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Palm 3C80401U Handbook - Page 64

Purging records, Exchanging and updating data: HotSync operations

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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 All these outdated records take up memory on your organizer, so it's a good idea to remove them by using Purge.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 Purging is not available in Address Book or Memo Pad, so delete outdated records from these applications.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 series 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 Page 56 Using Your Basic Applications

Section	Page
Handbook for the PalmV™ Organizer	1
Contents	3
About This Book	9
Chapter 1	11
Introduction to Your PalmV™ Organizer	11
Getting to know your PalmV organizer	11
What is a PalmV organizer?	11
System requirements	12
Minimum requirements	12
Optional equipment	12
Macintosh compatibility	12
Upgrade Information	12
To upgrade:	13
Each organizer must have a unique name	13
PalmV components	14
Locating front panel controls	14
Using the onscreen contrast control	15
To adjust the contrast:	15
Locating back panel components	16
Recharging the battery	18
Viewing data while in the cradle	19
Palm Desktop organizer software	19
With Palm Desktop software, you can do the following:	19
Installing Palm Desktop software	20
To install Palm Desktop software:	20
Using your organizer with another PIM	21
Tapping and typing	22
Tap with the stylus to get things done	22
Elements of the organizer interface	23
Opening applications	24
To open an application:	25
Using menus	25
To open the menu bar:	26
Choosing a menu	26
Graffiti menu commands	26
Displaying online tips	27
To display an online tip:	27
Three ways to enter data	28
Onscreen keyboard	28
Graffiti writing	29
To open Memo Pad:	29
Using Palm Desktop software	30
Importing data	30
Customizing your organizer	31
To open the Preferences screens:	31
To set the current time:	31
To set the current date:	32
Chapter 2	33
Entering Data in Your PalmV™ Organizer	33
Using Graffiti writing to enter data	33
Writing Graffiti characters	33
There are four basic concepts for success with Graffiti writing:	33
To write Graffiti letters:	34
Graffiti tips	35
The Graffiti alphabet	36
Writing capital letters	37
To draw the first letter of a word as a capital letter:	37
To enter only capital letters (Caps Lock):	37
Writing numbers	37
Graffiti numbers	38
Writing punctuation marks	38
Additional Graffiti punctuation	39
Writing symbols and extended characters	39
Writing accented characters	40
Accent strokes	40
Additional non-English characters	40
Navigation strokes	41
Graffiti ShortCuts	41
Using the onscreen keyboard	42
To use the onscreen keyboard:	42
Using your computer keyboard	43
Importing data	43
To import data:	43
Chapter 3	45
Managing Your Applications	45
Using the Applications Launcher	45
Selecting applications	45
Switching between applications	45
Categorizing applications	45
To categorize an application:	46
To display applications by category:	46
Changing the Applications Launcher display	46
To change the Applications Launcher display:	47
To open the Applications Launcher to the last opened category:	47
Choosing preferences	47
To change preferences for an application:	47
Installing and removing applications	48
Installing add-on applications	48
To install add-on software on your organizer:	48
Installing games	50
Removing applications	51
To remove an add-on application:	51
Removing Palm Desktop software	51
To remove Palm Desktop software:	51
Security	52
In Security, you can do the following:	52
Assigning a password	52
To assign a password:	52
Changing or deleting a password	53
To change or delete your password:	53
Locking your organizer	53
To lock your organizer with a password:	54
Recovering from a forgotten password	54
To delete a forgotten password:	54
Chapter 4	55
Using Your Basic Applications	55
Overview of basic applications	56
Date Book	56
In Date Book, you can do the following:	56
To open Date Book:	56
Address Book	57
In Address Book, you can do the following:	57
To open Address Book:	57
To Do List	58
In To Do List, you can do the following:	58
To open To Do List:	58
Memo Pad	59
In Memo Pad, you can do the following:	59
To open Memo Pad:	59
Calculator	59
In Calculator, you can do the following:	59
To open Calculator:	60
Expense	60
In Expense, you can do the following:	60
To open Expense:	60
Common tasks	61
Creating records	61
To create a record:	61
Editing records	61
Entering text	62
Edit menu	62
To select text in an application:	62
Deleting records	63
To delete a record in any of the basic applications:	63
Other ways to delete records	63
Purging records	64
To purge records:	64
Exchanging and updating data: HotSync operations	64
Performing a HotSync operation for the first time	65
To perform a local HotSync operation:	65
Categorizing records	67
System-defined and user-defined categories	67
To move a record into a category:	67
To display a category of records:	68
To define a new category:	69
To rename a category:	70
Finding records	70
Looking up Address Book records	71
To look up an Address Book record:	71
Using Find	72
To use Find:	72
Using Phone Lookup	72
To use Phone Lookup:	73
Phone Lookup tips	73
Looking up names to add to expense records	74
To add names to an Expense record:	74
Sorting lists of records	75
To sort records in To Do List and Expense:	75
To sort records in Address Book and Memo Pad:	75
Making records private	76
