Dell Axim X5 400 Mhz Pocket PC Users Guide

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Scheduling and Communicating61
For more information on sending and receiving meeting requests, tap the 
Start button, tap Help, and then tap Calendar or Inbox.
Contacts
Use Contacts to maintain a list of your friends and colleagues. You can 
quickly share Contacts information with other device users using the 
infrared port.
 NOTE: To change the way information is displayed in the list, tap 
To o l s and tap Options.
search field category 
						

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62Scheduling and Communicating
To create a contact:
1Ta p  t h e  Start button and tap Contacts.
2Ta p  New.
3Using the input panel, enter a name and other contact information. 
Scroll down to see all available fields.
4To assign the contact to a category, tap Categories and select a 
category from the list. 
In the contact list, you can display contacts by category.
5To add notes, tap the Notes tab. You can enter text, draw, or create a 
recording. For more information on creating notes, see Notes on 
page 64.
6When you have finished entering information, tap OK to return to 
the calendar. 
Finding a Contact
You can find a contact using one of the following methods: 
• In Contacts, enter a contact name in the field under the navigation 
bar. To show all contacts, clear text from the box or tap the arrow to 
the right of the box. 
• In Contacts, tap the category list (labeled All Contacts by default) 
and select a category. To show all contacts again, tap All Contacts. 
To view a contact not assigned to a category, select None. 
• To view the names of companies your contacts work for, tap Vi e w in 
the contact list and tap By Company. The number of contacts that 
work for that company will be displayed to the right of the company 
name. 
•Tap the Start button, tap Fin d, and then enter the contact name. In 
the Ty p e drop-down menu, tap Contacts, and then tap Go.  
						

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Scheduling and Communicating63
Using the Summary Screen
When you tap a contact in the contact list, a summary screen is displayed. 
To change the contact information, tap Edit.
Ta s k s
 NOTE: To change the way information is displayed in the list, tap 
To o l s and tap Options.
Use Tasks to keep a list of things that you need to do.
sort menu 
						

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64Scheduling and Communicating
To  c r e a t e  a  t a s k :
1Ta p  t h e  Start button and tap Ta s k s.
2Ta p  New.
3Enter a description using the input panel.
4If necessary, enter a start date and due date or other information by 
first tapping the field. Tap the input panel icon to hide it to see all 
available fields.
5To assign the task to a category, tap Categories and select a category 
from the list. In the task list, you can display tasks by category.
6To add notes, tap the Notes tab. You can enter text, draw, or create a 
recording. For more information on creating notes, see Notes on 
page 64.
7When you have finished entering information, tap OK to return to 
the calendar. 
 NOTE: To quickly create a task with only a subject, tap To o l s and tap 
Entry Bar. Tap Tap here to add a new task, and enter your task 
information.
Notes
Quickly capture thoughts, reminders, ideas, drawings, and phone numbers 
with Notes. You can create a written note or a recording. You can also 
include a recording in a note. If a note is open when you create the 
recording, it is included in the note as an icon. If a note is not open, the 
recording is saved as a stand-alone recording. 
						

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Scheduling and Communicating65
To create a note:
1Ta p  t h e  Start menu and tap Notes.
2Ta p  New.
3Create your note by writing, drawing, typing, or recording. For more 
information on using the input panel, writing and drawing on the 
screen, and creating recordings, see Entering Information on 
page 37.
record icon
pen iconinput panel icon 
						

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66Scheduling and Communicating
Inbox
Use Inbox to send and receive e-mail messages: 
• Synchronize e-mail messages using Exchange or Outlook on your 
computer.
• Send and receive e-mail messages by connecting directly to an e-mail 
server through an ISP or a network.
Synchronizing E-Mail Messages
You can synchronize e-mail messages along with the rest of your data if 
you enable Inbox synchronization in ActiveSync. For information on 
enabling Inbox synchronization, see ActiveSync Help on your computer.
 NOTE: You can also synchronize e-mail messages with your 
computer from a remote location. For more information, see Getting 
Connected on page 99.
During synchronization:
• Messages are copied from the e-mail folders of Exchange or Outlook 
on your computer to the ActiveSync folder in Inbox on your device. 
By default, you will receive:
– Messages from the past 3 days
– The first 100 lines of each message
– File attachments of less than 100 KB in size
•E-mail messages in the Outbox folder on your device are transferred 
to Exchange or Outlook on your computer, and then sent from those 
programs.
• E-mail messages in subfolders on your computer must be selected in 
ActiveSync to be transferred. 
						

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Scheduling and Communicating67
Connecting Directly to an E-Mail Server
In addition to synchronizing e-mail messages with your computer, you can 
send and receive e-mail messages by connecting to an e-mail server using a 
modem or network card connected to your device. You need to set up a 
remote connection to a network or an ISP, and a connection to your e-mail 
server. For more information, see Getting Connected on page 99.
When you connect to the e-mail server:
• New messages are downloaded to the device Inbox folder.
• Messages in the device Outbox folder are sent.
• Messages that have been deleted on the e-mail server are removed 
from the device Inbox folder.
Messages that you receive directly from an e-mail server are linked to your 
e-mail server rather than to your computer. When you delete a message on 
your device, it is also deleted from the e-mail server the next time you 
connect depending on the settings you selected in ActiveSync.
When you are working online, you read and respond to messages while 
connected to the e-mail server. Messages are sent as soon as you tap Send, 
which saves space on your device.
After you have downloaded new message headers or partial messages, you 
can disconnect from the e-mail server and then decide which messages to 
download completely. The next time you connect, Inbox downloads the 
messages you have marked for retrieval and sends the messages you have 
composed.
Using the Message List
Messages you receive are displayed in the message list. By default, the 
most recently received messages are displayed first in the list.
When you receive a message, tap to open it. Unread messages are 
displayed in bold. 
						

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68Scheduling and Communicating
When you connect to your e-mail server or synchronize with your 
computer, you will receive by default:
• Messages from the last 5 days
• The first 100 lines of each new message
• File attachments of less than 100 KB in size
delete icon
forward iconprevious/next message 
						

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Scheduling and Communicating69
The original messages remain on the e-mail server or your computer. You 
can mark the messages that you want to retrieve in full during your next 
synchronization or e-mail server connection. In the message list, tap and 
hold the message that you want to retrieve. On the pop-up menu, tap 
Mark for Download. The icons in the Inbox message list indicate message 
status.
You specify your downloading preferences when you set up the service or 
select your synchronization options. You can change the settings at any 
time:
• Change options for Inbox synchronization using ActiveSync options. 
For more information, see ActiveSync Help.
• Change options for direct e-mail server connections in Inbox on your 
device. Tap To o l s and tap Options. On the Service tab, tap the 
service that you want to change. Tap and hold the service and select 
Delete to remove a service.
Composing Messages
To compose a message:
1Ta p  t h e  Start button and tap Inbox.
2Ta p  New.  
						

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70Scheduling and Communicating
3In the To field, enter an e-mail or SMS address of one or more 
recipients, separating them with a semicolon. Or tap the Address 
Book icon to select names from the contact list.
 NOTE: All e-mail addresses entered in the e-mail fields in Contacts 
appear in the Address Book.
4
Compose your message. To enter preset or frequently used messages, 
tap My Text and select a message.
address book
record icon