Pcs Phone Handspring Treo 300 User Guide

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Common Tasks 63
Common Tasks
5
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. 
The Contacts view in PhoneBook 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 for different business trips.
Note: The illustrations in this section come from Memo Pad, but you can 
use these procedures in all the applications in which categories are 
available. Categories are not available in Date Book Plus.
To move a record into a category:
1.
Open the record you want to categorize.
2.In Contacts view in PhoneBook only: Press Menu  , and under 
Record, select Edit Contact (/E).
3.In the record view, tap the category list to display the list of available 
categories.
4.Select the category for the record.
Ti p :  You can also assign a record to a category by tapping the Details 
button, selecting a category from the category pick list in the Details dialog 
box, and then holding Option   and pressing Return   to finish.
Category list 
						

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64 Common Tasks
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.
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.
4.Enter the name of the new category. 
Category 
pick list
Category 
pick list 
						

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5.Hold Option   and press Return   twice to finish.
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.
4.Enter the new name for the category. 
5.Hold Option   and press Return   twice to finish.
Ti p :  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. 
						

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66 Common Tasks
Finding records
Your phone offers several ways to find information quickly:
©All applications: The Find utility locates any text that you specify, 
always starting with the current application.
©Date Book Plus, To Do List, Memo Pad: The Phone Number 
Lookup feature displays the Contacts view in PhoneBook and shows 
names and phone numbers for entries that have phone numbers. 
You can add the information that appears in this list to a record.
©PhoneBook: The Instant Lookup feature lets you scroll immediately 
to a Contacts record in PhoneBook by entering the first few letters of 
a first or last name, or the first name initial and the first few letters of 
a last name. 
©Expense: The Lookup feature displays the Contacts in PhoneBook 
that have data in the Company field. You can add these names to a 
list of attendees associated with an Expense record.
Looking up Contacts records in PhoneBook
When working with the Contacts view in PhoneBook, the buttons on your 
phone make it easy to navigate among your Contacts entries.
©In the Contacts list screen, the scroll buttons move the highlight. 
Holding Shift   and using the scroll buttons moves up or down 
an entire screen of records. If you press and hold a scroll button, you 
accelerate the scrolling and display every third screen.
©In the Contact View screen, the scroll buttons move to the previous or 
next Contacts record.
You can also use the Instant Lookup feature, from any of the PhoneBook 
views, to quickly scroll to any of your Contacts entries. 
To use Instant Lookup to find a Contacts record:
1.
From the Speed Dial, Contacts, or Call History views in PhoneBook, 
enter one of the following for the name you want to find:
nFirst name initial and last name.
nFirst name
nLast name 
						

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For example, entering a “ca” displays “Chris Cadwell,” “David 
Cagle,” and “Carolyn Malestic” as shown above. Entering “cmal” 
finds only “Carolyn Malestic.”
2.Use the scroll buttons to select the contact name.
3.Press Return   to view the contents of the record.
Using Find
You can use Find to locate any text that you specify, in any application.
To use Find:
1.
Press Option   and then press Shift   to open the Find dialog 
box.
Ti p :  If you select text in an application before you opening the Find dialog box, 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 word that begin with the text you enter. For 
example, searching for “plan” finds “planet,” but not “airplane.”
3.Hold Option   and press Return   to start the search.
Find searches for the text in all records and all notes. 
						

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As your phone searches for the text, you can tap Stop at any time. 
You may want to do this if the entry you want appears before your 
phone 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 Number Lookup
Phone Number Lookup displays the information you entered in the 
Contacts view in PhoneBook, and it lets you add this information to a 
record.
To use Phone Number Lookup:
1.
Display the record in which you want to insert a phone number. The 
record can be in Date Book Plus, To Do List, or Memo Pad.
2. Press Menu  .
3.Under Options, select Phone Lookup (/L).
4.If your Contacts view in PhoneBook is sorted by last name, begin to 
spell the last name. If your Contacts are sorted by first name, begin to 
spell the first name.
Note: The first initial and last name search in the PhoneBook Instant Lookup feature is not available in the Phone Number Lookup feature.
Phone Number Lookup displays records that begin with the letters 
you enter based on the sort method in your Contacts view in 
PhoneBook. For example, if your Contacts are sorted by last name 
and you enter “su,” the list displays “John Sung” and “Mario  
						

