Palm M505 Color Handhelds Instructions Manual

							Chapter 5 Page 81
The following steps assume that you have already installed Palm 
Desktop software. See “Palm™ Desktop software” in Chapter 1 if you 
have not installed this software.
To perform a local HotSync operation on a Macintosh:
1. Place your handheld on the HotSync cradle.
2. Make sure HotSync Manager is enabled: Double-click the HotSync 
Manager icon in the Palm folder. Click the HotSync Controls tab 
and make sure the Enabled option is selected.
3. Press the HotSync button   on the cradle.
The HotSync Progress dialog box appears followed by the Se-
lect User dialog box.
4. In the Select User dialog box, select the user name you entered 
when you installed the Palm Desktop software, and click OK. 
						

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The HotSync Progress dialog box reappears and synchroniza-
tion begins.
5. Wait for a message on your handheld indicating that the process is 
complete.
After the HotSync process is complete, you can remove your 
handheld from the cradle.
Tip:Gently rock your handheld forward in the cradle and then lift 
it to remove.
Categorizing records
Categorize records in the Address Book, To Do List, Note Pad, 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 handheld automatically places it in 
the category that is currently displayed. If the category is All, your 
handheld assigns it to the Unfiled category. You can leave an entry as 
Unfiled or assign it to a category at any time.
System-defined and user-defined categories
By default, your handheld includes system-defined categories, such as 
All and Unfiled, and user-defined categories, such as Business and 
Personal. 
You cannot modify the system-defined categories, but you can 
rename and delete the user-defined categories. In addition, you can 
create your own user-defined categories. You can have a maximum of 
15 user-defined categories in each application.  
						

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Note:When you have an expansion card properly seated in the 
expansion card slot, the last item in the category pick list will 
be the name of the expansion card. You cannot otherwise 
categorize applications that reside on an expansion card.
Address Book contains the QuickList user-defined category, in which 
you can store the names, addresses, and phone numbers you might 
need in emergencies (doctor, fire department, lawyer, etc.).
Expense contains two user-defined categories, New York and Paris, to 
show how you might sort your expenses according to different 
business trips.
Note:The illustrations in this section come from Address Book, but 
you can use these procedures in all the applications in which 
categories are available. 
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.
Note:In Address Book, Note Pad, and Memo Pad you can tap the 
category name in the upper-right corner of the screen and 
select a new category for the item. 
						

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To display a category of records:
1. Tap the category pick list in the upper-right corner of the list 
screen.
Note:In the Date Book Agenda view, the pick list is in the upper 
right of the To Do list. 
2. Select the category you want to view.
The list screen now displays only the records assigned to that 
category.
Tip:Pressing an application button on the front panel of the 
handheld toggles through all the categories of that application.
To define a new category:
1. Tap the category pick list in the upper-right corner of the screen or 
list.
2. Tap Edit Categories. 
Tap here
Tap here 
						

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3. Tap New.
4. Enter the name of the new category, and then tap OK.
5. Tap OK.
You can assign any of your records to the new category.
To rename a category:
1. Tap the category pick list in the upper-right corner of the screen or 
list.
2. Tap Edit Categories. 
3. Select the category that you want to rename, and then tap Rename.
4. Enter the new name for the category, and then tap OK. 
						

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5. Tap OK.
Tip:You can group the records in two or more categories into one 
category by giving the categories the same name. For example, 
if you change the name of the Personal category to Business, 
all records formerly in the Personal category appear in the 
Business category.
Finding information
Your handheld offers several ways to find information quickly:
nAll applications that reside on your handheld: Find locates any text 
that you specify, always starting with the current application.
Note:Find does not search through applications on expansion 
cards.
nDate Book, To Do List, Memo Pad: Phone Lookup displays the 
Address list screen and lets you add the information that appears 
in this list to a record.
nAddress Book: The Look Up line lets you enter the first letters of a 
name to scroll immediately to that name.
nExpense: Lookup displays the names in your Address Book that 
have data in the Company field. You can add these names to a list 
of attendees associated with an Expense record.
Looking up Address Book records
When working with Address Book, the scroll button on the front panel 
of the handheld makes it easy to navigate among your address entries. 
nIn the Address list screen, the scroll button moves up or down an 
entire screen of records. If you hold down the scroll button, you 
accelerate the scrolling and display every third screen.
nIn the Address view screen, the scroll button moves to the previous 
or next address record.
You can also use the Address list Look Up feature to quickly scroll to 
any of your Address Book entries.  
						

