HP Jornada 700 Series Handheld Users Guide

							 Chapter 4 | Staying organized | 57 
  
choose to accept or decline the meeting. If they accept, the 
meeting is automatically placed in 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 must enter e-mail 
addresses in Contacts and set up Inbox to send and receive 
messages (see the Using Inbox section in chapter 6).  
To create a meeting request  
1. On the Start menu, point to Programs, point to Pocket 
Outlook, and then tap Calendar.  
–or– 
Tap the Calendar hot key. 
2. On the Tools menu, tap Options, and then choose a 
mail transport: 
  If you send and receive messages using 
synchronization, select ActiveSync.  
   If you connect to an ISP or network, select the 
service you set up in Inbox or the HP Jornada dialup 
application. 
3. Tap OK. 
4. On the File menu, tap Make Meeting. 
5.  Enter the meeting information. 
6.  Select the contacts you want to invite. 
Select other desired options, and then tap OK. 
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 PC. 
Your HP Jornada will remind you about your appointments 
and meetings by playing a sound, flashing the notification 
light, and/or displaying a message on the screen. To choose the 
way you prefer to be notified, open the appointment or 
meeting, tap 
 , and then tap Reminder Options. You can 
silence an alarm without even opening your HP Jornada by 
pressing the blinking alarm-notification LED on the cover. 
  
						

							58 HP Jornada 700 Series Handheld PC 
 
Managing names and addresses with Contacts 
The Contacts program maintains a list of your friends and 
colleagues so that you can easily find the information you 
are looking for, whether you are at home or on the road. 
Using the infrared port, you can also quickly share 
Contacts information with other MS Windows for H/PC 
2000–based mobile device users. 
 To create a new contact 
1. On the Start menu, point to Programs, point to Pocket 
Outlook, and tap Contacts.  
–or– 
Tap the Contacts hot key. 
2. On the File menu, tap New Contact. 
3.  Type a name. 
4. Tap Business or Personal and type information in the 
appropriate fields. Supply an e-mail address to send 
meeting requests and e-mail messages to this contact. 
5.  To add a note or assign the contact to a category, tap 
Notes/Categories. Then, select the notes area and 
enter your notes, or select a category from the list. 
6.  When you are finished, tap OK. 
 You can send groups of contacts to another IrDA-equipped 
H/PC 2000–based device. To do this, line up the infrared ports 
on the two devices so that they are within 1 meter (3 feet) of 
one another. On the Contacts list, select the item(s) you want 
to send, and then on the File menu, tap Send. If you are 
receiving items, tap Receive. Category information and notes 
are not transmitted with the contact. 
Keeping track of your workload with Tasks 
The Tasks program helps you keep track of what you need 
to do. Enter the details for a task on the task card, and  
						

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then assign a category. You can even associate a date with 
the task and then set a reminder for yourself. 
 
You can sort the list on any column by tapping the column 
heading (the column used for sorting the list displays a triangle 
in the heading). If you sort by status, active tasks are listed 
before completed tasks. Or, you can filter your list to show only a 
specific status of a task or tasks belonging to a specific category. 
When your list is filtered, the filter button is selected. Overdue 
tasks are displayed in red, bold text. 
To create a new task  
1. On the Start menu, point to Programs, point to Pocket 
Outlook, and tap Tasks.  
–or– 
Tap the Tasks hot key. 
2. On the File menu, tap New Task. 
3.  Type a description of the task. 
4.  Select the start date, due date, and other information. 
5.  To add a note to a task, tap the Notes button, and then 
tap once in the note-taking area. Type your note, and 
then tap OK. 
6.  When you are finished, tap OK. 
Managing your e-mail with Inbox 
Use Inbox to send and receive e-mail messages. You can access 
your e-mail by synchronizing with your desktop PC or by 
connecting to a mail server through an Internet or network 
account. (For more information, see the Using Inbox section in 
chapter 6 and the Synchronizing e-mail messages section in 
chapter 3.)  
						

