Palm M505 Color Handhelds Instructions Manual

							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 
						

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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 
						

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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 
						

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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 
						

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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. 
						

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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. 
						

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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. 
						

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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.  
						

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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. 
						

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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.