HP Jornada 420 Palm-Size PC Users Guide

							 Chapter 6 | Staying Organized | 67
6 | Staying Organized
The Hewlett-Packard Jornada 420 comes with programs
designed to help you stay organized. You can manage your
contacts, tasks, and calendar while you are away from your
office. When you return, you can synchronize the HP Jornada
with your desktop or notebook PC to ensure that the databases
on the HP Jornada are always up to date with the Microsoft
Outlook or Schedule+ data on your desktop.
You can also set alarms and reminders so you never forget an
appointment or meeting, and you can record voice memos to
yourself with Microsoft Voice Recorder. This chapter contains
information about and basic procedures for:
·Calendar
·Contacts
·Tasks
·Voice Recorder
Calendar, Contacts, and Tasks have a card view and a list view.
Card view allows you to enter or view the details for each entry.
List view allows you to view all entries.
You can switch to these programs at any time by tapping them
on the 
Start menu.
More information on the procedures described in this chapter,
as well as information on additional procedures, can be found
in online Help on the P/PC. Tap 
Start, 
Help, and then the
item you want information on. 
						

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Scheduling meetings and appointments
Use Calendar to schedule appointments, meetings, and other
events. Check your appointments in one of several views (Day,
Week, Month, Year, and Agenda). Switch among the views by
tapping the corresponding command bar button.
You can display today’s appointments on your Active Desktop.
Tap 
Start, 
Settings, 
Display, 
Display Active Desktop, and
then select 
Appointments.
Enter the details for an appointment on the appointment card.
You can quickly display a new appointment card by double-
tapping the Calendar hard icon. 
						

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If you need to schedule a meeting with people who use Outlook,
Pocket Outlook, or Schedule+, you can use Calendar to schedule
the meeting. When attendees receive a meeting request, they can
accept or decline the meeting. If they accept, the meeting is
automatically added to their schedule. In addition, their response
is automatically sent back to you, and your calendar is updated.
Before you can send a meeting request, you need to enter e-mail
addresses in Contacts and set up Inbox to send and receive
messages. For information on using Contacts and Inbox, see
“Tracking friends and colleagues” on page 70, and “Using Inbox”
on page 61.
To create a meeting request
1. Tap 
Tools, 
Options, and then select a mail transport. If
you send and receive messages using synchronization,
select 
Windows CE Inbox Services. If you connect to
an ISP or network, select the service you set up in Inbox.
2. Tap 
File and then 
Make Meeting.
3. Enter the meeting information.
4. Select the contacts you want to invite.
5. Select other desired options and then 
OK. 
						

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Inbox automatically creates a meeting request and sends it to the
attendees the next time you connect to your mail server or
synchronize with your desktop computer.
Your P/PC reminds you about your appointments and
meetings by sounding an alarm, flashing the notification light,
or displaying a message on the screen. To change how your are
notified, tap 
Tools and then 
Options. Tap the 
Alarm button
and then 
Reminder Options.
Tracking friends and colleagues
Contacts maintains a list of your friends and colleagues so that
you can easily find the information you are looking for, whether
at home or on the road. Using the P/PC IR port, you can also
quickly share Contacts information with other Windows CE-
based mobile device users.
You can quickly create a contact card by double-tapping the
Contacts hard icon.
Enter the details for a contact on the contact card. You can enter
both business and personal information.
To change the type of information that appears in your list,
tap 
Tools and then 
Customize Columns. 
						

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Keeping a to-do list
Use Tasks to keep track of what you have to do. Overdue tasks
are displayed in red.
Enter the details for a task on the task card. You can assign a
task to a category, and if you associate a date with a task, you
can set a reminder for it. 
						

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All active tasks (tasks that have a start date before the current
date and are not marked completed) are displayed in the Active
Tasks box in the Agenda view of Calendar.
Display your active tasks on the Active Desktop. For more
information, see “Using the Active Desktop” on page 23.
Recording voice memos
Quickly capture thoughts and reminders, ideas, and phone
numbers with Voice Recorder. Use it in the way that is most
convenient for you: using the hardware buttons on your P/PC or
using the buttons on your screen.
You can use the buttons on your P/PC to record and play
recordings one-handed.
Making a recording
ToDo this
Record Press and hold the Record button.
You hear one beep when it is ready
to record.
Stop recording Release the Record button. You
hear two beeps when recording
stops. 
						

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Playing a recording
ToDo this
Play Press the Action button.
Pause/resume Press the Action button.
Stop Press the Exit button (returns to
the beginning of the recording).
Play all Press the Action button twice
(plays all messages in the list).
Navigating
ToDo this
Fast-forward, while
playingPress and hold the Action button in
the down position.
Rewind, while playing Press and hold the Action button in
the up position.
Scroll through the list
of recordingsPress the Action button up or down
and then quickly release.
Using the screen buttons
Instead of using the P/PC buttons, you can tap the buttons on
your screen to record and play your recordings. A progress bar
and a status bar provide visual indications of the process. 
						

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To skip part of a recording, move the slider to any place in the
recording before you play it.
Adjusting memory
If your P/PC runs out of memory while recording, you hear
several beeps and see an out-of-memory message on your screen.
You can adjust the allocation of memory on your P/PC by tapping
Start, 
Settings, 
System, and then the 
Memory tab.
If you run out of memory frequently, use a CompactFlash
Memory Card for storing files that you rarely need. For more
information on CompactFlash Memory Cards, see “Inserting and
Removing CompactFlash Cards” on page 92. To save a recording
to a CompactFlash card, tap the 
Tools menu, and then tap
Options. On the 
General tab, tap the 
Save to storage card
check box, and then tap 
OK. 
						

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Voice Recorder uses approximately 300 bytes per second for
recording, using the Mobile Voice format. For example, a 10-
second note uses approximately 3K.
Choosing a recording format
Voice Recorder uses a codec called Mobile Voice to compress files,
making them 25 times smaller than the original size. This
enables you to store more recordings, although the sound quality
is less than optimal. For the best sound quality, use the PCM
format. These files are larger than those stored in Mobile Voice
format. To switch formats, tap 
Tools and then 
Recording
Format.
Your recordings are saved as .wav files, which you can transfer to
your desktop computer for playback, editing, and archiving. You
need desktop software that can play .wav files, and you need the
same codec used to make the recording. You can get the Mobile
Voice codec by installing Windows CE Services (see
“Understanding Windows CE Services” on page 39) or go to the
following Web site: http://www.microsoft.com/windowsce/info/.
If you want to email your recording from your P/PC, use the
PCM file format.
Organizing recordings
Your recordings are saved automatically and given the names
Recording1, 
Recording2, and so on, by default. These
recordings are listed in the Voice Recorder window.
To quickly rename a recording
1. Tap the recording to select it.
2. Tap it again, and then enter the new name.
You can organize your recordings by renaming them and placing
them in folders. For example, you can create a folder called My
Novel and place all relevant recordings in that folder.
If you display recordings for a particular folder in the Voice
Recorder window, any new recordings you make while that folder
is selected are placed in that folder. They are given the folder 
						

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name and an incremental number (My Novel1, My Novel2, and
so on).