Handspring Treo 180 Communicator User Guide

							Chapter 5Page 61
Deleting records
To delete a record in any of the PIM applications:
1. Select the record you want to delete.
2. Press Menu .
3. Under Record, select the Delete command:
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:: : Delete Event
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:: : Delete Contact
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:: : Delete Item
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:: : 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. Hold Option   and press Return   to finish.
If you choose to save a copy of the selected item, your communicator transfers it to the archive 
file on your desktop the next time you perform a HotSync operation.Copy
Copies the selected text and stores it temporarily in the memory of your 
communicator. 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 record or screen. This enables you to 
cut or copy all of the text and paste it elsewhere.
Keyboard
Opens the onscreen keyboard. When you finish with the onscreen 
keyboard, hold Option   and press Return   to finish.
Keyboard Help
Opens screens that show many keyboard shortcuts and the base 
characters associated with symbols and other extended characters. Use 
this command anytime you need forget how to do something with the 
keyboard.  
						

							Page 62 Common Tasks
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 hold Option   and press 
Return   to finish.
nDelete the text of the record.
N
NN No
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:: : In Date Book Plus, if you delete the text of a repeating event, you delete all instances 
of that event. 
Purging records
Over time, as you use Date Book Plus, 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 Plus, and To Do items that you marked as completed remain in the list, 
as do Expense items.
All these outdated records take up memory on your communicator, so it’s a good idea to remove 
them by using Purge. If you think Date Book Plus or To Do List records might prove useful later, 
you can purge them from your communicator and save them in an archive file.
Purging is not available in the Contacts view in PhoneBook or in Memo Pad. So you need to 
delete outdated records from these applications individually.
To purge records:
1. Open the application.
2. Press Menu .
3. Under Record, select Purge (/E). 
A confirmation dialog box appears. 
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: :  : Tap the pick list and select how old a record must be to be purged. Purge 
deletes repeating events if the last of the series ends before the date that you purge records.
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: :  : 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. Hold Option   and press Return   to finish.
If you chose to save a copy of the purged records, your communicator transfers them to an archive 
file on your desktop the next time you perform a HotSync operation.
N
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:: : Purging does not happen automatically. You must use the command to make it happen. 
						

							Chapter 5Page 63
Categorizing records
Categorize records in the Contacts view in PhoneBook, 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 page 37 for details.)
When you create a record, your communicator automatically places it in the category that is 
currently displayed. If the category is All, your communicator 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 communicator 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. 
The Contacts view in PhoneBook 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 for different business trips.
N
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:: : The illustrations in this section come from Memo Pad, but you can use these procedures 
in all the applications in which categories are available. Categories are not available in 
Date Book Plus.
To move a record into a category:
1. Open the record you want to categorize.
2. In Contacts view in PhoneBook only: Press Menu  , and under Record, select Edit 
Contact (/E).
3. In the record view, tap the Category list to display the list of available categories.
4. Select the category for the record.
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:: : You can also assign a record to a category by tapping the Details button, selecting a 
category from the Category pick list in the Details dialog box, and then holding Option   
and pressing Return   to finish.
Category list 
						

							Page 64 Common Tasks
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.
To define a new category:
1. Tap the category pick list in the upper-right corner of the screen.
 
2. Tap Edit Categories. 
3. Tap New.
4. Enter the name of the new category. 
Category pick list
Category pick list 
						

							Chapter 5Page 65
5. Hold Option   and press Return   twice to finish.
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.
4. Enter the new name for the category.
 
5. Hold Option   and press Return   twice to finish.
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:: : You can group the records in two or more categories into one category by giving the 
categories the same name. For example, if you change the name of the Personal 
category to Business, all records formerly in the Personal category appear in the 
Business category.
Finding records
Your communicator offers several ways to find information quickly:
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: :  : The Find utility locates any text that you specify, always starting with the 
current application.
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: :  : The Phone Number Lookup feature displays the 
Contacts view in PhoneBook and shows names and phone numbers for entries that have 
phone numbers. You can add the information that appears in this list to a record. 
						

							Page 66 Common Tasks
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: :  : The Instant Lookup feature lets you scroll immediately to a Contacts record in 
PhoneBook by entering the first few letters of a first or last name, or the first name initial and 
the first few letters of a last name. 
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:: : The Lookup feature displays the Contacts in PhoneBook that have data in the 
Company field. You can add these names to a list of attendees associated with an Expense 
record.
Looking up Contacts records in PhoneBook
When working with the Contacts view in PhoneBook, the buttons on your communicator make it 
easy to navigate among your Contacts entries.
nIn the Contacts list screen, the scroll buttons move the highlight. Holding Shift   and 
using the scroll buttons moves up or down an entire screen of records. If you press and hold 
a scroll button, you accelerate the scrolling and display every third screen.
nIn the Contact View screen, the scroll buttons move to the previous or next Contacts record.
You can also use the Instant Lookup feature, from any of the PhoneBook views, to quickly scroll 
to any of your Contacts entries. 
To use Instant Lookup to find a Contacts record:
1. From the Speed Dial, Contacts, or Call History views in PhoneBook, enter one of the following 
for the name you want to find:
nFirst name initial and last name.
nFirst name
nLast name
 
 
For example, entering an “s” displays “Susan Lee,” “James Sands,” “Sal Martini,” and “John 
Smythe.” Entering “sm” reduces the list to “Sal Martini,” and “John Smythe.” 
2. Use the scroll buttons to select the contact name.
3. Press Return   to view the contents of the record. 
						