							60 HP Jornada 700 Series Handheld PC 
 
Using HP viewer
Using HP viewerUsing HP viewer Using HP viewer 
    
HP viewer gives you a quick and versatile way to view the 
information in your Pocket Outlook Calendar, Contacts, and 
Tasks databases. HP viewer displays the information you choose 
in as much detail as you want, including detailed contact 
information, tasks and notes on a single screen, or all the 
appointments and tasks scheduled for a single day, a week, or up 
to 6 months at a time. HP viewer also enables you to view a 
single field for any record or to switch instantly to Pocket Outlook 
for editing. 
By default, the HP viewer icon is displayed on the MS Windows 
for H/PC 2000 desktop.  
 To start HP viewer 
· On the Start menu, point to Programs, point to HP 
Applications, and then tap HP viewer. 
–or– 
Press the HP viewer hot key. 
HP viewer shows your Pocket Outlook information quickly. 
 HP viewer uses the same font settings as Internet Explorer. 
Changing the font or font size in Internet Explorer will also 
change the way information is displayed in HP viewer. 
You can quickly switch from HP viewer to Pocket Outlook to look 
at the selected date in all Calendar views. 
To switch to Pocket Outlook  
· On the Go menu, tap the appropriate program or view.  
						

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HP viewer displays the current date and your next scheduled 
appointment below the toolbar in the Today Banner of the HP 
viewer window. To quickly view detailed information about the 
appointment, tap the appointment title in the Today Banner. 
To switch between Calendar, Contacts, and Task 
information 
· Tap the appropriate icon on the left side of the HP viewer 
window. 
Viewing Calendar information 
HP viewer lets you view your calendar in Day, Week, Month, or 
n-Month view.  
· Tap the Calendar icon on the left side of the HP viewer 
window to display Calendar information. 
· Tap a View button on the toolbar to change views. 
· Tap the Go to Date button on the toolbar to view information 
for a specific date. 
  n-month (displays up to 6 months) 
 Month 
 Week 
 Day 
  Today (GoTo Today command) 
  Date (GoTo Date command) 
 
Day View offers a fast way to browse your schedule for the 
current day or up to 7 days that you select.   
						

							62 HP Jornada 700 Series Handheld PC 
 
To enable Day Zoom in n-Month View, Month View, or Week 
View, press the spacebar to display appointments and tasks for 
the selected date(s). Tap an icon next to an appointment or event 
to expand a note or to display more information about that 
appointment or event. 
 You can set HP viewer to always display Day Zoom for the date 
you select by tapping  on the toolbar. 
 
Week View enables you to display 1, 2, or 3 weeks of your 
calendar at a time. Press 
 as you tap  or  on the 
scroll bar to increase or decrease the number of weeks displayed. 
Tap an event to display detailed information about that event. 
Use Month View to display 5 weeks of data on a single screen, or 
use n-Month View to display calendars for up to 6 months at a 
time. Tap a day to display detailed information about 
appointments or events scheduled on that day. 
 To show six months in n-month view, set the Task bar to auto-
hide. Tap Start, Settings, then tap Task Bar to access the 
Task Bar settings dialog. 
Viewing Contacts information 
HP viewer lets you view all information for a particular contact 
on a single screen.  
  Type in the Find File As box to display only contacts 
matching the letter(s) you type. 
  Tap a tab on the left side of the contact list to jump to contacts 
that begin with a letter on the tab. To jump to contacts that 
begin with the second letter on the tab, tap the tab again. 
  To change the field on which the contact list is sorted, tap the 
field name at the top of the list, and then choose a field from 
the Select Primary Key dialog box. 
Viewing Tasks information  
You can also use HP viewer to view task information for any 
field, including Notes.  
						

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  Type in the Find Task box to display only tasks that match 
the letter(s) you type. 
Capturing data with HP quick pad
Capturing data with HP quick padCapturing data with HP quick pad Capturing data with HP quick pad 
    
Use HP quick pad to enter all the notes and information 
you acquire during your day. Quickly record names, 
telephone numbers, and quick notes to yourself. You can 
save this information in HP quick pad or create 
appointments, tasks, e-mail messages, and even Pocket 
Word documents from a single application. 
 
