Dell Axim X5 Pocket Pc Users Guide

							6
SECTION 6
Scheduling and 
Communicating
About Microsoft® Pocket Outlook
Calendar
Contacts
Ta s k s
Notes
Inbox
Notifications 
						

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62Scheduling and Communicating
About Microsoft® Pocket Outlook
Pocket Outlook includes Calendar, Contacts, Tasks, Inbox, and Notes. You 
can use these programs individually or together. For example, e-mail 
addresses stored in Contacts can be used to address e-mail messages in 
Inbox.
Using Microsoft ActiveSync
®, you can synchronize information in 
Microsoft Outlook or Microsoft Exchange on your computer with your 
device. You can also synchronize this information directly with an 
Exchange server. Each time you synchronize, ActiveSync compares the 
changes you made on your device and computer or server and updates 
both computers with the latest information. For information on using 
ActiveSync, see ActiveSync Help on your computer.
You can switch to any of the following programs through the Start menu.
Calendar
Use Calendar to schedule appointments, including meetings and other 
events. You can check your appointments in one of several views (Agenda, 
Day, Week, Month, and Year) and easily switch views by using the view 
menu. Tap the today icon to view the current date. 
						

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Scheduling and Communicating63
 NOTE: To customize Calendar, such as changing the first day of the 
week, tap To o l s and tap Options. 
To create an appointment:
1In the Day or Week view, tap the desired date and time for the 
appointment.
2Ta p  New.
3Tap a field to select it, and enter a description and a location using 
the input panel.
4If necessary, tap the date and time to change them.
today icon
view menu
input panel icon 
						

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64Scheduling and Communicating
5To see all available fields, tap the input panel icon to hide it. Enter 
the remaining information, if necessary.
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 68.
7When you have finished entering information, tap OK to return to 
the calendar. 
To receive a notification for an appointment, select Remind me in the 
appointment settings. You can configure notifications through the 
Sounds & Notifications icon. For more information, see Notifications 
on page 76.
Using the Summary Screen
When you tap an appointment in Calendar, a summary screen displays. 
To change the appointment, tap Edit.
Creating Meeting Requests
You can use Calendar to set up meetings with users of Outlook or Pocket 
Outlook. The meeting request is automatically created when you 
synchronize Inbox or when you connect to your e-mail server. To set how 
you want meeting requests sent, tap To o l s and tap Options. If you send 
and receive e-mail messages through ActiveSync, select ActiveSync.
To schedule a meeting:
1Create an appointment.
2On the Appointment tab, tap the input panel to hide it, and then 
tap Attendees.
The Attendees field lists the e-mail addresses that you have entered 
in Contacts.
3Select the meeting attendees. 
The meeting notice is created automatically and placed in the 
Outbox folder. 
						

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Scheduling and Communicating65
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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66Scheduling 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 68.
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 is 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 Communicating67
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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68Scheduling 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 68.
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 Communicating69
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 39.
record icon
pen iconinput panel icon 
						

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70Scheduling 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 105.
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 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.