Palmone III Personal Handheld Organizer Handbook

							Chapter 4 Page 53
Common tasks
The tasks described in this section use the term “records” to refer to an 
individual item in any of the basic applications: a single Date Book 
event, Address Book entry, To Do List item, Memo Pad memo, or 
Expense item.
Creating records
You can use the following procedure to create a new record in Date 
Book, Address Book, To Do List, Memo Pad, and Expense.
To create a record:
1. Select the application in which you want to create a record.
2. Tap New.
3. In Date Book only: Select start and end times for your appointment 
and tap OK.
4. Enter text for the record.
5. (Optional) Tap Details to select attributes for the record.
6. In Address Book and Memo Pad only: Tap Done.
There’s no need to save the record because your organizer saves it 
automatically.
Editing records
After you create a record, you can change, delete, or enter new text at 
any time. Two screen features tell you when your organizer is in 
editing mode:
nA blinking cursor 
nOne or more edit lines
Edit line 
 Blinking cursor 
						

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Entering text
For information on how to enter text using Graffiti writing, the 
onscreen keyboard, or the keyboard attached to your computer, see 
Chapter 2.
Edit menu
The Edit menu is available with any screen where you enter or edit 
text. In general, commands available in the Edit menu apply to text 
that you select in an application.
To select text in an application:
1. Tap the beginning of the text that you want to select.
2. Drag the stylus over the text to highlight it (in black). 
Note:You can drag across the text to select additional words, or 
drag down to select a group of lines.
The following commands may appear in an Edit menu:
Undo
Reverses the action of the last edit command. For 
example, if you used Cut to remove text, Undo 
restores the text you removed. Undo also 
reverses deletions done by using backspace. 
Cut
Removes the selected text and stores it 
temporarily in the memory of your organizer. 
You can paste the text you cut into another area 
of the current application or into a different 
application.
Copy
Copies the selected text and stores it 
temporarily in the memory of your organizer. 
You can paste the text that you copy into 
another area of the current application or into a 
different application.
Paste
Inserts the text that you cut or copied at the 
selected point in a record. The text you paste 
replaces any selected text. If you did not 
previously cut or copy text, Paste does nothing.
Select All
Selects all of the text in the current record or 
screen. This enables you to cut or copy all of the 
text and paste it elsewhere. 
						

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Deleting records
To delete a record in any of the basic applications:
1. Select the record you want to delete.
2. Tap the Menu icon  . 
3. Tap Record, and then tap the Delete command:
Date Book: Delete Event
Address Book: Delete Address
To Do List: Delete Item
Memo Pad: Delete Memo
Expense: Delete Item
A confirmation dialog box appears. If you want to save a copy of 
the deleted item to an archive file in Palm Desktop software, be 
sure that the check box is checked. If you don’t want to save a copy, 
tap the check box to remove the check.
4. Tap OK.
If you choose to save a copy of the selected item, your organizer 
transfers it to the archive file on your desktop the next time you 
perform a HotSync operation.
Other ways to delete records
You can also delete records in the following ways:
nIn the Details dialog box of the application, tap Delete, and then 
tap OK.
nDelete the text of the record.
Note:In Date Book, if you delete the text of a repeating event, 
you delete all instances of that event.  Keyboard
Opens the onscreen keyboard. When you finish 
with the onscreen keyboard, tap Done.
Graffiti Help
Opens screens that show all the Graffiti 
character strokes. Use this command anytime 
you forget a stroke for a character. 
						

