the record you want to categorize.
2. In Address Book only: Tap Edit.
3. Tap Details.
4. Tap the Category pick list to display the list of available categories.
5. Select the category for the record.
6. Tap OK. 
						

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To display a category of records:
1. Tap the category pick list in the upper-right corner of the List 
screen.
2. Select the category you want to view.
The List screen now displays only the records assigned to that 
category.
Tip:Pressing an application button on the front panel of the 
organizer toggles through all the categories of that 
application.
To define a new category:
1. Tap the category pick list in the upper-right corner of the screen.
2. Tap Edit Categories. 
Tap here
Tap here 
						

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3. Tap New.
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:
1. Tap the category pick list in the upper-right corner of the screen.
2. Tap Edit Categories. 
3. Select the category that you want to rename, and then tap Rename.