Palmone VII Wireless Handheld Instructions Manual

							Chapter 4 Page 63
Deleting records
To delete a record in any of the basic applications:
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
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.
4. Tap OK.
If you save a copy of the item, your handheld transfers it to an 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 the application’s Details dialog box, tap Delete, then tap OK.
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. Copy Page
Copies the first 4,000 bytes of a clipping or page in a 
web clipping application. See “Saving information 
from a web clipping application” in Chapter 5.
Keyboard
Opens the onscreen keyboard. When you finish with 
the onscreen keyboard, tap Done.
Graffiti Help
Opens screens that show all the Graffiti character 
strokes. Use this command anytime you forget a 
stroke for a character. 
						

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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.
Note:The To Do preferences control which To Do List items appear. 
See “To Do Show Options” later in this chapter for more 
information.
All these outdated records take up memory on your handheld, so it’s 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.
Purging is also available in the iMessenger application (see Chapter 5) 
and in Mail (see Chapter 6).
Purging is not available in Address Book or Memo Pad. You must 
delete unneeded records from these applications.
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. 
						

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Exchanging and updating data: HotSync operations
The HotSync process automatically synchronizes — that is, exchanges 
and updates — the data on 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.
Performing a HotSync operation for the first time
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 7 before performing the following steps.
Important:You must perform your first HotSync operation with a 
local, direct connection, rather than using a modem.
The following steps assume that you have already installed the Palm 
Desktop software. If you have not installed this software, See “Palm 
Desktop organizer software” in Chapter 1 for instructions. 
						

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To perform a local HotSync operation:
1. Insert your handheld into the cradle.
Tip:The bottom edge of the handheld should align smoothly 
with the cradle when it is inserted properly.
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. 
						

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Important:The first time you perform a HotSync operation, you 
must select a user name in the New User dialog box and 
click OK. Every handheld must 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 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.
Categorizing records
Categorize records in the Address Book, To Do List, Memo Pad, and 
Expense 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
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. 
						

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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.).
Expense contains two user-defined categories, New York and Paris, to 
show how you might sort your expenses according to different 
business trips.
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. 
To move a record into a category:
1. Select the record you want to categorize.
2. In Address Book only: Tap Edit.
3. Tap Details.
4. Tap the Category pick list to display the list of available categories.
5. Select the category for the record.
6. Tap OK.
Note:In Address Edit and Memo you can tap the category name in 
the upper-right corner of the screen and select a new category 
for the item.
To display a category of records:
1. Tap the category pick list in the upper-right corner of the list 
screen. 
						

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Note:In the Date Book Agenda view, the pick list is in the upper 
right of the To Do list. 
2. Select the category you want to view.
The list screen now displays only the records assigned to that 
category.
Tip:Pressing an application button on the front panel of the 
handheld toggles through all the categories of that application.
To define a new category:
1. Tap the category pick list in the upper-right corner of the screen or 
list.
2. Tap Edit Categories. 
3. Tap New.
Tap here
Tap here 
						

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4. Enter the name of the new category, and then tap OK.
5. Tap OK.
You can assign any of your records to the new category.
To rename a category:
1. Tap the category pick list in the upper-right corner of the screen or 
list.
2. Tap 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. 
						

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5. Tap OK.
Tip:You can group the records in 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 records
Your handheld offers several ways to find information quickly:
nAll applications: Find locates any text that you specify, always 
starting with the current application.
nDate Book, To Do List, Memo Pad: Phone Lookup displays the Address 
list screen and lets you add the information that appears in this list 
to a record.
nAddress Book: The Look Up line lets you enter the first letters of a 
name to scroll immediately to 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.
Looking up Address Book records
When working with Address Book, the scroll button on the front panel 
of the handheld makes it easy to navigate among your address entries. 
nIn the Address list screen, the scroll button moves up or down an 
entire screen of records. If you hold down the scroll button, you 
accelerate the scrolling and display every third screen.
nIn the Address View screen, the scroll button moves to the 
previous or next address record.
You can also use the Address list Look Up feature to quickly scroll to 
any of your Address Book entries.  
						

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To look up an Address Book record:
1. Display the Address list screen.
2. 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.
3. Tap the record to view its contents.
Using Find
You can use Find to locate any text that you specify, in any application 
except web clipping applications.
To use Find:
1. Tap the Find icon  .
Tip:If 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 “air-
plane.”
3. Tap OK. 
Find searches for the text in all records and all notes.
Look Up line