Hiding private records	76
To hide private records:	76
To display private records:	77
To make a record private:	77
Attaching notes	78
To attach a note to a record:	78
To review or edit a note:	78
To delete a note:	78
Choosing fonts	79
To change the font style:	79
Application-specific tasks	80
Date Book	80
Scheduling an event	80
To schedule an event for the current day:	80
To schedule an event for another day:	82
To schedule an untimed event:	83
Rescheduling an event	84
To reschedule an event:	84
Setting an alarm for an event	84
To set an alarm for an event:	84
Scheduling repeating or continuous events	85
To schedule a repeating or continuous event:	85
Changing the Date Book view	86
To cycle through Day, Week, and Month views:	86
To display the current time:	87
To display the Week View:	87
Spotting event conflicts	88
Working in Month View	89
Date Book menus, preferences, and display options	90
Record menu	90
Options menu	90
Address Book	92
Creating an Address Book entry	92
To create a new Address Book entry:	92
Selecting types of phone numbers	93
To select other types of phone numbers in an entry:	93
Changing Address Entry details	94
To open the Address Entry Details dialog box:	94
Address Book menus	95
Record menus	95
Options menus	95
To Do List	97
To create a To Do List item:	97
Setting priority	97
To set the priority of a To Do List item:	98
Checking off a To Do List item	98
To check off a To Do List item:	98
Changing To Do List item details	98
To display the To Do Item Details dialog box:	99
Setting a due date	99
To set a due date for a To Do List item:	99
To Do Show Options	100
To change the Show Options settings:	100
To Do List menus	101
Record menu	101
Options menu	101
Memo Pad	102
To create a new memo:	102
Reviewing memos	102
To review a memo:	103
Memo Pad menus	103
Record menus	103
Options menus	103
Calculator	105
Recent Calculations	105
To display recent calculations:	105
Calculator menus	106
Options menus	106
Expense	107
To create an Expense item:	107
Changing the date of an Expense item	108
To change the date of an Expense item:	108
Entering receipt details	108
To open the Receipt Details dialog box:	108
Customizing the Currency pick list	110
To customize the Currency pick list:	110
To change your default currency:	110
Defining a custom currency symbol	111
To define a custom currency symbol:	111
Show Options	112
To open the Show Options dialog box:	112
Transferring your data to Microsoft Excel	112
Displaying the euro on your desktop computer	113
Printing the euro	113
Creating or printing an expense report	113
To create or print an expense report:	113
Using expense report templates	115
To view your expense data using a Microsoft Excel template:	116
Expense menus	116
Record menu	116
Options menu	117
Chapter 5	119
Communicating Using Your Organizer	119
Managing desktop E-Mail away from your desk	119
In Mail, you can do the following:	120
Setting up Mail on the desktop	120
To set up Mail:	120
To select HotSync options:	121
To change your Mail setup options:	122
Synchronizing Mail with your E-Mail application	122
Opening the Mail application on your organizer	122
To open Mail:	122
Viewing e-mail items	122
To open an e-mail item:	123
To close an e-mail item:	123
Displaying full header information	123
To display full header information:	123
Creating e-mail items	123
To create an e-mail item:	124
To reply to an e-mail item:	125
Looking up an address	126
To look up an e-mail address:	126
Adding details to e-mail items	127
Setting a priority	128
To set a priority for your e-mail item:	128
Sending a blind carbon copy	128
To add a BCC field to your e-mail item:	128
Adding a signature to your e-mail item	129
To create a signature:	129
To add a signature to your e-mail item:	130
Requesting confirmations	130
To receive a confirmation when your e-mail item is read:	130
To receive a confirmation when your e-mail item is delivered:	130
Storing e-mail to be sent later	130
To send e-mail:	130
Editing unsent e-mail	130
To retrieve an e-mail item:	131
Draft e-mail	131
To save an e-mail item as a draft:	132
To edit an e-mail item saved as a draft:	132
Filing e-mail	132
To file e-mail:	132
To remove e-mail from the Filed folder:	133
Deleting e-mail	133
To delete e-mail:	133
Removing e-mail from the Deleted folder	133
To remove an e-mail item you received from the Deleted folder:	133
To remove an e-mail item you created from the Deleted folder:	133
Purging deleted e-mail	134
To purge the contents of the Deleted folder:	134
Message List options	134
Folders	134
To select a folder:	134
Date column	135
To show the Date column:	135
Sorting the Message List	135
To sort the Message List:	135
HotSync options	136
To open the HotSync Options dialog box:	136
Creating special filters	137
To access the special filter settings:	138
Ignoring or receiving e-mail	138
To define whether to ignore or receive e-mail:	138
Defining filter strings	139
To define a filter string:	140
High-priority e-mail	140
To retrieve high-priority e-mail items:	140
Truncating e-mail items	141
To truncate e-mail items:	141
Mail menus	142
Message menus	142
Options menus	142
Beaming information	143
To select a business card:	143
To beam a record, business card, or category of records:	143
To beam an application:	144
To receive beamed information:	144
Tips on beaming information	145
Chapter 6	147
Advanced HotSync® Operations	147
Selecting HotSync setup options	147
To set the HotSync options:	147
Customizing HotSync application settings	150
To customize HotSync application settings:	150
