3Com Palmone V Organiser Instructions Manual

							Chapter 4 Page 53
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:
nTake notes or write any kind of message on your connected 
organizer. 
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:
nPress the Memo Pad application button on the front panel of your 
organizer. Memo Pad opens to display the last Memo Pad screen 
that you viewed.
Note:Press the Memo Pad application button repeatedly to cycle 
through the categories in which you have memos.
Calculator
Calculator enables you to perform addition, subtraction, 
multiplication, and division.
In Calculator, you can do the following:
nPerform basic calculations.
nStore and retrieve values.
Memo Pad button 
						

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nDisplay the last series of calculations, which is useful for 
confirming a series of “chain” calculations.
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 Palm V™ organizer package.)
To open Expense:
1. Tap the Applications icon   .
2. Tap the Expense icon  . 
						

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Common tasks
The tasks described in this section use the term “records” to refer to an 
individual item in any of the basic applications: a single Date Book 
event, Address Book entry, To Do List item, 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, 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.
6. In Address Book and Memo Pad only: Tap Done.
There’s no need to save the record because your organizer 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 organizer is in 
editing mode:
nA blinking cursor 
nOne or more edit lines
Edit line 
 Blinking cursor 
						

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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.
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 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:
Undo
Reverses 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. 
Cut
Removes the selected text and stores it 
temporarily in the memory of your organizer. 
You can paste the text you cut into another area 
of the current application or into a different 
application.
Copy
Copies the selected text and stores it 
temporarily in the memory of your organizer. 
You can paste the text that you copy into 
another area of the current application or into a 
different application.
Paste
Inserts 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 All
Selects 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. 
						

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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 choose to save a copy of the selected item, your organizer 
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 the Details dialog box of the application, tap Delete, and then 
tap OK.
nDelete the text of the record.
Note:In Date Book, if you delete the text of a repeating event, 
you delete all instances of that event.  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.
All these outdated records take up memory on your organizer, 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 organizer and save them in an archive file.
Purging is also available in Mail. See Chapter 5 for more information.
Purging is not available in Address Book or Memo Pad, so delete 
outdated 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 organizer 
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 organizer and Palm Desktop 
software. Changes you make on your organizer or Palm Desktop  
						

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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 by connecting your organizer directly 
to your computer with the cradle or indirectly with a Palm V™ 
Modem or network. See Chapter 6 for information about performing 
HotSync operations via a modem or network.
Performing a HotSync operation for the first time
The first time you synchronize your data, you need to enter user 
information on both the organizer and Palm Desktop software. After 
you enter this information and synchronize, the HotSync Manager 
recognizes your organizer and doesn’t ask for this information again.
If you are a System Administrator preparing several connected 
organizers for a group of users, you may want to create a user profile. 
See “Creating a user profile” in Chapter 6 before performing the 
following steps.
Important:You must perform your first HotSync operation with a 
local, direct connection, rather than using a modem.
To perform a HotSync operation for the first time:
1. Click the HotSync Manager icon Ô
 in the Windows system tray.
Tip:The Windows system tray is usually in the lower-right 
corner on your computer display. The location may vary 
depending on the location of the taskbar and the version 
of Windows you are using.
2. From the HotSync Manager menu, choose Local.
3. Turn on the organizer and slide it into the cradle. 
						

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Tip:
The bottom edge of the organizer should align smoothly 
with the cradle when it is inserted properly.
4. Press the HotSync button   on the cradle to open the New User 
dialog box. 
5. Enter a user name for your organizer and click OK.
The HotSync Progress dialog box appears and synchronization 
begins. 
Important:
Every organizer should have a unique name. To prevent 
loss of a user’s records, never try to synchronize more 
than one organizer to the same user name. 
						

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6. Wait for a message on your computer indicating that the process is 
complete.
After the HotSync process is complete, you can remove your 
organizer from the cradle.
To conduct a local HotSync operation:
1. Insert the organizer in 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.
3. Press the HotSync button   on the cradle to start the HotSync 
process.
4. Wait for a message on your computer indicating that the process is 
complete.
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 organizer automatically places it in 
the category that is currently displayed. If the category is All, your 
organizer assigns it to the Unfiled category. You can leave an entry as 
Unfiled or assign it to a category at any time.
You can define up to 15 categories for each application.
Default categories
Your organizer comes with two default categories: Business and 
Personal. In addition, the Address Book contains the QuickList  
						

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category, which you can use as a quick reference of names, addresses, 
and phone numbers (such as emergency numbers, doctor, lawyer, 
etc.).
Expense contains two default categories, New York and Paris, to show 
how you might sort your expenses according to different business 
trips.
You can rename or delete these default categories.
Note:The illustrations in this section come from Address Book, but 
you can use these procedures in all the applications in which 
categorizing is available. Categorizing is not available in Date 
Book.
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.