Palm M105 Handheld Instructions Manual

							Chapter 4 Page 64
Note:
Purging does not happen automatically. You must tap the 
command to make it happen. 
						

							Page 65  Using Your Applications
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 either directly or indirectly. Direct 
methods include connecting your handheld to the HotSync cradle/
cable attached to your computer, or using infrared 
communications. An indirect method is using a modem. See 
Chapter 5 for information about performing HotSync operations 
via a modem or IR port.
Performing a HotSync operation for the first time: 
Windows
The first time you synchronize your data, you need to enter user 
information in your 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 5 before performing the 
following steps.
Important:
You must perform your first
 HotSync operation with a 
local, direct serial connection.
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. 
						

							Chapter 4 Page 66
To perform a local HotSync operation on a Windows comput-
er:
1. Connect your handheld to the HotSync cradle/cable.
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 Ô
 on the cradle/cable.
Important:
The first time you perform a HotSync operation, the 
Users dialog box appears. You must select the name 
you entered when you installed Palm Desktop software 
and click OK. Every handheld should have a unique 
name. To prevent loss of a user’s records, never try to 
Shown with a 
HotSync cradle. 
Some models use 
a cable in place 
of the cradle.
HotSync 
button 
						

							Page 67  Using Your Applications
synchronize more than one handheld to the same user 
name.
The HotSync Progress dialog box appears and synchroniza-
tion 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 HotSync cradle/cable.
Performing a HotSync operation for the first time: 
Macintosh
When you installed Palm Desktop software, you entered a user 
name. This user name is the connection between your handheld 
and your Macintosh. 
The first time you perform a HotSync operation the Palm Desktop 
software: 
nAdds a user name to your handheld.
nCreates 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. 
						

							Chapter 4 Page 68
nCreates a file named User Data in your user name folder.  
						

							Page 69  Using Your Applications
Note:
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.
Note:
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” in Chapter 5 before performing the 
following steps.
Important:
You must perform your first
 HotSync operation with a 
local, direct serial connection.
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.
To perform a local HotSync operation on a Macintosh:
1. Connect your handheld to the HotSync cradle/cable.
2. Make sure HotSync Manager is enabled: Double-click the 
HotSync Manager icon in the Palm folder. Click the HotSync 
Controls tab and make sure the Enabled option is selected.
3. Press the HotSync button   on the cradle/cable.
Shown with a 
HotSync cradle. 
Some models use 
a cable in place 
of the cradle. 
						

							Chapter 4 Page 70
The HotSync Progress dialog box appears followed by the 
Select User dialog box.
4. In the Select User dialog box, select the user name you entered 
when you installed the Palm Desktop software, and click OK.
The HotSync Progress dialog box reappears and synchroni-
zation 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 HotSync cradle/cable.
HotSync 
button 
						

							Page 71  Using Your Applications
Beaming information
Your handheld is equipped with an IR (infrared) port that you can 
use to beam information to another Palm OS handheld that’s close 
by and also has an IR port. The IR port is located in the upper-right 
corner on the back of your handheld, behind the small dark shield. 
You can beam the following information between Palm OS 
handhelds:
nThe record currently displayed in Date Book, Address Book, To 
Do List, Note Pad, or Memo Pad
nAll records of the category currently displayed in Address Book, 
To Do List, Note Pad, or Memo Pad
nA special Address Book record you designate as your business 
card that contains information to exchange with business 
contacts
nAn application installed in RAM memory
Note:
You can also perform HotSync operations using the IR port. 
See “IR HotSync operations” in Chapter 5 for more details.
To beam a record or category of records:
1. Locate the record or category you want to beam.
2. Tap the Menu icon  .
3. Tap Record, and then tap one of the following:
Beam record (The word record is replaced with event, entry, 
item, note, or memo based on the application.)
Beam Category
4. When the Beam Status dialog box appears, point the IR port 
directly at the IR port of the receiving handheld.
Tip:
For best results, Palm handhelds should be between 10 
centimeters (approximately 4 inches) and 1 meter 
(approximately 39 inches) apart, and the path between the 
two handhelds must be clear of obstacles. Beaming distance 
to other Palm OS handhelds may be different.
5. Wait for the Beam Status dialog box to indicate that the transfer  
						

							Chapter 4 Page 72
is complete before you continue working on your handheld.
To beam an application:
1. Open the Applications Launcher.
2. Tap the Menu icon  .
3. Tap App, and then tap Beam.
4. Tap the application you want to transfer.
Note:
Some applications are copy-protected and cannot be 
beamed. These are listed with a lock icon next to them.
5. Tap Beam.
6. When the Beam Status dialog box appears, point the IR port 
directly at the IR port of the receiving handheld.
7. Wait for the Beam Status dialog box to indicate that the transfer 
is complete before you continue working on your handheld.
To beam your business card:
1. Create an Address Book entry that contains the information you 
want on your business card.
2. Tap the Menu icon  .
3. Tap Record, and then tap Select Business Card.
4. Tap Yes.
5. Press the Address Book application button   for about two 
seconds to beam your business card.
Note:
Once you complete steps 1 through 4 to select an entry as 
your business card, you don’t need to repeat this process. 
Simply press the Address Book application button for about 
two seconds to beam your business card.
To receive beamed information:
1. Turn on your handheld.
2. Point the IR port directly at the IR port of the transmitting 
handheld to open the Beam dialog box.
3. Select a category for the incoming information, create a new 
category, or leave the information unfiled. 
						

							Page 73  Using Your Applications
4. Tap Yes. 
Tips on beaming information
nYou can set the full-screen pen stroke to beam the current entry.
See “Pen preferences” in Chapter 6 for more information. 
nYou can draw the Graffiti Command stroke to activate the 
Command toolbar, and then tap the Beam icon. 
nYou can use the Graffiti Command stroke /B to beam the current 
entry.
Categorizing records
Categorize records in the Address Book, To Do List, Note Pad, and 
Memo Pad 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.
System-defined and user-defined categories
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 Book 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.).
Note:
The illustrations in this section come from Address Book, but 
you can use these procedures in all the applications in which 
categories are available.