Palm M505 Color Handhelds Instructions Manual

							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 
						

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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 
						

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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 
						

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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 
						

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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