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Palm M500 Handheld Instructions Manual

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    							Chapter 5 Page 141
    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.
    Expense menus
    Expense menus are shown here for your reference, and Expense 
    features that are not explained elsewhere in this book are described 
    here.
    See “Using menus” in Chapter 1 for information about choosing menu 
    commands.
    Record menu
    Options menu
    Choose expense 
    template
    Enter name and 
    other information 
    						
    							Page 142  Using Your Basic Applications
    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.” 
    About 
    ExpenseShows version information for Expense. 
    						
    							Chapter 6 Page 143
    Chapter 6
    Communicating Using
    Your Handheld
    The previous chapter described the features of your handheld 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 Windows desktop 
    E-Mail application while you’re away from your desk.
    nIR beaming: The infrared port located at the top of your handheld 
    lets you send data from your handheld — including entire 
    applications — to any other Palm OS
    ® handheld that’s close by and 
    also equipped with 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 Windows desktop 
    computer. You can read, reply to, compose, and delete e-mail 
    on your handheld; but to send or receive e-mail, you must 
    perform a HotSync
    ® operation 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 using network HotSync technology. 
    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. 
    						
    							Page 144  Communicating Using Your Handheld
    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 to send and retrieve e-mail items from your 
    desktop E-Mail application via the cradle or infrared 
    communications.
    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 desktop E-Mail applications, for 
    Microsoft Windows, such as:
    n Microsoft Exchange (version 5.0 or higher)
    n QUALCOMM Eudora (version 3.0.1 or higher)
    n Lotus cc:Mail (6.0 or higher)
    nMicrosoft Outlook 97 (or higher)
    nMicrosoft Outlook Express
    nNetscape Communicator (version 4.5 or higher)
    You can see the full list of the supported applications when you set up 
    Mail. 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.palm.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. 
    						
    							Chapter 6 Page 145
    To set up Mail on a Windows computer:
    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.
    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. 
    Do NothingTurns off communication between your 
    handheld and desktop E-Mail application.  
    						
    							Page 146  Communicating Using Your Handheld
    Note:Changing the HotSync setting from the default affects only the 
    next HotSync operation. Thereafter, the HotSync Action 
    reverts to the default setting.
    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 7.
    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 
    						
    							Chapter 6 Page 147
    To open an e-mail item:
    nTap an e-mail item to open it.
    To close an e-mail item:
    nTap Done to close the e-mail item.
    Displaying full header information
    By default, Mail displays abbreviated header information, which 
    comprises only the From: and Subj: fields. The full header provides 
    complete information about the sender, receiver, and copied 
    recipients, in addition to the subject and date the e-mail item was 
    created. Mail uses the header type you select for all your e-mail items.
    To display full header information:
    1. Open an e-mail item.
    2. Tap the Complete Header icon.
    Tip:To redisplay the abbreviated header, tap the Abbreviated 
    Header icon. 
    Creating e-mail items
    You create e-mail items with your handheld the same way you create 
    e-mail with your desktop E-mail application: you identify the 
    recipient(s) of the e-mail item, define a subject, and create the body of 
    the e-mail item.
    You create original e-mail items and replies in the New Message 
    screen. All e-mail items must, at the very least, contain information in 
    the To: and Subj: fields. 
    Recipient
    Sender
    Time and date sent
    E-mail body SubjectHeader mode icons 
    						
    							Page 148  Communicating Using Your Handheld
    To create an e-mail item:
    1. Tap New.
    Tip:You can also create an e-mail item by tapping New from 
    the Message menu.
    2. Enter the e-mail address of the recipient.
    Note:Enter the address as if you were entering it from your 
    desktop E-Mail application. For example, network users 
    sending an e-mail item to a user on the same network do 
    not need to add Internet information, such as 
    @mycorp.com.
    3. To send a copy of this e-mail item to additional recipients, tap the 
    CC: field, and then enter the e-mail addresses of the additional 
    recipients, separating the addresses with a comma followed by a 
    space.
    4. Tap the Subj: field and enter a subject for your e-mail item. 
    5. Tap the Body: field and enter the text of your e-mail item.
    Tip:If the address, CC, subject, or body exceeds the capacity 
    of the screen display, tap the name of the field (for 
    Tap 
    New 
    						
    							Chapter 6 Page 149
    example, tap “To:”) to expand that field. Tap the Done 
    button to return to the New Message screen.
    To reply to an e-mail item:
    1. Tap an e-mail item in the Message list to display it onscreen.
    2. Tap Reply.
    3. Select whom you want to receive the reply: Sender only, All 
    recipients, or someone who didn’t see the original e-mail item 
    (Forward).
    4. Select whether you want to include original text or comment 
    original text.
    5. Tap OK.
    6. Enter the text of your reply.
    Tip:You have several options including setting the priority. 
    See “Adding details to e-mail items” later in this chapter.
    7. Tap Send to place your reply in the Outbox.
    Tap to return to New Message 
    screen Tap the name of the field to open 
    						
    							Page 150  Communicating Using Your Handheld
    Looking up an address
    To identify the recipient of an e-mail item, you need to enter that 
    person’s e-mail address. You can do this either by entering the data 
    directly into the field or by using the Look Up command to access the 
    information in your Address Book. 
    To look up an e-mail address:
    1. Tap either the To: or CC: field name to expand it.
    2. Enter the first few letters of the last name of the person whose 
    address you want to find. 
    3. Tap Lookup. 
    4. If the letters you enter identify a unique listing from your Address 
    Book, your handheld completes the address for you. If not, the 
    Lookup dialog box appears and lists all records that contain 
    information in an E-mail field.
    Tip:You can also open the Look Up dialog box in the New 
    Message screen by tapping Lookup from the Options 
    menu or by using the Graffiti
    ® Command stroke /L. 
    5. Enter the first letter of the entry you want to find to scroll to the 
    first entry that begins with that letter. If you write an additional 
    letter, the list scrolls to the first entry that starts with those two 
    letters. For example, writing an “s” scrolls to “Sanders,” and 
    writing “sm” scrolls to “Smith.”
    6. Tap an address to select it.
    7. Tap Add.
    Tap Lookup 
    						
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