Palm I705 Wireless Handheld Instructions Manual

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CHAPTER 16
Performing HotSync
®
 Operations
HotSync® technology enables you to synchronize data between one or more Palm 
OS
® handhelds and Palm™ Desktop software or another PIM such as Microsoft 
Outlook. To synchronize data, you must connect your handheld and Palm Desktop 
software. You can synchronize your data either directly or indirectly. Direct 
methods include placing your handheld in the cradle attached to your computer, 
or using infrared communications. An indirect method is using a modem.
Selecting HotSync setup options
You can choose when you want HotSync Manager to run. If necessary, you can 
adjust the local and modem HotSync settings as well.
To set the HotSync options on a Windows computer:
1.Click the HotSync Manager icon in the Windows system tray.
2.Choose Setup.
3.Click the General tab and select one of the following options:
Always availableAdds HotSync Manager to the Startup folder and 
constantly monitors the communication port for 
synchronization requests from your handheld. With this 
option, the HotSync Manager synchronizes data even 
when Palm Desktop software is not running. 
						

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If you’re not sure which option to use, keep the default setting: Always 
available.
4.If you are using a serial cradle, click Local tab to display the settings for the 
connection between your computer and the handheld cradle, and adjust the 
following options as needed. 
If you are using the USB cradle, you do not need to use the settings on the Local 
tab for a direct HotSync operation. 
5.Click the Modem tab to display the modem settings and adjust the options as 
needed. See “Conducting a HotSync operation via modem” later in this chapter 
for more information.
6.Click OK.
Available only 
when Palm 
Desktop software is 
runningStarts HotSync Manager and monitors requests 
automatically when you open Palm Desktop software.
ManualMonitors requests only when you select HotSync Manager 
from the Start menu.
Serial PortIdentifies the port that HotSync Manager uses to communicate 
with the cradle. The Palm Desktop installation software 
automatically detects the port to which you connected the 
cradle. If necessary, you can change the port selection.
Your handheld cannot share this port with an internal modem 
or other device. 
SpeedDetermines the speed at which data is transferred between 
your handheld and Palm Desktop software. Try the As Fast As 
Possible rate first, and adjust downward if you experience 
problems. This setting allows Palm Desktop software and your 
handheld to find and use the fastest speed. 
						

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153
To set the HotSync options on a Mac computer:
1.Double-click the HotSync Manager icon in the Palm folder.
2.Click the HotSync Controls tab and select any of the following options:
3.If you are using the USB cradle, you do not need to adjust the settings on the 
Serial Port Settings tab for a direct HotSync operation; they are automatically set 
when you perform the first HotSync operation. 
HotSync 
Enabled/
DisabledActivates the serial port monitor and prepares your Mac 
computer to synchronize with your handheld. By default, the 
serial port monitor is enabled whenever you start your 
computer. Keep this default if your HotSync cradle is always 
connected to a specific port (USB, serial, or modem). If, 
however, you use the same port for other devices besides the 
HotSync cradle, disable the serial port monitor and then enable 
it manually only when you connect the cradle to perform a 
HotSync operation. 
Enable HotSync 
software at 
system startupActivates the serial port monitor automatically each time you 
start your computer. If this option is not checked, you must 
open HotSync Manager and select the Enabled option before 
you can perform a HotSync operation.
Show more 
detail in HotSync 
LogIncludes more troubleshooting information in the log that is 
generated when you perform a HotSync operation. 
						

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If you are using the optional serial cradle, click the Serial Port Settings tab and 
select any of the following options:
.
Check for a handheld 
connection usingSelect the method you use to synchronize your handheld 
and your desktop applications:
Local Setup. Synchronizes while your handheld and 
HotSync cradle are connected to this computer.
Modem Setup. Synchronizes while your handheld 
communicates to this computer across a telephone line. 
Both Setups. Synchronizes using the HotSync cradle, or 
through the modem; HotSync Manager monitors both 
connections for communication from a handheld.
Choosing Both Setups prevents you from using either 
port for other operations such as printing, faxing, or 
AppleTalk networking.
Local SetupEnables you to perform HotSync operations using the 
HotSync cradle that is connected to your computer. If you 
are using the USB cradle for a direct HotSync operation, 
you do not need to set these options; set them if you are 
using the optional serial cradle.
Speed. Determines the speed at which data is transferred 
between your handheld and Palm Desktop software. Try 
the As Fast As Possible rate fir st, and adjust downward if 
you experience problems. This setting allows Palm 
Desktop software and your handheld to find and use the 
fastest speed.
Port. Identifies the port that Palm Desktop software uses 
to communicate with the HotSync cradle. Select the port 
where you connected the HotSync cradle. If you perform 
IR HotSync operations, select Infrared port. 
						

