HP Jornada 680/680e Series Handheld PC Users Guide

							Chapter 3  |  Connecting to your desktop PC  |  55
PIM data translation
You can translate only one file at a time. To translate
multiple PIM data files, you need to repeat the Translation
operation for each file separately.
To translate appointment data
1. Double-click the HP PIM Translation Utility icon to
start the program.
2. In the Welcome screen, click Appointments.
3. Specify the appointment data file to translate in the
Open File dialog box that appears, and then click
OK. If the file you specify is not a PIM database file
of the appropriate type, you will get an error mes-
sage.
4. In the Appointment Book Translation Note screen,
click OK. The Data Translation Progress screen
appears, showing the progress of current translation
activity.
5. When the translation is complete, a message ap-
pears. Click OK to return to the Welcome screen.
Limitation on appointment translation
Although the Appointment Book applications on the
HP 100LX/200LX palmtop PCs and HP OmniGo 100/120
organizers and the Calendar application on the HP Palmtop
PC support daily, weekly, monthly, and yearly repeated
events, the Schedule+ application supports only daily and
yearly repeated events. Because all translation goes through
Schedule+, there is no direct mapping from earlier
HP Palmtop products to Schedule+ for repeating weekly and
monthly events. As long as you do not edit imported repeat-
ing weekly or monthly events in Schedule+ before you
synchronize them with the HP Palmtop PC, they will
translate correctly into repeating events on the palmtop PC.
If, however, you edit them in Schedule+, they lose their
weekly/monthly attribute and are treated as single events. 
						

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To translate a Phone Book data file
1. Double-click the HP PIM Translation Utility icon to
start the program.
2. In the Welcome screen, click Phone Book.
3. In the Open File dialog box, specify the Phone Book
data file to translate, and then click OK.
4. In the Phone Book Translation Field Map window,
select mapping options. For more information, see
the following sections.
5. When translation is complete, a message appears.
Click OK to return to the Welcome screen.
Phone Book field mapping
The HP PIM Translation Utility attempts to map the fields
in your Phone Book data file to standard fields in a Sched-
ule+ record. As long as your Phone Book fields have standard
names (that is, you have not modified the Phone Book
database field structure), the translation is straightforward.
The suggested mapping appears in a table in the Phone Book
Translation Field Map screen:
•The left column shows the names of fields extracted from
the Phone Book data file. (Only the fields that have data
are included.)
•The right column shows the names of Schedule+ fields.
•An arrow in the center column indicates that the data in
a Phone Book field in the left column will be copied to the
corresponding Schedule+ field in the right column. Note
that multiple Phone Book fields (for example, Address1
and Address2) can be mapped to the same Schedule+ field
(for example, Business address). No arrow in the center
column indicates that there is no mapping and, therefore,
the data will not be copied. You can add or modify the
suggested mappings before translating the data. For
example, if you have customized the name of a Phone 
						

							Chapter 3  |  Connecting to your desktop PC  |  57
Book field so that the HP PIM Translation Utility does
not know how to map it, you can define a mapping for it
yourself.
Name mapping
The Name field in the Phone Book data file can be mapped in
three ways in Schedule+:
•If the name in the Phone Book data file is entered as
Name1, Name2 [Name3] (that is, with a comma after the
first word), it is always mapped to the two name fields in
Schedule+ with Name1 = Last Name and Name2
[Name3] = First Name.
•If the name in the Phone Book data file does not have a
comma after the first word, you can choose one of two
options for its mapping:
•Last name/First name— (default) Name1 [Name3]
Name2 maps to Name1  = Last Name and [Name3]
Name2 = First Name.
•First name/Last name—Name1 [Name3] Name2
maps to Name1 [Name3] = First Name and Name2
= Last Name.
In all cases, Last name is mapped to a single word, with any
additional words such as [Name3] becoming part of First
name.)
Mapping additions
If a field appears in the left column with no mapping (that
is, no arrow in the center column) select a field name from
the drop-down list of the Schedule+ field immediately to the
right of the field whose mapping you want to define. The
field name appears in the appropriate cell in the right
column and a mapping arrow appears in the center column. 
						

