Handspring Visor Handheld User Guide

							Chapter 6 Page 143
Transferring your data to Microsoft Excel
After you enter your expenses into the Expense application on your 
handheld, Palm Desktop software enables you to view and print the 
data with your Windows-based computer. For information on using 
Expense with a Macintosh, visit this web site: 
http://www.handspring.com
Note:You need Microsoft Excel version 5.0 (or later) to view and 
print your Expense data using one of the provided templates. 
Microsoft Excel is not included with the Visor handheld 
package. The procedures in this section also assume that you 
have installed Palm Desktop software. See “Connecting the 
cradle” in Chapter 1 for more information.
Creating or printing an expense report
Palm Desktop software makes it quick and easy to view and print 
your Expense data in a Microsoft Excel spreadsheet. 
To create or print an expense report:
1. Perform a HotSync operation to transfer your latest Expense data 
to your computer. 
2. Click Expense in Palm Desktop software to open Microsoft Excel 
and the Expense Report configuration dialog box. 
Note:If you launch Expense from the Start menu instead of 
Palm Desktop software, you must first choose your 
handheld user name.
3. Click the expense category that you want. 
Tip:You can press Ctrl+click to select multiple categories. To 
print the expenses associated with all of your Expense 
categories, select All in the Categories group.
Click to select 
Categories 
						

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4. If you want to define an end date for the expense report, enter the 
date in the End Date box.
Note:If you do not specify an end date, all expense entries for 
the selected categories appear — up to the date of the last 
HotSync operation.
5. Do one of the following:
Click Print to display the expense report in the Print Preview 
window, and then click Print in the Microsoft Excel window to 
print your expense report.
Click Create to display a Microsoft Excel spreadsheet contain-
ing your expense data. Your data appears in Microsoft Excel 
spreadsheet form. You can enter information, make formatting 
changes, and save and print the file in the normal manner.
Using expense report templates
Palm Desktop software includes several expense report templates. 
When you use one of these templates, you can edit your expense data 
in Microsoft Excel. 
The templates have the extension .xlt and are stored in the template 
folder in the Palm Desktop software directory on your computer. To 
see what a template looks like before you use it, open the template in 
Microsoft Excel. For example, the template Sample2.xlt looks like this: 
						

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If you want to streamline or customize your expense reports, you can 
change these templates. For example, you can add your company 
name to a template. See Appendix C for information on changing 
templates. 
						

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To view your expense data using a Microsoft Excel template:
1. Display your expense data in a Microsoft Excel spreadsheet as 
described in the previous procedure.
2. Click Options.
3. Enter name, department, and other information as necessary for 
your expense report.
4. Click the Templates menu; then select an expense template.
Note:If you want to create your own custom expense template 
and have it appear in the Templates menu, see Appendix 
C for more information.
5. Click OK.
Choose expense 
template
Enter name and 
other information 
						

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Expense menus
Expense menus are shown here for your reference, and Expense 
features that are not explained elsewhere in this guide are described 
here.
See “Using menus” in Chapter 1 for information about choosing menu 
commands.
Record menu
Options menu
Preferences
nUse automatic fill. Lets you select an expense 
type by writing the first letter of an expense 
type in the Graffiti writing area. For example, 
if you write the letter “T,” it enters the “Taxi” 
expense type. Writing “T” and then “E” enters 
“Telephone” which is the first expense type 
beginning with the letters “TE.” 
nDefault currency. Sets the default currency 
symbol for Expense. 
About Expense
Shows version information for Expense. 
						

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							Chapter 7 Page 149
Chapter 7
Communicating Using 
Your Handheld
The previous chapter described the features of your Visor handheld 
computer that help you stay organized. This chapter describes the 
features that help you stay connected.
nManaging desktop E-Mail: Using your handheld, you can read, reply 
to, compose, and delete e-mail from your desktop E-Mail 
application while you’re away from your desk.
nIR beaming: The infrared port located on the side of your handheld 
lets you send data from your handheld — including entire 
applications — to any other handheld that is compatible with the 
Palm Computing
® platform that’s close by and has an IR port.
Managing desktop E-Mail 
away from your desk
Mail lets you manage the e-mail that you send and receive 
through the E-Mail application on your desktop computer. You 
can read, reply to, compose, and delete e-mail on your 
handheld. To send or receive e-mail, you must perform a 
HotSync
® operation either locally, using the handheld cradle, or 
remotely, using a modem. 
The key to Mail is that it truly synchronizes the mail in the Inbox of 
your desktop E-Mail application with the mail on your handheld. For 
example, if you delete e-mail items from Mail, your next HotSync 
operation also deletes the e-mail items from your desktop E-Mail 
application, so you never have to delete e-mail items twice. Similarly, 
if you read an e-mail item on your handheld and leave it in your 
Inbox, your next HotSync operation marks it as read in your desktop 
E-Mail application. 
						

