HP Jornada 540 Series Pocket PC Users Guide

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3 | Connecting to your  
desktop PC 
To get the most from your HP Jornada, you will want to connect to your 
desktop or notebook PC. This chapter describes how to establish the 
connection between your HP Jornada and your desktop PC and how to 
synchronize and transfer files between your Pocket PC and your desktop (or 
any PC that has Microsoft ActiveSync installed). In this chapter, you will learn 
to: 
• Install Microsoft ActiveSync 3.1 on your desktop PC. 
• Connect your HP Jornada by sync cable, cradle, or infrared. 
• Establish a partnership between your HP Jornada and your desktop PC. 
• Synchronize data between your HP Jornada and desktop PC. 
• Browse files on your HP Jornada from your desktop PC. 
• Transfer files between your HP Jornada and a desktop PC. 
• Back up the data on your HP Jornada.  
						

							28 | HP Jornada 540 Series User’s Guide     
 
Installing Microsoft ActiveSync on your 
desktop PC 
Before you can connect your HP Jornada to a desktop PC, you must install 
Microsoft ActiveSync on the desktop PC. Microsoft ActiveSync enables you to 
browse, synchronize, and transfer files between your desktop PC and your HP 
Jornada.  
Microsoft ActiveSync 3.1 is included on the ActiveSync CD-ROM, which 
comes with your HP Jornada. For instructions on installing ActiveSync, refer to 
the 
Getting Started with Microsoft ActiveSync booklet that accompanies the 
CD-ROM. For information on using ActiveSync, see ActiveSync Help on your 
desktop PC after you have installed the program. 
 Check the Microsoft Web site for updates to the ActiveSync software.    
System requirements 
The minimum desktop PC system requirements for installing and running 
Microsoft ActiveSync 3.1 are as follows: 
• Microsoft® Windows® 2000, Microsoft® Windows NT® Workstation 4.0 
with Service Pack 3 or greater, or Microsoft® Windows 95/98.  
• Pentium processor for Windows NT or Windows 2000 (166 MHz required 
for Windows 2000).  
–or– 
486/66 DX or higher processor (Pentium P90 recommended) for Windows 
95/98.  
• 16 MB of memory for Windows 95/98 (more memory will improve 
performance) or Windows NT (32 MB recommended) or Windows 2000 
(64 MB recommended).  
• Hard disk drive with 10 to 50 MB of available hard disk space (actual 
requirements will vary based on selection of features and your current 
system configuration).  
• Available 9- or 25-pin communications port (adapter required for 25-pin 
communication port), infrared port, or USB port (available for Windows 98 
or Windows 2000 only).  
• CD-ROM drive.  
• VGA graphics card or compatible video graphics adapter at 256 colors or 
higher.  
• Keyboard.   
						

							Chapter 3 | Connecting to your desktop PC | 29 
 
 
• Microsoft® Mouse or compatible pointing device.  
Optional components: 
• Audio card/speakers for sound. 
• Modem and/or Ethernet LAN connection for remote synchronization. 
• Microsoft Internet Explorer 4.0 or higher for Mobile Channels or Mobile 
Favorites support. (Internet Explorer 5.0 is included on the ActiveSync 
CD-ROM.)  
• Additional 153 MB of disk space for Microsoft Outlook® 2000. 24 MB 
system RAM recommended. (Microsoft Outlook 2000 is included on the 
ActiveSync CD-ROM.) 
Connecting your HP Jornada 
You can connect your HP Jornada to a desktop or notebook computer in three 
ways: 
• Use a sync cable to connect to a serial or USB port. 
• Use a cradle to connect to a serial or USB port.  
• Use the infrared port on your Pocket PC (if the desktop or notebook 
computer also has an infrared transmitter). 
 
Each of these methods works with all models of the HP Jornada Pocket PC; 
however, USB and infrared connectivity are not supported by Windows NT. 
Sync cables and cradles are available in both serial and USB forms as 
optional accessories. 
Desktop PC operating system 
Connection  
method 
Windows 95  Windows 98  Windows 2000  Windows NT 
USB No Yes Yes No 
Serial Yes Yes Yes Yes 
Infrared Yes  Yes  Yes  No 
 
 
 
 You must install ActiveSync on your desktop PC before attempting to connect  
by USB.   
  