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Suarez.” If your Contacts are sorted by first name, and your enter 
“su,” the list displays “Susan Smith” and “Suki Sakimoto.”
5.Continue to spell the name you’re looking for, or when you see the 
name, scroll to it. 
6.Press Space   or Return  .
The name you selected, along with the other information associated with 
it, is pasted into the record you selected in step 1.
Phone Number Lookup tips
You can also enter the keyboard shortcut (/L) to activate the Phone 
Number Lookup feature in the following circumstances:
©While entering text: For example, if your Contacts view in 
PhoneBook is sorted by last name and you want to insert the full 
name and phone number for someone with the last name 
“Williams,” enter “Wi” and then the Phone Number Lookup 
keyboard shortcut (/L). Assuming you have only one Contacts record 
with a last name that begins with “Wi,” your phone inserts the full 
name “Fred Williams” (and its associated information). If you have 
more than one name that begins with “Wi,” the Phone Number 
Lookup screen appears and highlights the first record that begins 
with “Wi.”
©For selected text: Drag to highlight the text, and then enter the 
Phone Number Lookup keyboard shortcut (/L). Your phone replaces 
the selected text and adds the name and its associated information. 
						

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Looking up names to add to expense records
In Expense, Lookup displays the names of Contacts entries in Phonebook 
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.
Open the Expense record to which you want to add names.
2.Tap Details.
3.Tap Who.
4.Tap Lookup.
The Attendees Lookup screen displays all the names of Contacts entries 
in Phonebook that have data in the Company field.
5.Use the scroll buttons to select the name you want to add. 
6.Press Space   or Return  .
The name appears in the Attendees screen.
7.Repeat steps 4 through 6 to add more names.
8.Hold Option   and press Return   twice to finish. 
Tap here 
						

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Common Tasks
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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: 
Contacts view in PhoneBook, To Do List, Memo Pad, and Expense.
Note: You can also assign records to categories. See page 62 for details.
To sort records in To Do List and Expense:
1.
Open the application to display the list screen.
2.Tap Show.
3.Tap the Sort by pick list and select an option.
4.Hold Option   and press Return   to finish.
To sort records in Contacts view in PhoneBook and Memo Pad:
1.
Open the application to display the list screen.
2. Press Menu  .
3.Under Options, select Preferences (/R). 
4.Do one of the following:
Contacts view in PhoneBook: Tap the setting you want.
Memo Pad: Tap the Sort by pick list and select Alphabetic or 
Manual.
5.Hold Option   and press Return   to finish.
To sort the Memo list manually, tap and drag a memo to a new location 
in the list. 
Note: To make the list of your memos appear in Palm Desktop software as 
you manually sorted it on your phone, open Memo in Palm Desktop 
software, click Sort by, and then select Order on Handheld.
ContactsMemo Pad 
						

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72 Common Tasks
Making records private
In all PIM applications, except Expense, you can make individual 
records private. Private records remain visible and accessible, however, 
until you select the Security setting to hide or mask all private records. 
See the section that begins on page 43 for details.
Hiding and masking private records
You can hide records that you mark as private. When you hide records, 
they do not appear anywhere in the application. When you mask records, 
a visual placeholder appears where the record would normally appear. If 
you define a password, you must enter it to display private records.
Note: As a security measure, masked Contacts records are temporarily 
hidden when you search for records. So you will not see a placeholder for 
these records when viewing the results of a Lookup or Find request.
To make a record private:
1.
Display the entry that you want to make private. 
2.Tap Details. 
3.Tap the Private check box to select it.
4.Hold Option   and press Return   to finish.
To hide or mask all private records:
1.
Make sure the records you want to mask are marked private. 
2.Press Option   and then press Menu   to access the 
Applications Launcher.
3.Tap the Security icon  .
4.Tap the Current Privacy pick list.
Tap here