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Mapping changes
If a field in the left column is mapped to the wrong field in
the right column, change the mapping by selecting a differ-
ent Schedule+ field name from the drop-down list for the
corresponding cell in the right column.
Mapping removal
If a field in the left column should not be mapped to any-
thing, click None from the drop-down list for the corre-
sponding cell in the right column. The None option is not
available for the Name field.
Translation status review
After each translation is finished, whether it completed
successfully or was interrupted, the results are written onto
the Status screen. Click the Status button on the Welcome
screen to see the history of any translations begun during
the current execution of the HP PIM Translation Utility. 
						

							|  59
 Staying organized | 4
Your Hewlett-Packard Jornada 680 or 680e Handheld PC
comes with a variety of programs designed to help you stay
organized. Use Microsoft Pocket Outlook  and
HP Jornada viewer to manage your contacts, tasks, and
calendar while you are away from your office. When you
return, you can synchronize your HP Jornada with your
desktop or notebook PC to ensure that the Pocket Outlook
databases on your HP Jornada are always up to date with
the Microsoft Outlook or Schedule+ data on your desktop.
Pocket Outlook also lets you set alarms and reminders so
that you never forget an appointment or meeting. And, if
you want a personal reminder, you can record voice memos
to yourself with Microsoft Voice Recorder.
In this chapter you will find information about and basic
procedures for:
•Pocket Outlook
•HP viewer
•HP quick pad
•Voice Recorder
For more information on these and other programs that
come with your HP Jornada, see online Help. 
						

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Using Microsoft Pocket Outlook
Your HP Jornada comes with Microsoft Pocket Outlook,
which includes Calendar, Contacts, Tasks, and Inbox. Using
Microsoft Windows CE Services, you can synchronize
information on your HP Jornada with information in
Microsoft Outlook, Microsoft Schedule+, or Microsoft
Exchange on your desktop computer. Each time you syn-
chronize, Windows CE Services compares the changes you
made to data on your device and desktop PC and updates
both computers.
With Inbox, you can send and receive e-mail messages, either
by synchronizing with the mail program on your desktop PC
(either Outlook or Exchange) or by connecting directly to
your mail server through an Internet or network account.
To start Pocket Outlook
1. On the Start menu, point to Programs, point to
Pocket Outlook, and tap either Calendar, Con-
tacts, Inbox, or Tasks.
–or–
Tap one of the Calendar, Contacts, Inbox, or Tasks
hot keys.
To switch quickly from one Pocket Outlook applications to another, tap the Go menu on
the toolbar of the current Pocket Outlook application.
Keeping appointments with Calendar
Use Calendar to schedule appointments, meetings, and other
events. Quickly check your appointments in one of several
views (Day, Week, Month, Year, and Agenda).
To create a new appointment
1. On the Start menu, point to Programs, point to
Pocket Outlook, and tap Calendar.
–or–
Tap the Calendar hot key. 
						

							Chapter 4  |  Staying organized  |  61
2. On the File menu, tap New Appointment.
3. Type a description and the location of your appoint-
ment.
4. Select the time and date of your appointment.
5. To add notes, tap the Notes button, and then tap
once in the notes area. Type your notes.
6. To assign the appointment to a category, tap the
Categories button, and then select a category from
the list.
7. Select other desired options, and when you are
finished tap OK.
If you need to schedule a meeting with people who use
Outlook, Pocket Outlook, or Schedule+, you can use Calen-
dar to schedule the meeting. When attendees receive a
meeting request, they can choose to accept or decline the
meeting. If they accept, the meeting is automatically placed
in their schedule. In addition, their response is automati-
cally sent back to you, and your calendar is updated.
Before you can send a meeting request, you must enter
e-mail addresses in Contacts and set up Inbox to send and
receive messages (see the Using Inbox section in chapter 6).
To create a meeting request
1. On the Start menu, point to Programs, point to
Pocket Outlook, and then tap Calendar.
–or–
Tap the Calendar hot key.
2. On the Tools menu, tap Options, and then choose
a mail transport:
• If you send and receive messages using synchroni-
zation, select ActiveSync.
• If you connect to an ISP or network, select the
service you set up in Inbox or the HP Jornada
dialup application.
3. Tap OK. 
						