						

							30 | HP Jornada 540 Series User’s Guide     
 
Serial connections require a 9-pin serial communications (COM) port on your 
desktop PC. If the 9-pin serial port is in use by another device, or if your 
desktop PC has no 9-pin serial port, obtain an adapter from your computer’s 
manufacturer. 
Connecting by cradle  
If a cradle was not included with your HP Jornada 540 Pocket PC, you can 
purchase a serial or USB cradle as an optional accessory. For more 
information, see the HP Jornada Accessories Guide. 
To connect by cradle 
1.  Connect the DC plug from the AC adapter to the DC jack on the 
cradle cable, and plug the AC adapter into a wall outlet.  
2.  Connect the cable from the cradle to a serial or USB port on your 
desktop PC. 
3.  Slide your HP Jornada into the cradle. Your HP Jornada should start 
automatically and establish a connection to the desktop PC.  
						

							Chapter 3 | Connecting to your desktop PC | 31 
 
 
 
 When you remove your HP Jornada from the cradle, hold the cradle down with 
one hand, and gently lift the HP Jornada with the other to avoid putting stress 
on the connectors. 
 
 
Connecting by sync cable 
If a sync cable was not included with your HP Jornada, you can purchase 
either a serial or USB cable as an optional accessory. For more information, 
see the HP Jornada Accessories Guide. 
To connect by sync cable 
1.  Connect the sync cable to a serial or USB port on your desktop PC.   
						

							32 | HP Jornada 540 Series User’s Guide     
 
2.  Connect the other end of the sync cable to your HP Jornada. Your 
HP Jornada should start automatically and establish a connection to 
the desktop PC.  
 
 
Connecting by infrared 
The infrared port on your HP Jornada provides a convenient way to connect to 
an IrDA-equipped PC without using a cable or cradle. Many notebook 
computers have built-in infrared ports; however, you may need to install and 
configure an infrared port on a desktop PC. To install the port, follow the 
manufacturer’s instructions. More information about infrared drivers for 
Windows 95/98 or Windows 2000 is available on the Windows for Pocket PC 
Web site at www.microsoft.com/windowsce
. 
For complete instructions on connecting to your desktop PC by infrared, refer 
to ActiveSync help on your desktop PC.   
						

							Chapter 3 | Connecting to your desktop PC | 33 
 
 
Establishing a partnership 
When you install Microsoft ActiveSync, you are prompted to connect your HP 
Jornada and create a partnership. A partnership enables your desktop PC to 
recognize your HP Jornada when you connect and to remember the 
synchronization and file conversion settings you set.  
You can connect your HP Jornada to a desktop PC without establishing a 
partnership; however, only Pocket PCs that have a partnership with a desktop 
PC can synchronize information between the two computers. 
Your HP Jornada can have partnerships with up to two desktop (or notebook) 
PCs, for example, your home and office computers. If you regularly 
synchronize your HP Jornada with both desktop PCs, you can ensure that 
important files, contacts, and appointments are always up-to-date and identical 
on all three computers.  
 Although you can establish partnerships with two desktop PCs, you can 
synchronize e-mail messages with only one desktop PC.  
 
A single desktop PC can have partnerships with many Pocket PCs or other 
mobile devices. This is useful if you have more than one Windows–powered 
device, or if several mobile professionals share a single desktop PC. 
The New Partnership Wizard 
The first time you connect, the New Partnership Wizard on your desktop PC 
helps you establish a partnership and set options for synchronizing Pocket 
Outlook data, e-mail messages, and files between your HP Jornada and 
desktop PC.  
To establish a partnership 
1. When the New Partnership dialog box appears on your desktop PC 
screen, click Yes to synchronize, and then follow the instructions to 
complete the New Partnership Wizard.  
2.  At the prompt, type a name and description for your HP Jornada. The 
name must start with a letter, and it can be anything you choose (up 
to 15 characters, no spaces). 
 
 You can later change the name and description on the Device ID tab of the 
About control panel on your HP Jornada. On the Start menu, tap Settings, tap
the System tab, and then tap the About icon. 
 
  
						

							34 | HP Jornada 540 Series User’s Guide     
 
3.  Set the number of partnerships your HP Jornada will have. If you will 
synchronize information between your Pocket PC and more than one 
computer, or if you have already established a partnership with 
another desktop PC, select two. 
4.  Set options for synchronization, including the types of files and 
information you want to synchronize and whether to synchronize 
automatically each time you connect. 
 
 If you choose to establish partnerships with two desktop PCs, the two desktop 
PCs must be configured with the same synchronization settings. In addition, 
both desktop PCs must use the same PIM program (for example, Microsoft 
Outlook). 
 