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Purging records
Over time, as you use Date Book, To Do List, and Expense, you’ll 
accumulate records in these applications that have outlived their 
usefulness. For example, events that occurred months ago remain in 
the Date Book, and To Do List items that you marked as completed 
remain in the list, as do Expense items.
All these outdated records take up memory on your organizer, so it’s 
a good idea to remove them by using Purge. If you think Date Book or 
To Do List records might prove useful later, you can purge them from 
your organizer and save them in an archive file.
Purging is also available in Mail. See Chapter 5 for more information.
Purging is not available in Address Book or Memo Pad, so delete 
outdated records from these applications.
To purge records:
1. Open the application.
2. Tap the Menu icon  . 
3. Tap Record, and then tap Purge. 
A confirmation dialog box appears. 
Date Book: Tap the pick list and select how old a record must be 
to be purged. Purge deletes repeating events if the last of the se-
ries ends before the date that you purge records.
Date Book, To Do List: If you want to save a copy of the purged 
records to an archive file on your desktop, be sure that the check 
box is checked. If you don’t want to save a copy, tap the check 
box to remove the check box.
4. Tap OK.
If you chose to save a copy of the purged records, your organizer 
transfers them to an archive file on your desktop the next time you 
perform a HotSync operation.
Note:Purging does not happen automatically. You must tap the 
command to make it happen.
Exchanging and updating data: HotSync operations
The HotSync process automatically synchronizes — that is, exchanges 
and updates — data between your organizer and Palm Desktop 
software. Changes you make on your organizer or Palm Desktop  
						

							Chapter 4 Page 57
software appear in both places after a HotSync operation. HotSync 
technology synchronizes only the needed portions of files, thus 
reducing synchronization time. 
You can synchronize your data by connecting your organizer directly 
to your computer with the cradle or indirectly with a modem or 
network. See Chapter 6 for information about performing HotSync 
operations via a modem or network.
Performing a HotSync operation for the first time
The first time you synchronize your data, you need to enter user 
information on both the organizer and Palm Desktop software. After 
you enter this information and synchronize, the HotSync Manager 
recognizes your organizer and doesn’t ask for this information again.
If you are a System Administrator preparing several organizers for a 
group of users, you may want to create a user profile. See “Creating a 
user profile” in Chapter 6 before performing the following steps.
Important:You must perform your first HotSync operation with a 
local, direct connection, rather than using a modem.
The following steps assume that you have already installed the Palm 
Desktop software. If you have not installed this software, see 
“Installing Palm Desktop software”  in Chapter 1 for instructions.
To perform a local HotSync operation:
1. Insert your organizer into the cradle.
 
Tip:The bottom edge of the organizer should align smoothly 
with the cradle when it is inserted properly. 
						

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2. If the HotSync Manager is not running, start it: On the Windows 
desktop, click Start, and then choose Programs. Navigate to the 
Palm Desktop software program group and choose HotSync 
Manager. Alternatively, you can start the Palm Desktop software 
which automatically opens the HotSync Manager.
3. Press the HotSync button Ô
 on the cradle.
Note:If you are using an optional Hotsync cable instead of a 
cradle, click the HotSync Manager icon in the Windows 
system tray and select Local from the menu.
Important:The first time you perform a HotSync operation, you 
must enter a user name in the New User dialog box and 
click OK. Every organizer should have a unique name. To 
prevent loss of a user’s records, never try to synchronize 
more than one organizer to the same user name.
The HotSync Progress dialog box appears and synchronization 
begins. 
 
4. Wait for a message on your organizer indicating that the process is 
complete.
After the HotSync process is complete, you can remove your 
organizer from the cradle.
HotSync 
button 
						

							Chapter 4 Page 59
Categorizing records
Categorize records in the Address Book, To Do List, 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 organizer automatically places it in 
the category that is currently displayed. If the category is All, your 
organizer assigns it to the Unfiled category. You can leave an entry as 
Unfiled or assign it to a category at any time.
You can define up to 15 categories for each application.
Default categories
Your organizer comes with two default categories: Business and 
Personal. In addition, the Address Book contains the QuickList 
category, which you can use as a quick reference of names, addresses, 
and phone numbers (such as emergency numbers, doctor, lawyer, 
etc.).
Expense contains two default categories, New York and Paris, to show 
how you might sort your expenses for different business trips.
You can rename or delete these default categories.
Note:The illustrations shown are from Address Book, but you can 
use these procedures in all the applications in which categories 
are available. Categories are not available in Date Book.
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. 
						

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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.
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 
organizer 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.
2. Tap Edit Categories. 
3. Tap New.
Tap here
Tap here 
						

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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.
2. Tap Edit Categories. 
3. Select the category that you want to rename, and then tap Rename. 
						

							Page 62  Using Your Basic Applications
4. Enter the new name for the category, and then tap OK.
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 records
Your organizer offers several ways to find information quickly:
nAll applications: Find locates any text that you specify, always 
starting with the current application.
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 organizer 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.