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4. On the File menu, tap Make Meeting.
5. Enter the meeting information.
6. Select the contacts you want to invite.
7. Select other desired options, and then tap OK.
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 PC.
Your HP Jornada will remind you about your appointments and meetings by playing a
sound, flashing the notification light, and/or displaying a message on the screen. To
choose the way you prefer to be notified, tap Options on the Tools menu. Tap Alarm,
and then tap Reminder Options. You can silence an alarm without even opening your
HP Jornada by pressing the blinking alarm-notification LED on the cover.
Managing names and addresses with Contacts
The Contacts program maintains a list of your friends and
colleagues so that you can easily find the information you are
looking for, whether you are at home or on the road. Using
the infrared port, you can also quickly share Contacts
information with other Windows CE–based mobile device
users.
To create a new contact
1. On the Start menu, point to Programs, point to
Pocket Outlook, and tap Contacts.
–or–
Tap the Contacts hot key.
2. On the File menu, tap New Contact.
3. Type a name.
4. Tap Business or Personal and type information in
the appropriate fields. Supply an e-mail address to
send meeting requests and e-mail messages to this
contact. 
						

							Chapter 4  |  Staying organized  |  63
5. To add a note or assign the contact to a category, tap
Notes/Categories. Then, select the notes area and
enter your notes, or select a category from the list.
6. When you are finished, tap OK.
You can send up to 25 contact cards at a time to another Windows CE–based device. To
do this, line up the infrared ports on the two devices so that they are within 1 meter
(3 feet) of one another. On the Contacts list, select the item(s) you want to send, and
then on the File menu, tap Send. If you are receiving items, tap Receive. Category
information and notes are not transmitted with the contact.
Keeping track of your workload with Tasks
The Tasks program helps you keep track of what you need
to do. Enter the details for a task on the task card, and then
assign a category. You can even associate a date with the
task and then set a reminder for yourself.
You can sort the list on any column by tapping the column
heading (the column used for sorting the list displays a
triangle in the heading). If you sort by status, active tasks
are listed before completed tasks. Or, you can filter your list
to show only a specific status of a task or tasks belonging to a
specific category. When your list is filtered, the filter button
is selected. Overdue tasks are displayed in red, bold text.
To create a new task
1. On the Start menu, point to Programs, point to
Pocket Outlook, and tap Tasks.
–or–
Tap the Tasks hot key.
2. On the File menu, tap New Task.
3. Type a description of the task. 
						

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4. Select the start date, due date, and other information.
5. To add a note to a task, tap the Notes button, and
then tap once in the note-taking area. Type your
note, and then tap OK.
6. When you are finished, tap OK.
Managing your e-mail with Inbox
Use Inbox to send and receive e-mail messages. You can
access your e-mail by synchronizing with your desktop PC
or by connecting to a mail server through an Internet or
network account. (For more information, see the Using
Inbox section in chapter 6 and the Synchronizing e-mail
messages section in chapter 3.)
Using HP viewer
HP viewer gives you a quick and versatile way to view the
information in your Pocket Outlook Calendar, Contacts, and
Tasks databases. HP viewer displays the information you
choose in as much detail as you want, including detailed
contact information, tasks and notes on a single screen, or
all the appointments and tasks scheduled for a single day, a
week, or up to 6 months at a time. HP viewer also enables
you to view a single field for any record or to switch in-
stantly to Pocket Outlook for editing.
By default, the HP viewer icon is displayed on the Windows
CE desktop.
To start HP viewer
1. On the Start menu, point to Programs, point to
HP Applications, and then tap HP viewer.
–or–
Press the HP viewer hot key.