Palm M500 Handheld Instructions Manual
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Chapter 5 Page 71 Note:Press the Note Pad application button repeatedly to cycle through the categories in which you have items. Memo Pad Memo Pad provides a place to take notes that are not associated with records in Date Book, Address Book, or To Do List. In Memo Pad, you can do the following: nUse Graffiti® characters to store memos, lists, or any other text message on your handheld. nDrag and drop memos into popular computer applications like Microsoft Word when you synchronize using Palm Desktop software and HotSync technology. nAssign memos to categories so that you can organize and view them in logical groups. nWrite down phone numbers and other types of information. Later, you can copy and paste this information to other applications. To open Memo Pad: 1. Tap the Applications icon . 2. Tap the Memo Pad icon . Calculator Calculator enables you to perform addition, subtraction, multiplication, division, and square root operations. In Calculator, you can do the following: nPerform basic calculations. nStore and retrieve values. nDisplay the last series of calculations, which is useful for confirming a series of “chain” calculations. Note Pad button
Page 72 Using Your Basic Applications To open Calculator: nTap the Calculator icon next to the Graffiti writing area. Expense Expense lets you keep track of your expenses and then transfer the information to a spreadsheet on your computer. In Expense, you can do the following: nRecord dates, types of expenses, amount spent, payment method, and other details associated with any money that you spend. nAssign expense items to categories so that you can organize and view them in logical groups. nKeep track of vendors (companies) and people involved with each particular expense. nLog miles traveled for a particular date or expense category. nSort your expenses by date or expense type. nTransfer your expense information to a Microsoft Excel spreadsheet (version 5.0 or later) on your computer. (Microsoft Excel is not included in the handheld package.) To open Expense: 1. Tap the Applications icon . 2. Tap the Expense icon . Clock Clock enables you to view the current time and date and to set an alarm. In Clock, you can do the following: nView the current time and date. nOpen a preferences screen where you can set the time and date for Calculator icon
Chapter 5 Page 73 all the applications on your handheld. nSet an alarm. To open Clock: 1. Tap the Applications icon . 2. Tap the Clock icon . Tip: You can also tap the clock icon in the upper-left corner of the Graffiti writing area to open clock. Common tasks The tasks described in this section use the term “records” to refer to an individual item in any of the applications: a single Date Book event, Address Book entry, To Do List item, Note Pad note, Memo Pad memo, or Expense item. Creating records You can use the following procedure to create a new record in Date Book, Address Book, To Do List, Note Pad, Memo Pad, and Expense. To create a record: 1. Select the application in which you want to create a record. 2. Tap New. 3. In Date Book only: Select start and end times for your appointment and tap OK. 4. Enter text for the record. 5. (Optional) Tap Details to select attributes for the record. (Not available in Note Pad.) 6. In Address Book, Note Pad, and Memo Pad only: Tap Done. There’s no need to save the record because your handheld saves it automatically. Editing records After you create a record, you can change, delete, or enter new text at any time. Two screen features tell you when your handheld is in editing mode: nA blinking cursor nOne or more dotted edit lines
Page 74 Using Your Basic Applications Note: In Note Pad you can write anywhere on the screen. So, you will not see an edit line or blinking cursor. Entering text For information on how to enter text using Graffiti writing, the onscreen keyboard, or the keyboard attached to your computer, see Chapter 2. For information on entering text in Note Pad, see “Note Pad” later in this chapter. Edit menu The Edit menu is available with any screen where you enter or edit text. In general, commands available in the Edit menu apply to text that you select in an application. To select text in an application: 1. Tap the beginning of the text that you want to select. 2. Drag the stylus over the text to highlight it (in black). Note:You can also double tap to select a word, or triple tap to select a line of text. You can also drag across the text to select additional words, or drag down to select a group of lines. The following commands may appear in an Edit menu: UndoReverses the action of the last edit command. For example, if you used Cut to remove text, Undo restores the text you removed. Undo also reverses deletions done by using backspace. Edit line Blinking cursor
Chapter 5 Page 75 Note: In Note Pad, the Edit menu appears only when the title of a note is selected. To edit a note in Note Pad, use the eraser tool to remove lines, and the pen tool to add lines. Deleting records To delete a record: 1. Select the record you want to delete. 2. Tap the Menu icon . 3. Tap Record, and then tap the Delete command: Date Book: Delete Event Address Book: Delete Address To Do List: Delete Item Note Pad: Delete Note CutRemoves the selected text and stores it temporarily in the memory of your handheld. You can paste the text you cut into another area of the current application or into a different application. CopyCopies the selected text and stores it temporarily in the memory of your handheld. You can paste the text that you copy into another area of the current application or into a different application. PasteInserts the text that you cut or copied at the selected point in a record. The text you paste replaces any selected text. If you did not previously cut or copy text, Paste does nothing. Select AllSelects all of the text in the current record or screen. This enables you to cut or copy all of the text and paste it elsewhere. KeyboardOpens the onscreen keyboard. When you finish with the onscreen keyboard, tap Done. Graffiti HelpOpens screens that show all the Graffiti character strokes. Use this command anytime you forget a stroke for a character.