							Chapter 5Page 67
Using Find
You can use Find to locate any text that you specify, in any application.
To use Find:
1. Press Option   and then press Shift   to open the Find dialog box.
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:: : If you select text in an application before you opening the Find dialog box, the 
selected text automatically appears in the Find dialog box.
2. Enter the text that you want to find. 
Find is 
not case-sensitive. For example, searching for the name “davidson” also finds 
“Davidson.”
Find locates any word that begin with the text you enter. For example, searching for “plan” 
finds “planet,” but not “airplane.”
3. Hold Option   and press Return   to start the search.
Find searches for the text in all records and all notes.
 
As your communicator searches for the text, you can tap Stop at any time. You may want to 
do this if the entry you want appears before your communicator finishes the search. To con-
tinue the search after you tap Stop, tap Find More.
4. Tap the text that you want to review.
Using Phone Number Lookup
Phone Number Lookup displays the information you entered in the Contacts view in PhoneBook, 
and it lets you add this information to a record.
To use Phone Number Lookup:
1. Display the record in which you want to insert a phone number. The record can be in Date 
Book Plus, To Do List, or Memo Pad.
2.  Press Menu  .
3. Under Options, select Phone Lookup (/L).
4. If your Contacts view in PhoneBook is sorted by last name, begin to spell the last name. If 
your Contacts are sorted by first name, begin to spell the first name. 
						

							Page 68 Common Tasks
N
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:: : The first initial and last name search in the PhoneBook Instant Lookup feature is not 
available in the Phone Number Lookup feature.
Phone Number Lookup displays records that begin with the letters you enter based on the 
sort method in your Contacts view in PhoneBook. For example, if your Contacts are sorted by 
last name and you enter “su,” the list displays “John Sung” and “Mario Suarez.” If your Contacts 
are sorted by first name, and your enter “su,” the list displays “Susan Smith” and “Suki 
Sakimoto.”
5. Continue to spell the name you’re looking for, or when you see the name, scroll to it. 
6. Press Space   or Return  .
The name you selected, along with the other information associated with it, is pasted into the 
record you selected in step 1.
Phone Number Lookup tips
You can also enter the keyboard shortcut (/L) to activate the Phone Number Lookup feature in 
the following circumstances:
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: :  : For example, if your Contacts view in PhoneBook is sorted by last name 
and you want to insert the full name and phone number for someone with the last name 
“Williams,” enter “Wi” and then the Phone Number Lookup keyboard shortcut (/L). Assuming 
you have only one Contacts record with a last name that begins with “Wi,” your communicator 
inserts the full name “Fred Williams” (and its associated information). If you have more than 
one name that begins with “Wi,” the Phone Number Lookup screen appears and highlights 
the first record that begins with “Wi.”
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: :  : Drag to highlight the text, and then enter the Phone Number Lookup 
keyboard shortcut (/L). Your communicator replaces the selected text and adds the name 
and its associated information. 
						

							Chapter 5Page 69
Looking up names to add to expense records
In Expense, Lookup displays the names of Contacts entries in Phonebook that have data in the 
Company field. You can add these names to a list of attendees associated with an Expense 
record.
To add names to an Expense record:
1. Open the Expense record to which you want to add names.
2. Tap Details.
3. Tap Who.
4. Tap Lookup.
The Attendees Lookup screen displays all the names of Contacts entries in Phonebook that 
have data in the Company field.
5. Use the scroll buttons to select the name you want to add. 
6. Press Space   or Return  .
The name appears in the Attendees screen.
7. Repeat steps 4 through 6 to add more names.
8. Hold Option   and press Return   twice to finish. 
Tap here 
						

							Page 70 Common Tasks
Sorting lists of records
You can sort lists of records in various ways, depending on the application. Sorting is available in 
applications that have list screens: Contacts view in PhoneBook, To Do List, Memo Pad, and 
Expense.
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:: : You can also assign records to categories. See page 63 for details.
To sort records in To Do List and Expense:
1. Open the application to display the list screen.
2. Tap Show.
3. Tap the Sort by pick list and select an option.
4. Hold Option   and press Return   to finish.
To sort records in Contacts view in PhoneBook and Memo Pad:
1. Open the application to display the list screen.
2.  Press Menu  .
3. Under Options, select Preferences (/R).
 
4. Do one of the following:
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: :  : Tap the setting you want.
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:: : Tap the Sort by pick list and select Alphabetic or Manual.
5. Hold Option   and press Return   to finish.
To sort the Memo list manually, tap and drag a memo to a new location in the list. 
N
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:: : To make the list of your memos appear in Palm Desktop software as you manually sorted 
it on your communicator, open Memo in Palm Desktop software, click Sort by, and then 
select Order on Handheld.
ContactsMemo Pad