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155
You can set both Local and Modem settings and prepare your computer to 
synchronize using the HotSync cradle or a modem. However, choosing both 
setups prevents you from using either port for other operations such as 
printing, faxing, or AppleTalk networking. 
4.Close the HotSync Software Setup window. 
Customizing HotSync application settings
For each application, you can define a set of options that determines how records 
are handled during synchronization. These options are called a “conduit.” By 
default, a HotSync operation synchronizes all files between the handheld and 
Palm Desktop software. 
In general, you should leave the settings to synchronize all files. The only reason 
you might want to change these settings is to overwrite data on either your 
handheld or Palm Desktop software, or to avoid synchronizing a particular type of 
file because you don’t use it.
In addition to the conduits for Date Book, Address Book, To Do List, Memo Pad, 
and Note Pad, Palm Desktop software includes System and Install conduits, as 
well as conduits for MutliMail
® Deluxe and for updating the MyPalm™ mobile 
portal. The System conduit backs up the system information stored on your 
handheld, including Graffiti
® ShortCuts. The Install conduit installs add-on 
applications on your handheld. The conduit for MutliMail Deluxe enables you to 
select e-mail accounts to synchronize, and the MyPalm Update conduit allows you 
to receive newer versions of the MyPalm mobile portal. 
Modem SetupEnables you to perform HotSync operations across a 
telephone line. To do this you must purchase an optional 
add-on modem accessory for your handheld, have a 
modem connected to your computer, and set the 
following options:
Modem. Identifies the type of modem connected to your 
computer. If your modem does not appear on the list, use 
the Hayes setting, or choose Custom to enter a command 
string. Refer to the manual that came with your modem 
to find the appropriate command string.
Port. Identifies the port that Palm Desktop software uses 
to communicate with the modem. Select the USB, 
modem or printer port where you connected the modem 
cable. 
Modem Speaker. Activates the modem’s speaker. If you 
are having trouble connecting, turn on this option to 
make sure the modem connected to your computer is 
responding to incoming calls. 
						

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To customize HotSync application settings on a Windows computer:
1.Click the HotSync icon ™ in the Windows system tray (bottom-right corner 
of the taskbar).
You can also click the HotSync command on the Palm Desktop software menu 
bar.
2.From the HotSync Manager menu, choose Custom.
3.Select the appropriate user name from the list.
4.Select an application in the Conduit list.
5.Click Change, and do one of the following:
The MyPalm Update conduit: Set update options. Enter your Username and 
Password, and select the check box to set these options as a default. 
MultiMail: Set synchronization options. Click Configure Accounts to change e-
mail account settings. 
Other applications: Click the direction in which you want to write data, or click 
Do Nothing to skip data transfer for an application.
Changing the HotSync setting from the default affects only the next HotSync 
operation. Thereafter, the HotSync Actions revert to their default settings. To 
use a new setting on an ongoing basis, select the Set As Default box. Thereafter, 
whatever you selected as the default setting is used when you click the Default 
button in the Custom dialog.
6.Click OK. 
						

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7.Repeat steps 4 through 6 to change conduit settings for other applications.
8.Click Done to activate your settings.
To customize HotSync application settings on a Mac computer:
1.Double-click the Palm Desktop icon in the Palm folder.
2.From the HotSync menu, choose Conduit Settings.
3.From the User pop-up menu, select the appropriate user name.
4.Select an application in the Conduit list.
5.Click Conduit Settings, and do one of the following:
The MyPalm Update conduit: Set update options. Enter your Username and 
Password, and select the check box to set these options as a default.
Other applications: Click the direction in which you want to write data, or click 
Do Nothing to skip data transfer for an application.
Changing the HotSync setting from the default affects only the next HotSync 
operation. Thereafter, the HotSync Actions revert to their default settings. To 
use a new setting on an ongoing basis, click Make Default. Thereafter, whatever 
you selected as the default setting is used for HotSync operations.
6.Click OK.
7.Repeat steps 4 through 6 to change conduit settings for other applications.
8.Close the Conduit Settings window. 
						

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Performing cradle HotSync operations
The simplest way to synchronize data is to perform a direct HotSync operation by 
seating your handheld in the cradle and pressing the HotSync button.
Performing a cradle HotSync operation: Windows
The first time you synchronize your data, you need to enter user information on 
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” later in 
this chapter before performing the following steps.
IMPORTANTYou must perform your first HotSync operation with a local, direct 
connection, or with infrared communication, rather than using a modem.
The following steps assume that you have already installed Palm Desktop 
software. If you have not installed this software, see “Step 4: Install software” in 
Chapter 1 for instructions.
To perform a local HotSync operation on a Windows computer:
1.Place your handheld on 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.  
						

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3.Press the HotSync button ™ on the cradle.
IMPORTANTThe 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.
The HotSync Progress dialog box appears and synchronization begins.
 
4.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. Gently rock your handheld forward in the cradle and then lift it to 
remove.
Performing a direct HotSync operation: Mac computers
When you installed Palm Desktop software, you entered a user name. This user 
name is the connection between your handheld and your computer. 
The first time you perform a HotSync operation the Palm Desktop software: 

Adds a user name to your handheld. 
						

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Creates a folder for the user name in the Users folder inside the Palm folder. For 
example, if you entered Jane Garcia as your user name, a folder called Jane 
Garcia is created in the Users folder.

Creates a file named User Data in your user name folder. 
User names appear in the User pop-up on the right side of the toolbar. You can 
change users by selecting a new name in the pop-up menu. 
Each subsequent time you perform a HotSync operation, HotSync Manager reads 
the user name from your handheld and synchronizes the data in the folder of the 
same name.
Be sure you select the correct user name from the User pop-up before entering data 
on Palm Desktop or performing a HotSync operation.
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” later in 
this chapter before performing the following steps.
IMPORTANTYou must perform your first HotSync operation with a local, direct 
connection, or with infrared communication.
The following steps assume that you have already installed Palm Desktop 
software. See “Step 4: Install software” in Chapter 1 if you have not installed this 
software.