 
Synchronizing data 
Synchronization compares the data on your HP Jornada with the data on your 
desktop PC and updates both computers with the most recent information. 
You can synchronize any of the files on your HP Jornada with the 
corresponding files on your desktop PC. For example: 
• Keep Pocket Outlook data up-to-date by synchronizing your Calendar, 
Contacts, and Tasks databases with Microsoft Outlook on your desktop 
PC.  
• Synchronize Microsoft® Word and Microsoft® Excel files between your 
device and desktop PC. Your files are automatically converted to the 
correct format.  
• Synchronize e-mail messages in your HP Jornada Inbox with e-mail 
messages in Microsoft Outlook on your desktop PC. 
• Copy favorite Web site addresses and any Web pages you have marked 
for offline viewing in Microsoft Internet Explorer to your HP Jornada.  
 
By default, ActiveSync synchronizes only Contacts, Calendar, Tasks, and your 
Mobile Favorites. You can set synchronization options when you first establish 
a partnership, or use ActiveSync options to turn synchronization on and off for 
other files and information types. 
Control 
when synchronization occurs by selecting a synchronization mode. For 
example, you can synchronize continually while your HP Jornada is 
connected, or only when you choose the synchronize command. 
Select which information types are synchronized and control how much data is 
synchronized. For example, you can choose how many weeks of past 
appointments you want synchronized.  
						

							Chapter 3 | Connecting to your desktop PC | 35 
 
 
Resolving synchronization conflicts 
If the same item (for example an appointment or a task) has been modified on 
both your HP Jornada and desktop PC, ActiveSync indicates that a 
synchronization conflict has occurred.  
When the Resolve items message appears in the ActiveSync window, click it 
to display the Resolve Conflict dialog box. To resolve the conflict, you must 
specify one of the items to replace. 
You can resolve each conflict manually at the time of synchronization, or you 
can resolve conflicts automatically, by setting a default option for conflict 
resolution.  
To set a default option for conflict resolution 
1.  In the ActiveSync window on your desktop PC, click Options on the 
Tools menu. 
2. On the Rules tab, choose one of the options under Conflict 
Resolution. 
Synchronizing from a remote location 
You can synchronize while connected to your desktop PC by a dial-up 
(modem) connection or over a local area network (LAN). This can be useful if 
you need to synchronize files or PIM information while traveling. Before you 
leave, you must configure both your HP Jornada and your desktop PC. 
On your HP Jornada 
You must create a partnership between your HP Jornada and the desktop PC 
using one of the direct connection methods (serial cable, USB cradle, or 
infrared connection) described in this chapter. And you must configure a dial-
up or network connection on your HP Jornada, as described in chapter 4, 
Connecting to the Internet or to a network.  
On your desktop PC 
Before you can synchronize remotely, the desktop PC or network server must 
be configured to allow your HP Jornada to connect. If the desktop PC uses 
Windows NT, you must install and configure Remote Access Services. If it 
uses Windows 95/98, install and configure Dial-Up Networking.  
You must also ensure that ActiveSync is configured to allow a network 
connection. By default, ActiveSync allows a network connection; however, to 
confirm the setting or to enable connection if it has been disabled, follow the 
procedure below.  
						

							36 | HP Jornada 540 Series User’s Guide     
 
To enable a network connection in ActiveSync 
1. On the File menu, click Connection Settings.  
2. Select Allow network (Ethernet) and Remote Access Service 
(RAS) server connection with this desktop computer. 
 
Follow these steps to prepare your desktop PC before you leave: 
• If you are using a modem on your desktop PC, turn the modem on before 
you leave. 
• Leave your desktop PC on, and be sure you logged on under the same 
user name as when you created the partnership. 
• Ensure your PIM program and e-mail program (Microsoft Outlook or 
Microsoft® Exchange) are running. 
If you receive an error message on your HP Jornada that states that an 
information type needs attention, or if unresolved items are reported after 
synchronization, you need to synchronize directly with your desktop PC using 
a serial cable, cradle, or infrared connection. 
Browsing your HP Jornada from your 
desktop 
While your HP Jornada is connected to a desktop PC, you can use ActiveSync 
to browse the contents of your HP Jornada from your desktop PC. In the 
ActiveSync window on your desktop PC, click Explore on the File menu. The 
contents of your HP Jornada are displayed in the Mobile Device window. 
You can also browse the contents of your HP Jornada from Windows Explorer 
by double-clicking the Mobile Device icon in My Computer or in the drop-down 
list of available drives. 
While you browse, you can cut, paste, and copy files between folders on your 
HP Jornada or transfer files between your HP Jornada and desktop PC simply 
by dragging the file icons between folders.  
You cannot open documents or start programs stored on your HP Jornada by 
double-clicking their icons in the Mobile Device window on your desktop PC. 
Double-clicking an icon displays the properties for that file.