Page 76 Using Your Basic Applications Memo Pad: Delete Memo Expense: Delete Item A confirmation dialog box appears. If you want to save a copy of the deleted item to an archive file in Palm Desktop software, be sure that the check box is checked. If you don’t want to save a copy, tap the check box to remove the check. (The archive check box does not appear in Note Pad because you can’t archive Note Pad notes.) 4. Tap OK. If you choose to save a copy of the selected item, your handheld transfers it to the archive file on your desktop the next time you perform a HotSync operation. Other ways to delete records You can also delete records in the following ways: nIn Date Book, Address Book, To Do List, and Memo Pad, open the Details dialog box for the record, tap Delete, and then tap OK. nIn Note Pad, open the note you want to delete, and then tap Delete. nDelete the text of the record. Note:In Date Book, you can choose to delete the text of the current repeating event, current and future events, or all instances of that event. Purging records Over time, as you use Date Book, To Do List, and Expense, you’ll accumulate records in these applications that have outlived their usefulness. For example, events that occurred months ago remain in the Date Book, and To Do List items that you marked as completed remain in the list, as do Expense items. All these outdated records take up memory on your handheld, so it’s a good idea to remove them by using Purge. If you think Date Book or To Do List records might prove useful later, you can purge them from your handheld and save them in an archive file on your computer. Purging is also available in Mail. See Chapter 6 for more information. Purging is not available in Address Book, Note Pad, or Memo Pad; you must delete outdated records manually from these applications.
Chapter 5 Page 77 To purge records: 1. Open the application. 2. Tap the Menu icon . 3. Tap Record, and then tap Purge. A confirmation dialog box appears. Date Book: Tap the pick list and select how old a record must be to be purged. Purge deletes repeating events if the last of the se- ries ends before the date that you purge records. Date Book, To Do List: If you want to save a copy of the purged records to an archive file on your desktop, be sure that the check box is checked. If you don’t want to save a copy, tap the check box to remove the check box. 4. Tap OK. If you chose to save a copy of the purged records, your handheld transfers them to an archive file on your desktop the next time you perform a HotSync operation. Note:Purging does not happen automatically. You must tap the command to make it happen. 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 placing your handheld in the cradle attached to your computer, or using infrared communications. Indirect methods include using a modem, or via a network using the network HotSync technology. See Chapter 7 for information about performing HotSync operations via a modem, network, or IR port.
Page 78 Using Your Basic Applications Performing a HotSync operation for the first time: 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” in Chapter 7 before performing the following steps. Important:You 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 “Installing Palm Desktop 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.
Chapter 5 Page 79 3. Press the HotSync button ™ on the cradle. Important:The 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. Tip:Gently rock your handheld forward in the cradle and then lift it to remove.
Page 80 Using Your Basic Applications 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. nCreates a file named User Data in your user name folder. 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 7 before performing the following steps. Important:You must perform your first HotSync operation with a local, direct connection, or with infrared communication.