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To look up an Address Book record:
1. Display the Address list screen.
2. Enter the first letter of the name you want to find.
The list scrolls to the first entry that begins with that letter. If 
you write another letter, the list scrolls to the first entry that 
starts with those two letters. For example, writing an “s” scrolls 
to “Sands,” and writing “sm” scrolls further to “Smith.” If you 
sort the list by company name, the Look Up feature scrolls to 
the first letter of the company name.
3. Tap the record to view its contents.
Using Find
You can use Find to locate any text that you specify, in any application 
that resides on your handheld. Find does not search applications that 
reside on an expansion card.
To use Find:
1. Tap the Find icon  .
Tip:If you select text in an application before you tap Find, the 
selected text automatically appears in the Find dialog box.
2. Enter the text that you want to find. 
Find is not case-sensitive. For example, searching for the name 
“davidson” also finds “Davidson.”
Find locates any words that begin with the text you enter. For 
example, searching for “plane” finds “planet,” but not “air-
plane.”
3. Tap OK. 
Look Up line 
						

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Find searches for the text in all records and all notes.
As your handheld searches for the text, you can tap Stop at any 
time. You may want to do this if the entry you want appears be-
fore your handheld finishes the search. To continue the search 
after you tap Stop, tap Find More.
4. Tap the text that you want to review.
Using Phone Lookup
Phone Lookup displays the Address list screen and lets you add the 
information that appears in this list to a record.
To use Phone Lookup:
1. Display the record in which you want to insert a phone number. 
The record can be in Date Book, To Do List, Memo Pad, or Mail.
2. Tap the Menu icon  .
3. Tap Options, and then tap Phone Lookup.
4. Begin to spell the last name of the name you want to find. 
The list scrolls to the first record in the list that starts with the 
first letter you enter. Continue to spell the name you’re looking 
for, or when you see the name, tap it.  
						

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5. Tap Add.
The name you selected, along with the other information associated 
with it, is pasted into the record you selected in step 1.
Phone Lookup tips
Write the Graffiti Command stroke “/L” to activate the Phone Lookup 
feature. You can also activate it in the following circumstances:
nWhile entering text: For example, to insert the full name and phone 
number for someone with the last name “Williams,” write the 
Graffiti characters for “Wi” and then the Phone Lookup Command 
stroke “/L.”
Assuming you have only one Address Book record that begins 
with “Wi,” your handheld inserts the full name “Fred Williams” 
(and its associated information). If you have more than one name 
that begins with “Wi,” the Phone Lookup screen appears and 
highlights the first record that begins with “Wi.”
nFor selected text: Drag to highlight the text, and then write the 
Phone Lookup Command stroke “/L.” Your handheld replaces the 
selected text and adds the name and its associated information.
Looking up names to add to expense records
In Expense, Lookup displays the names in your Address Book that 
have data in the Company field. You can add these names to a list of 
attendees associated with an Expense record.
To add names to an Expense record:
1. Tap the Expense record to which you want to add names.
2. Tap Details. 
						

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3. Tap Who.
4. Tap Lookup.
The Attendees Lookup screen displays all the names in your 
Address Book that have data in the Company field.
5. Select the name you want to add, and then tap Add.
The name appears in the Attendees screen.
6. Repeat steps 4 and 5 to add more names.
7. Tap Done.
8. Tap OK.
Sorting lists of records
You can sort lists of records in various ways, depending on the 
application. Sorting is available in applications that have list screens: 
Address Book, To Do List, Memo Pad, and Expense.
Note:You can also assign records to categories. See “Categorizing 
records” earlier in this chapter.
To sort records in To Do List and Expense:
1. Open the application to display the list screen.
Tap here