Palm Zire 71 Handheld Instructions Manual

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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 
selected. If you don’t want to save a copy, tap the check box to deselect it. (The 
archive option is not available in Palm Photos and Note Pad.)
4.Ta p  O K .
If you chose 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.
To delete a record with alternate methods:
nDelete the text of the record.
nIn Date Book, Address Book, Palm Photos, To Do List, and Memo Pad, open the 
Details dialog box for the record, tap Delete, and then tap OK.
NOTEWhen deleting a repeating event in Date Book, you can choose to delete 
the current repeating event, current and future events, or all instances of that 
event.
nIn Palm Photos you can select and delete multiple photos at the same time. 
See“Deleting photos” in Chapter 12 for details.
nIn Note Pad, open the note you want to delete, and then tap Delete.
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All these outdated records take up memory on your handheld, so it’s a good idea 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 not available in Address Book, Palm Photos, Note Pad, or Memo Pad. 
You must delete outdated records manually from these applications.
To purge records:
1.Open the application.
2.Tap the Menu icon  . 
3.Select Purge on the Record menu. 
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 series ends before the date that 
you purge records. 
						

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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 selected. If you don’t 
want to save a copy, tap the check box to deselect it.
Expense: Select the category you want to purge. All data in the selected category 
will be purged and there is no archive option.
4.Tap OK, or in Expense, tap Purge.
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.
NOTEPurging does not happen automatically. You must select the command to 
make it happen.
Categorizing records
You can organize records in the Address Book, Palm Photos, Note Pad, To Do List, 
Memo Pad, and Expense applications so that they are grouped logically into 
categories and are easy to review. In Palm Photos, categories are called albums. As 
we refer to categories throughout this section, we are also referring to albums 
unless otherwise noted.
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.
When you have an expansion card properly seated in the expansion card slot, the 
last item in the category pick list becomes the name of the expansion card. You 
cannot further categorize records that reside on an expansion card. The expansion 
card serves as its own category. To further categorize records, the records must 
reside on your handheld.
By default, 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, and so on).
Expense contains two user-defined categories, New York and Paris, to show how 
you might sort your expenses according to different business trips.
Palm Photos contains a system-defined album called Camera, and three 
user-defined albums, Vacation, Friends, and Family, that you can use to organize 
your photos. 
						

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The illustrations in this section come from Address Book, but you can use these 
procedures in all the applications in which categories are available. The only 
exception is that the steps for moving photos into albums is slightly different. 
See“Filing photos in albums” in Chapter 12 for details.
To move a record into a category:
1.Select the record you want to categorize.
2.In Address Book only: Tap Edit.
3.Ta p  D e t a i l s .
4.Tap the Category pick list to display the list of available categories.
5.Select the category for the record.
6.Ta p  O K .
NOTEIn Address Book, Note Pad, and Memo Pad you can select the category 
name in the upper-right corner of the screen to assign the item to a different 
category.
To display a category of records:
1.Tap the category pick list in the upper-right corner of the list screen.
NOTEIn the Date Book Agenda view, the pick list is in the upper right of the 
To Do list. 
Tap here 
						

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2.Select the category you want to view.
The list screen now displays only the records assigned to that category.
TIPPressing an application button on your handheld scrolls through all the 
categories of that application except for Unfiled. This feature is not available in 
Date Book.
To define a new category:
1.Tap the category pick list in the upper-right corner of the screen or list.
2.Select Edit Categories. 
3.Ta p  N e w.
4.Enter the name of the new category, and then tap OK.
5.Ta p  O K .
You can assign any of your records to the new category.
Tap here 
						

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To rename a category:
1.Tap the category pick list in the upper-right corner of the screen or list.
2.Select Edit Categories. 
3.Select the category that you want to rename, and then tap Rename.
4.Enter the new name for the category, and then tap OK.
5.Ta p  O K .
TIPYou can group the records within two or more categories into one 
category by giving the categories the same name. For example, if you change 
the name of the Personal category to Business, all records formerly in the 
Personal category appear in the Business category.
Finding information
Your handheld offers several ways for you to find information quickly:
nAll applications that reside on your handheld: Find locates any text that you 
specify, always starting with the current application. However, Find does not 
search through applications on expansion cards.
nDate Book, To Do List, Memo Pad: Phone Lookup displays the Address list 
screen and enables you to add to a record the information that appears in 
this list.
nAddress Book: The Look Up line enables you to scroll immediately to a name 
when you enter the first letters of that name.
nExpense: Lookup displays the names in your Address Book that have data in the 
Company field. You can add these names to a list of attendees associated with 
an Expense record. 
						

