HP Jornada 420 Palm-Size PC Users Guide
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Chapter 6 | Staying Organized | 67 6 | Staying Organized The Hewlett-Packard Jornada 420 comes with programs designed to help you stay organized. You can manage your contacts, tasks, and calendar while you are away from your office. When you return, you can synchronize the HP Jornada with your desktop or notebook PC to ensure that the databases on the HP Jornada are always up to date with the Microsoft Outlook or Schedule+ data on your desktop. You can also set alarms and reminders so you never forget an appointment or meeting, and you can record voice memos to yourself with Microsoft Voice Recorder. This chapter contains information about and basic procedures for: ·Calendar ·Contacts ·Tasks ·Voice Recorder Calendar, Contacts, and Tasks have a card view and a list view. Card view allows you to enter or view the details for each entry. List view allows you to view all entries. You can switch to these programs at any time by tapping them on the Start menu. More information on the procedures described in this chapter, as well as information on additional procedures, can be found in online Help on the P/PC. Tap Start, Help, and then the item you want information on.
68 Hewlett-Packard Jornada 420 Palm-size PC Scheduling meetings and appointments Use Calendar to schedule appointments, meetings, and other events. Check your appointments in one of several views (Day, Week, Month, Year, and Agenda). Switch among the views by tapping the corresponding command bar button. You can display today’s appointments on your Active Desktop. Tap Start, Settings, Display, Display Active Desktop, and then select Appointments. Enter the details for an appointment on the appointment card. You can quickly display a new appointment card by double- tapping the Calendar hard icon.
Chapter 6 | Staying Organized | 69 If you need to schedule a meeting with people who use Outlook, Pocket Outlook, or Schedule+, you can use Calendar to schedule the meeting. When attendees receive a meeting request, they can accept or decline the meeting. If they accept, the meeting is automatically added to their schedule. In addition, their response is automatically sent back to you, and your calendar is updated. Before you can send a meeting request, you need to enter e-mail addresses in Contacts and set up Inbox to send and receive messages. For information on using Contacts and Inbox, see “Tracking friends and colleagues” on page 70, and “Using Inbox” on page 61. To create a meeting request 1. Tap Tools, Options, and then select a mail transport. If you send and receive messages using synchronization, select Windows CE Inbox Services. If you connect to an ISP or network, select the service you set up in Inbox. 2. Tap File and then Make Meeting. 3. Enter the meeting information. 4. Select the contacts you want to invite. 5. Select other desired options and then OK.
70 Hewlett-Packard Jornada 420 Palm-size PC Inbox automatically creates a meeting request and sends it to the attendees the next time you connect to your mail server or synchronize with your desktop computer. Your P/PC reminds you about your appointments and meetings by sounding an alarm, flashing the notification light, or displaying a message on the screen. To change how your are notified, tap Tools and then Options. Tap the Alarm button and then Reminder Options. Tracking friends and colleagues Contacts maintains a list of your friends and colleagues so that you can easily find the information you are looking for, whether at home or on the road. Using the P/PC IR port, you can also quickly share Contacts information with other Windows CE- based mobile device users. You can quickly create a contact card by double-tapping the Contacts hard icon. Enter the details for a contact on the contact card. You can enter both business and personal information. To change the type of information that appears in your list, tap Tools and then Customize Columns.
Chapter 6 | Staying Organized | 71 Keeping a to-do list Use Tasks to keep track of what you have to do. Overdue tasks are displayed in red. Enter the details for a task on the task card. You can assign a task to a category, and if you associate a date with a task, you can set a reminder for it.
72 Hewlett-Packard Jornada 420 Palm-size PC All active tasks (tasks that have a start date before the current date and are not marked completed) are displayed in the Active Tasks box in the Agenda view of Calendar. Display your active tasks on the Active Desktop. For more information, see “Using the Active Desktop” on page 23. Recording voice memos Quickly capture thoughts and reminders, ideas, and phone numbers with Voice Recorder. Use it in the way that is most convenient for you: using the hardware buttons on your P/PC or using the buttons on your screen. You can use the buttons on your P/PC to record and play recordings one-handed. Making a recording ToDo this Record Press and hold the Record button. You hear one beep when it is ready to record. Stop recording Release the Record button. You hear two beeps when recording stops.
Chapter 6 | Staying Organized | 73 Playing a recording ToDo this Play Press the Action button. Pause/resume Press the Action button. Stop Press the Exit button (returns to the beginning of the recording). Play all Press the Action button twice (plays all messages in the list). Navigating ToDo this Fast-forward, while playingPress and hold the Action button in the down position. Rewind, while playing Press and hold the Action button in the up position. Scroll through the list of recordingsPress the Action button up or down and then quickly release. Using the screen buttons Instead of using the P/PC buttons, you can tap the buttons on your screen to record and play your recordings. A progress bar and a status bar provide visual indications of the process.
74 Hewlett-Packard Jornada 420 Palm-size PC To skip part of a recording, move the slider to any place in the recording before you play it. Adjusting memory If your P/PC runs out of memory while recording, you hear several beeps and see an out-of-memory message on your screen. You can adjust the allocation of memory on your P/PC by tapping Start, Settings, System, and then the Memory tab. If you run out of memory frequently, use a CompactFlash Memory Card for storing files that you rarely need. For more information on CompactFlash Memory Cards, see “Inserting and Removing CompactFlash Cards” on page 92. To save a recording to a CompactFlash card, tap the Tools menu, and then tap Options. On the General tab, tap the Save to storage card check box, and then tap OK.
Chapter 6 | Staying Organized | 75 Voice Recorder uses approximately 300 bytes per second for recording, using the Mobile Voice format. For example, a 10- second note uses approximately 3K. Choosing a recording format Voice Recorder uses a codec called Mobile Voice to compress files, making them 25 times smaller than the original size. This enables you to store more recordings, although the sound quality is less than optimal. For the best sound quality, use the PCM format. These files are larger than those stored in Mobile Voice format. To switch formats, tap Tools and then Recording Format. Your recordings are saved as .wav files, which you can transfer to your desktop computer for playback, editing, and archiving. You need desktop software that can play .wav files, and you need the same codec used to make the recording. You can get the Mobile Voice codec by installing Windows CE Services (see “Understanding Windows CE Services” on page 39) or go to the following Web site: http://www.microsoft.com/windowsce/info/. If you want to email your recording from your P/PC, use the PCM file format. Organizing recordings Your recordings are saved automatically and given the names Recording1, Recording2, and so on, by default. These recordings are listed in the Voice Recorder window. To quickly rename a recording 1. Tap the recording to select it. 2. Tap it again, and then enter the new name. You can organize your recordings by renaming them and placing them in folders. For example, you can create a folder called My Novel and place all relevant recordings in that folder. If you display recordings for a particular folder in the Voice Recorder window, any new recordings you make while that folder is selected are placed in that folder. They are given the folder
76 Hewlett-Packard Jornada 420 Palm-size PC name and an incremental number (My Novel1, My Novel2, and so on).