Handspring Treo 90 Handheld User Guide

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Chapter 5
Common Tasks
Your Treo™ 90 handheld includes a full suite of personal information manager (PIM) applications: 
Date Book Plus, Contacts, To Do List, Memo Pad, and Expense. This chapter provides instructions 
on how to do tasks that are common to these applications. It’s easy to transfer what you learn in 
one application to the other applications because the structure and behavior of these applications 
are quite similar. 
Throughout this chapter, the term “record” is used to refer to an individual item in any of the PIM 
applications: a single Date Book Plus event, Contacts 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 Plus, Contacts, To Do 
List, Memo Pad, and Expense.
To create a record:
1. Open the application in which you want to create a record.
2. Press Menu  .
3. Under Record, select New… (/N).
4. In Date Book Plus only: Select start and end times for your event, and then hold Option   
and press Return  .
5. Enter text for the record.
Note: You do not have to press Shift   to capitalize the first letter of the name. Your 
handheld automatically capitalizes the first letter of each field (except numeric and 
e-mail fields). 
6. Use the scroll buttons or tap a field directly to move between fields. 
7. (Optional) Tap Details to select attributes for the record.
8. In Contacts only: Hold Option   and press Return   to finish.
There’s no need to save the record because your handheld saves it automatically. 
						

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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 handheld is in editing mode:
nA blinking cursor 
nOne or more edit lines
 
Entering text
For information on how to enter text using the keyboard on your handheld, 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 (or highlight) 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. You can drag 
across the text to select additional 
words, or drag 
down to select a group of lines.
Tip: To select a word, double-tap the word. To select a whole line, triple-tap the line.
The following commands may appear in an Edit menu:
UndoReverses 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. 
CutRemoves the selected text and stores it temporarily in the memory of your 
handheld. You can paste the text you cut into another area of the current 
application or into a different application.
Edit line 
 Blinking cursor 
						

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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:
Date Book Plus: Delete Event
Contacts: Delete Contact
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. Hold Option   and press Return   to finish.
If you choose to save a copy of the selected item, your handheld transfers it to the archive file on 
your desktop the next time you perform a HotSync operation.CopyCopies the selected text and stores it temporarily in the memory of your 
handheld. You can paste the text that you copy into another area of the 
current application or into a different application.
PasteInserts 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 AllSelects 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.
KeyboardOpens the onscreen keyboard. When you finish with the onscreen 
keyboard, hold Option   and press Return   to finish.
Keyboard HelpOpens 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.  
						

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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.
Note: 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 handheld, 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 handheld and save them in an archive file.
Purging is not available in Contacts or Memo Pad, so 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. 
Date Book Plus: 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.
Date Book Plus, 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. Hold Option   and press Return   to finish.
If you chose to save a copy of the purged records, your handheld 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 use the Purge command to make it 
happen. 
						

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Categorizing records
Categorize records in Contacts, 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 handheld automatically places it in the category that is currently 
displayed. If the category is All, your handheld 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 handheld 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. 
Contacts 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.
Note: 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: 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.
Tip: 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 
						

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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.
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 
						

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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.
Tip: 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 handheld offers several ways to find information quickly:
nAll applications: The Find utility locates any text that you specify, always starting with the 
current application.
nDate Book Plus, To Do List, Memo Pad: The Phone Number Lookup feature displays the 
Contacts list 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. 
						

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nContacts: The Instant Lookup feature lets you scroll immediately to a Contacts entry 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. 
nExpense: The Lookup feature displays the Contacts entries 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
When working with Contacts, the buttons on your handheld 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.
nIn the Contact View screen, the scroll buttons move to the previous or next Contacts record.
You can also use the Instant Lookup feature, to quickly scroll to any of your Contacts entries. 
To use Instant Lookup to find a Contacts record:
1. From the Contact list, tap the Look Up line.
2. 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 “ca” displays “Chris Cadwell,” “David Cagle,” and “Carolyn Malestic” 
as shown above. Entering “cmal” finds only “Carolyn Malestic.” 
3. Use the scroll buttons to select the contact name.
4. Press Return   to view the contents of the record. 
						

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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 handheld 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 handheld finishes the search. To continue 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 Contacts, 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 entries are 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 Contacts 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 application. 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 entries are 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 handheld 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 handheld replaces the selected text and adds the name and its 
associated information.