IR HotSync operations	152
Preparing your computer for infrared communication	152
To check if your Windows 95 computer supports infrared communication:	152
To install a Windows 95 infrared driver:	153
To check the ports used for infrared communication:	154
Configuring HotSync Manager for infrared communication	155
To configure HotSync Manager for infrared communication:	155
Performing an IR HotSync operation	156
To perform an IR HotSync operation:	156
Returning to cradle HotSync operations	156
To return to cradle HotSync operations:	156
Conducting a HotSync operation via modem	157
Preparing your computer	157
To prepare your computer for a modem HotSync operation:	157
Preparing your organizer	159
To prepare your organizer for a modem HotSync operation:	159
Selecting the conduits for a modem HotSync operation	160
To change the Conduit Setup for a modem HotSync operation:	161
Performing a HotSync operation via a modem	161
To perform a modem HotSync operation:	161
Conducting a HotSync operation via a network	162
Connecting to your company’s dial-in server	162
To prepare your computer for a network HotSync operation:	162
To prepare your organizer for a network HotSync operation:	163
Performing a network HotSync operation	165
To perform a network Hotsync operation:	165
Using File Link	165
Creating a user profile	166
To create a user profile:	166
To use a profile for the first-time HotSync operation:	167
Chapter 7	169
Setting Preferences for Your Organizer	169
In the Preferences screens, you can do the following:	169
Viewing preferences	169
To open the Preferences screens:	169
Buttons preferences	170
To change the Buttons preferences:	170
Pen preferences	170
To change the Pen preferences:	171
HotSync buttons preferences	172
To change the HotSync buttons preferences:	172
Digitizer preferences	172
Formats preferences	172
Country default	173
To set the country default:	173
Time, date, week start, and numbers formats	173
To select the time, date, week start, and numbers format:	173
General preferences	174
Auto-off delay	174
To set the Auto-off delay:	174
Cradle settings	174
To change the cradle setting:	174
System, alarm, and game sounds	175
To set the system and alarm sounds:	175
Beam Receive	175
To change the Beam Receive setting:	175
Connection preferences	176
Sample connection for remote IR HotSync operations	177
To create an IrCOMM to Modem connection:	177
Network preferences and TCP/IP software	179
Selecting a service	179
To select a service:	180
Entering a user name	180
To enter a user name:	180
Entering a password	181
To enter a password:	181
Selecting a connection	181
To select a connection:	181
Adding telephone settings	182
To enter your server phone number:	182
Entering a prefix	183
To enter a prefix:	183
Disabling Call Waiting	183
To disable Call Waiting:	183
Using a calling card	184
To use a calling card:	184
Connecting to your service	184
To establish a connection:	185
To close a connection:	185
Creating additional service templates	185
To add a new service template:	185
To duplicate an existing service template:	185
Adding detailed information to a service template	185
To select a connection type:	185
Idle timeout	186
To set the Idle timeout:	186
Defining primary and secondary DNS	187
To enter a primary and secondary DNS:	187
IP address	187
To identify dynamic IP addressing:	188
To enter a permanent IP address:	188
Login scripts	188
Creating a login script on your organizer	189
To create a login script:	189
Plug-in applications	191
Deleting a service template	191
To delete a service template:	191
Network preferences menu commands	191
Service menu	191
Options menu	192
TCP/IP troubleshooting	192
Displaying expanded Service Connection Progress messages	192
Viewing the Network Log	192
To view the Network Log:	192
Adding a DNS number	192
Owner preferences	193
To enter the Owner preferences:	193
To unlock the Owner Preferences screen:	193
ShortCuts preferences	194
Creating a ShortCut	194
To create a ShortCut:	194
Editing a ShortCut	195
To edit a ShortCut:	195
Deleting a ShortCut	195
To delete a ShortCut:	195
Appendix A	197
Maintaining Your Organizer	197
Caring for your organizer	197
Battery considerations	198
Resetting your organizer	199
Performing a soft reset	199
To perform a soft reset:	199
Performing a hard reset	200
To perform a hard reset:	200
To restore your data after a hard reset:	200
Appendix B	203
Frequently Asked Questions	203
Software installation problems	203
Operating problems	204
Tapping and writing problems	205
Application problems	206
HotSync problems	207
Beaming problems	212
Recharging problems	212
Password problems	213
Technical support	214
To find version and memory information:	214
Appendix C	215
Creating a Custom Expense Report	215
About mapping tables	215
Customizing existing sample templates	216
To customize a sample Expense Report template:	216
Determining the layout of the Expense Report	217
Labels	217
Sections	218
Analyzing your custom Expense Report	219
Perform the following before you begin a custom mapping table:	219
Programming the mapping table	220
To program a new custom mapping table:	220
Using applications other than Microsoft Excel	224
Expense file details	224
Appendix D	225
Non-ASCII Characters for Login Scripts	225
Use of ^char	225
Carriage return and line feed	225
Literal characters	226
Examples:	226
Warranty and Other Product Information	227
Limited warranty	227
3Com end user software license agreement	230
FCC Statement	233
Canadian RFI Statement	233
CTICK Certification	234