Handspring Treo 270 User Guide

							Chapter 5Page 71
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.
Tip: 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. 
						

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Note: 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:
nWhile entering text: 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.”
nFor selected text: 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. 
						

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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 
						

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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.
Note: You can also assign records to categories. See page 67 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:
Contacts view in PhoneBook: Tap the setting you want.
Memo Pad: 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. 
Note: 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 
						

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Making records private
In all PIM applications, except Expense, you can make individual records private. Private records 
remain visible and accessible, however, until you select the Security setting to hide or mask all 
private records. See the section that begins on page 46 for details.
Hiding and masking private records
You can hide records that you mark as private. When you hide records, they do not appear 
anywhere in the application. When you mask records, a visual placeholder appears where the 
record would normally appear. If you define a password, you must enter it to display private 
records.
Note: As a security measure, masked Contacts records are temporarily hidden when you search 
for records. So you will not see a placeholder for these records when viewing the results 
of a Lookup or Find request.
To make a record private:
1. Display the entry that you want to make private. 
2. Tap Details. 
3. Tap the Private check box to select it.
4. Hold Option   and press Return   to finish.
To hide or mask all private records:
1. Make sure the records you want to mask are marked private. 
2. Press Option   and then press Menu   to access the Applications Launcher.
3. Tap the Security icon  .
4. Tap the Current Privacy pick list.
5. Tap either Hide Records or Mask Records.
6. Hold Option   and press Return   to confirm that you want to change the security setting. 
Tap here 
						

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To display all private records:
1. Press Option   and then press Menu   to access the Applications Launcher.
2. Tap the Security icon  .
3. Tap the Current Privacy pick list. 
4. Tap Show Records.
If you do not have a password, private records become visible. 
If you have a password, the Show Private Records dialog box appears. Enter your password 
in this dialog box, and then hold Option   and press Return   to finish.
To display a specific masked record:
1. Open the application that contains the record you want to view.
2. Tap the shaded bar that masks the record. 
Note: If you have a password, you must enter your password and then hold Option   and press 
Return   to view the record.
To display all private records in a specific application:
1. Open the application in which you want to display the records.
2.  Press Menu  .
3. Under Options, select Security (/H).
4. Tap the Current Privacy pick list. 
Tap here
Tap here 
						

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5. Tap Show Records.
6. Hold Option   and press Return   to finish.
Attaching notes
In all PIM applications except Memo Pad, you can attach a note to a record. A note can be up to 
several thousand characters long. For example, for an appointment in Date Book Plus, you can 
attach a note with directions to the location.
To attach a note to a record:
1. Display the entry to which you want to add a note. 
2. In Contacts view in PhoneBook only: Press Menu  , and under Record, select Edit 
Contact (/E).
3. Tap Details. 
4. Tap Note.
5. Enter your note.
6. Hold Option   and press Return   to finish.
A small note icon appears at the right side of any item that has a note.
 
To review or edit a note:
1. Tap the Note icon  .
To delete a note:
1. Tap the Note icon  .
2. Tap Delete.
3. Hold Option   and press Return   for Yes.
Note icon 
						

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Choosing fonts
In all PIM applications except Expense, you can change the font style to make text easier to read. 
You can choose a different font style for each application.
To change the font style:
1. Open an application.
2.  Press Menu  .
3. Under Options, select Font (/F).
4. Use the scroll buttons to select the font style you want to use.
5. Hold Option   and press Return   to finish.
Exchanging and updating data: 
HotSync operations
The HotSync process automatically synchronizes — that is, exchanges and updates — data 
between your communicator and desktop software. Changes you make on your communicator or 
desktop software appear in both places after a HotSync operation. HotSync technology 
synchronizes only the needed portions of files, thus reducing synchronization time. You can 
synchronize your data directly by connecting your communicator to your computer with the 
HotSync cable or by beaming the data from the IR port on your communicator to the IR port on 
your computer, or indirectly with a modem or network. See Chapter 8 for information about 
performing HotSync operations via the IR port, a modem, or a network.
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Small font
Large font Bold font 
						

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Performing a HotSync operation for the first time
The first time you synchronize your data, you need to enter user information on both the 
communicator and Palm Desktop software. After you enter this information and synchronize, the 
HotSync Manager recognizes your communicator and doesn’t ask for this information again.
If you are a System Administrator preparing several communicators for a group of users, you may 
want to create a user profile. See the section that begins on page 211 before performing the 
following steps.
Important: You must use the HotSync cable for your first HotSync operation.
The following steps assume that you have already installed the Palm Desktop software. If you 
have not installed this software, see page 26 for instructions.
To perform a local HotSync operation:
1. Connect your communicator to the Hotsync cable. See the section that begins on page 24 
for details.
2. If the HotSync Manager is not running, start it: On the Windows desktop, click Start, and then 
choose Programs. Navigate to the Handspring (or Palm) program group and choose HotSync 
Manager. Alternatively, you can start the Palm Desktop software which automatically opens 
the HotSync Manager. 
3. Press the HotSync button on the cable.
 
Important: The first time you perform a HotSync operation, you must enter a user name in the 
New User dialog box and click OK. Every communicator should have a unique 
name. To prevent loss of a user’s records, never try to synchronize more than one 
communicator to the same user name.
4. From the Select User dialog box, choose the user name you assigned to your communicator.
The HotSync Progress dialog box appears and synchronization begins. 
HotSync 
button 
						

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5. Wait for a message on your communicator indicating that the process is complete.
After the HotSync process is complete, you can remove your communicator from the cable.
Beaming information
Your communicator is equipped with an IR (infrared) port that you can use to beam information 
to another Palm OS device that’s close by and also has an IR port. The IR port is located on the 
top of your communicator, between the power button and the ringer switch, behind the small dark 
shield. 
You can beam the following information between Palm OS devices:
nThe record currently displayed in Date Book Plus, the Contacts view in PhoneBook, To Do 
List, or Memo Pad
nAll records of the category currently displayed in the Contacts view in PhoneBook, To Do List, 
or Memo Pad
nA special record in the Contacts view of PhoneBook that you designate as your personal 
business card, containing information you want to exchange with business contacts
nAn application installed in RAM memory
You can also use the infrared port to perform HotSync operations. See the section that begins 
on page 200 for details.
To select a business card:
1. In the Contacts view in PhoneBook, create an entry that contains the information you want 
on your personal business card.
2.  Press Menu  .
3. Under Record, select Select Business Card.
4. Hold Option   and press Return   for Yes.
To beam a record, business card, or category of records:
1. Locate the record, business card, or category you want to beam.
2.  Press Menu  .