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In Mail, you can do the following:
nView, delete, file, and reply to incoming mail.
nCreate outgoing e-mail items and drafts of e-mail items.
nCreate simple or complex filters, which allow you to decide the 
type of e-mail that your handheld retrieves from your desktop 
E-mail application.
nUse your handheld in its cradle to send and retrieve e-mail items 
from your desktop E-Mail application.
Setting up Mail on the desktop
Before you use Mail for the first time, make sure your desktop E-Mail 
application is up and running. You must also set up Palm™ Desktop 
software for use with your desktop E-Mail application. 
Your handheld supports a number of Windows desktop E-Mail 
applications, such as Microsoft Exchange (version 4.0 or higher), 
QUALCOMM Eudora (version 3.0.3 or higher), and Lotus cc:Mail 
(versions 2.5, 6.0, and 7.0). You can see the full list of the supported 
applications when you set up Mail. For information on using Mail 
with a Macintosh, visit the web site: http://www.handspring.com.
If your desktop E-Mail application does not appear on the list, you 
may still be able to manage your desktop E-Mail application from 
your handheld by means of special connection software, called a 
conduit, that lets you synchronize your desktop E-Mail application 
and your handheld. Contact the vendor of your E-Mail application or 
visit the web site http://www.handspring.com for more information.
Note:The following instructions assume that you have already 
installed Palm Desktop software on your computer and that 
you did not set up Mail during the installation. If you have not 
yet installed the Palm Desktop software, the installation 
procedure prompts you to set up Mail as part of the Palm 
Desktop software installation.
To set up Mail:
1. Click Start in the Windows taskbar.
2. Highlight Programs, highlight Palm Desktop software, and then 
click Mail Setup to begin setup.
3. Follow the instructions onscreen to set up your handheld for use 
with your desktop E-Mail application. 
						

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To select HotSync options:
1. Click the HotSync icon Ô
 in the Windows system tray (bottom-
right corner of the taskbar). 
2. Choose Custom.
Tip:You can also choose Custom from the HotSync menu in 
Palm Desktop software.
3. Select Mail in the list box.
4. Click Change.
5. Click one of the following settings:
Synchronize 
the filesSynchronizes the mail on your handheld and 
your desktop E-Mail application.
Desktop 
overwrites 
handheldReplaces the mail on your handheld with the 
mail in your desktop E-Mail application. You 
should use this option only if, for some reason, 
the two inboxes get out of sync. This setting 
applies for only one HotSync operation and 
then reverts back to the default setting.
Do Nothing
Turns off communication between your 
handheld and desktop E-Mail application. This 
setting applies for only one HotSync operation 
and then reverts back to the default setting.
Set As 
DefaultChanges the default setting on an ongoing basis. 
(When you first set up Mail, Synchronize the 
files is the default setting.) 
						

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Tip:To turn off Mail, select Do Nothing and then select the Set As 
Default check box.
To change your Mail setup options:
1. Click the HotSync icon   in the Windows system tray. 
2. Choose Custom.
Tip:You can also choose Custom from the HotSync menu in 
Palm Desktop software.
3. Select Mail in the list box.
4. Click Change.
5. Modify your settings as needed.
6. Click OK.
Synchronizing Mail with your E-Mail application
After you enable and configure Mail, you need to perform a HotSync 
operation to synchronize Mail with your desktop E-Mail application. 
For a complete explanation of HotSync technology, see Chapter 8.
Opening the Mail application on your handheld
To open Mail:
1. Tap the Applications icon  .
2. Tap the Mail icon  .
Viewing e-mail items
The Message List displays a list of your incoming e-mail items, who 
sent them, and the date they were received. E-mail items you’ve read 
have a check next to them. High-priority e-mail items appear in bold.
Previously read