Handspring Visor Prism Handheld User Guide

							Chapter 5 Page 61
Undo
Reverses 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. 
Cut
Removes 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.
Copy
Copies 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.
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, tap Done.
Graffiti Help
Opens screens that show all the Graffiti 
character strokes. Use this command anytime 
you forget a stroke for a character. 
						

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Deleting records
To delete a record in any of the basic applications:
1. Select the record you want to delete.
2. Tap the Menu icon  . 
3. Tap Record, and then tap the Delete command:
Date Book and Date Book Plus: Delete Event
Address: Delete Address
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. Tap OK.
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.
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 
tap OK.
nDelete the text of the record.
nTap the Delete icon   on the Command toolbar.
Note:
In Date Book and Date Book Plus, if you delete the text of 
a repeating event, you delete all instances of that event.  
						

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Purging records
Over time, as you use Date Book or 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 also available in Mail. See Chapter 7 for more information.
Purging is not available in Address or Memo Pad, so delete outdated 
records from these applications.
To purge records:
1. Open the application.
2. Tap the Menu icon  . 
3. Tap Record, and then tap Purge. 
A confirmation dialog box appears. 
Date Book, 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, 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. Tap OK.
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 tap the 
command to make it happen. 
						

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Exchanging and updating data: 
HotSync operations
The HotSync process automatically synchronizes — that is, exchanges 
and updates — data between your handheld and Palm Desktop 
software. Changes you make on your handheld or Palm 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 handheld to your computer with the 
cradle or by beaming the data from the IR port on your handheld 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.
Performing a HotSync operation for the first time
The first time you synchronize your data, you need to enter user 
information on both the handheld and Palm Desktop software. After 
you enter this information and synchronize, the HotSync Manager 
recognizes your handheld and doesn’t ask for this information again.
If you are a System Administrator preparing several handhelds for a 
group of users, you may want to create a user profile. See “Creating a 
user profile” in Chapter 8 before performing the following steps.
Important:
You must use the cradle 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 
“Installing Palm Desktop software”  in Chapter 1 for instructions. 
						

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To perform a local HotSync operation:
1. Insert your handheld into the cradle.
 
2. If the HotSync Manager is not running, start it: On the Windows 
desktop, click Start, and then choose Programs. Navigate to the 
Palm Desktop software 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 cradle.
The bottom edge of 
the handheld should 
align smoothly with 
the cradle when it is 
inserted properly.
HotSync 
button 
						

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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 handheld should have a unique name. To 
prevent loss of a user’s records, never try to synchronize 
more than one handheld to the same user name.
4. From the Select User dialog box, choose the user name you 
assigned to your handheld.
The HotSync Progress dialog box appears and synchronization 
begins. 
 
5. Wait for a message on your handheld indicating that the process is 
complete.
After the HotSync process is complete, you can remove your 
handheld from the cradle.
Categorizing records
Categorize records in the Address, 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 “Using the 
Applications Launcher” in Chapter 3 for more information.)
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. 
						

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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. 
Address 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 Address, but you 
can use these procedures in all the applications in which 
categories are available. Categories are not available in Date 
Book and Date Book Plus.
To move a record into a category:
1. Select the record you want to categorize.
2. In Address only: Tap Edit.
3. Tap Details.
4. Tap the Category pick list to display the list of available categories.
5. Select the category for the record.
6. Tap OK. 
						

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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.
Tip:
Pressing an application button on the front panel of the 
handheld toggles through all the categories of that application.
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.
Tap here
Tap here 
						

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4. Enter the name of the new category, and then tap OK.
5. Tap OK.
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, and then tap OK. 
						

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5. Tap OK.
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: Find locates any text that you specify, always 
starting with the current application.
nDate Book, Date Book Plus, To Do List, Memo Pad: Phone Lookup 
displays the Address list screen and lets you add the information 
that appears in this list to a record.
nAddress: The Look Up line lets you enter the first letters of a name 
to scroll immediately to that name.
nExpense: Lookup displays the names in your Address list that have 
data in the Company field. You can add these names to a list of 
attendees associated with an Expense record.
Looking up Address records
When working with Address, the scroll buttons on the front panel of 
the handheld makes it easy to navigate among your address entries. 
nIn the Address list screen, the scroll buttons move up or down an 
entire screen of records. If you hold down a scroll button, you 
accelerate the scrolling and display every third screen.
nIn the Address View screen, the scroll buttons move to the 
previous or next address record.
You can also use the Address Look Up feature to quickly scroll to any 
of your Address entries.