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Looking up Address Book records
In Address Book you can use the Look Up line with the stylus or navigator to look 
up and quickly scroll to any of your Address Book entries.
To look up an Address Book record with the stylus:
1.From the Address list screen, enter the first letter of the name you want to find.
The list scrolls to the first entry that begins with that letter. If you write another 
letter, the list scrolls to the first entry that starts with those two letters. For 
example, writing an s scrolls to “Sands,” and writing sm scrolls further to 
“Smith.” If you sort the list by company name, the Look Up feature scrolls to the 
first letter of the company name.
2.Tap the record to view its contents.
To look up an Address Book record with the navigator:
1.From the Address list screen, press Right on the navigator to display the Quick 
Look Up line.
2.Press Up and Down on the navigator to select the first letter of the name you 
want to find.
The list scrolls to the first entry that begins with that letter.
3.Press Right on the navigator to move to the next letter box.
Look Up line
Quick Look Up line 
						

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The Quick Look Up line displays only letters that are a possible match for that 
position. For example, in the screen shown here, if you enter c in the first box, 
only the letters a, h, and o appear in the second box.
If there is only one possible match for a particular position, the highlight jumps 
to the next position.
4.Press Up or Down on the navigator to select the next letter of the name you want 
to find.
The list then scrolls to the first entry that starts with those two letters. For 
example, selecting s scrolls to “Sands,” and selecting sm scrolls further to 
“Smith.” If you sort the list by company name, the Quick Look Up feature 
scrolls to the matches for the company name.
5.Repeat steps 4 and 5 until the entry you want appears in the list.
6.Press Select on the navigator to highlight the record you want.
7.Press Select on the navigator to view the contents of the selected record.
TIPIf there is only one possible match for the letters you selected, the contents 
of the record automatically display.
Using Find
You can use Find to locate any text that you specify, in any application that resides 
on your handheld. Find does not search applications that reside on an expansion 
card.
To use Find:
1.Tap the Find icon  .
TIPIf you select text in an application before you tap Find, the selected text 
automatically appears in the Find dialog box.
2.Enter the text that you want to find. 
Find is not case sensitive. For example, searching for the name “davidson” also 
finds “Davidson.”
Find locates any words that begin with the text you enter. For example, 
searching for “plane” finds “planet” but not “airplane.” 
						

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3.Tap OK. 
Find searches for the text in all records and all notes.
As your handheld searches for the text, you can tap Stop at any time. You may 
want to do this if the entry you want appears before your handheld finishes the 
search. To continue the search after you tap Stop, tap Find More.
4.Tap the text that you want to review.
Using Phone Lookup
Phone Lookup displays the Address list screen. You can add to a record the 
information that appears in this list.
To use Phone Lookup:
1.Display the record in which you want to insert a phone number. The record can 
be in Date Book, To Do List, Memo Pad, or any other application that takes 
advantage of this feature.
2.Tap the Menu icon  .
3.Select Options, and then select Phone Lookup.
4.Begin to spell the last name of the name you want to find. 
The list scrolls to the first record in the list that starts with the first letter you 
enter. Continue to spell the name you’re looking for, or when you see the name, 
tap it. 
5.Tap Add. 
						

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The name you selected, along with the information associated with it, is pasted 
into the record you selected in step 1.
Using Graffiti 2 commands with Phone Lookup
Write the Graffiti 2 Command stroke “/L” to activate the Phone Lookup feature. 
You can also activate it in the following circumstances:
nWhile entering text: For example, to insert the full name and phone number for 
someone with the last name Williams, write the Graffiti 2 characters for Wi and 
then the Phone Lookup Command stroke “/L.”
If you have only one Address Book record that begins with Wi, your handheld 
inserts the full name, such as Fred Williams (and its associated information). If 
you have more than one name that begins with Wi, the Phone Lookup screen 
appears and highlights the first record that begins with Wi.
nFor selected text: Drag to highlight the text, and then write the Phone Lookup 
Command stroke “/L.” Your handheld replaces the selected text and adds the 
name and its associated information.
Looking up names to add to Expense records
In Expense, Lookup displays the names in your Address Book that have data in the 
Company field. You can add these names to a list of attendees associated with an 
Expense record.
To add names to an Expense record:
1.Tap the Expense record to which you want to add names.
2.Ta p  D e t a i l s . 
						

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3.Tap Who.
4.Tap Lookup.
The Attendees Lookup screen displays all the names in your Address Book that 
have data in the Company field.
5.Select the name you want to add, and then tap Add.
The name appears in the Attendees screen.
6.Repeat steps 4 and 5 to add more names.
7.Ta p  D o n e .
8.Ta p  O K .
Sorting lists of records
You can sort lists of records in various ways, depending on the application. Sorting 
is available in applications that have list screens: Address Book, Note Pad, To Do 
List, Memo Pad, and Expense. You can also sort photos in Palm Photos. 
See“Sorting photos in List view” in Chapter 12 for details.
NOTEYou can also assign records to categories. See “Categorizing records” earlier 
in this chapter.
To sort records in To Do List and Expense:
1.Open the application to display the list screen.
2.Tap Show.
3.Tap the Sort by pick list and select an option.
4.Ta p  O K .
To sort records in Address Book, Note Pad, and Memo Pad:
1.Open the application to display the list screen.
2.Tap the Menu icon  .
Ta p  h e r e