With quick pad, you can check the date and time at a glance, 
review your current appointments and tasks, and quickly find a 
telephone number or address from your contact list.  
Quickly jot notes and reminders or new contact information on 
the notepad. Then, save your notes in quick pad or send them to 
the appropriate database, such as your Contacts or Tasks list. 
To start HP quick pad  
· On the Start menu, point to Programs, point to HP 
Applications, and tap HP quick pad. 
–or– 
Press the HP quick pad hot key.  
						

							64 HP Jornada 700 Series Handheld PC 
 
To save information in HP quick pad 
· On the File menu, tap New Page to create a blank notepad 
page. 
· Tap once in the notepad area, and then type the information 
you want to save. 
· On the File menu, tap Rename Page, and then type a 
descriptive name for the information. 
· On the File menu, tap Save. 
You can create as many pages as you like. Retrieve information 
by selecting the page title from the drop-down list, or by tapping 
Find in Page on the Edit menu, and then typing a word or 
words to search for.  
To organize information for use in other programs 
1.  In HP quick pad, open the page containing the information, 
and select the text you want to export. 
2. On the Send menu, select the program in which you want to 
use the information: 
  Tap As E-mail Message to create an e-mail message 
containing the selected text. 
  Tap To Calendar, To Contacts, or To Tasks to 
create an entry in one of the Pocket Outlook 
databases. 
  Tap As New Pocket Word Document to create a 
Pocket Word document containing the selected text. 
3.  In the dialog box that appears, add any necessary 
information (for example, the start or end date of a task or 
appointment, or addressees for an e-mail message), and then 
tap OK. 
Infrared send/receive of PIM data 
Infrared send/receive of PIM data Infrared send/receive of PIM data  Infrared send/receive of PIM data  
    
HP info exchange allows you to send and receive Contacts, 
Calendar and Task items between your HP Jornada and 
other IrDA-equipped, non-Windows powered PDA devices 
(i.e., Palm devices). You can also receive (but not send)  
						

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memos from some PDA devices and store them as a text 
file in the My Documents folder of your HP Jornada. 
Using HP info exchange with non-Windows powered 
PDA devices 
HP info exchange allows you to send and receive PIM data 
to and from non-Windows powered PDA devices from 
within Pocket Outlook Calendar, Contacts and Tasks. (HP 
info exchange is not available in Pocket Outlook Inbox.) 
HP info exchange runs only on your HP Jornada – no 
additional software is required for IrDA equipped PDA devices. 
 
Sending data to a non-Windows PDA device 
To send PIM information from your HP 
Jornada to a non-Windows PDA device: 
 
1.  Highlight items to send in your PIM application. 
2.  Make sure the PDA device is powered on. Align the IR 
windows of the two devices so that they are aimed directly at 
each other. 
3. Select Send(non-Windows) from the Tools menu of a PIM 
application on your HP Jornada. The HP info exchange 
Send window will appear indicating that it is looking for a 
receiving device. 
4.  The PDA device will receive the transmitted items 
automatically.  
						

							66 HP Jornada 700 Series Handheld PC 
 
 
HP info exchange menu items in Pocket Outlook Contacts 
Receiving data from a non-Windows PDA device 
 To receive PIM information on your HP 
Jornada from a non-Windows PDA device: 
1.  Set the PDA device to beam selected item(s). 
2.  Align the PDA device IR window so that it is aimed directly 
at the IR window on the rear of your HP Jornada. 
3. Select Recv(non-Windows) from the Tools menu of a PIM 
application on your HP Jornada. The HP info exchange 
Receive window will appear indicating that it is looking for 
a sending device. 
 
4.  The PIM item(s) sent by the PDA device will be received and 
automatically placed in the appropriate location. 
5.  Messages will be displayed confirming the number and type 
of items transferred.