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Palm M505 Handbook - Page 87

To purge records:, Exchanging and updating data: HotSync operations

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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 handheld 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 handheld and Palm Desktop software. Changes you make on your handheld or Palm Desktop 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 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 via a network using the network HotSync technology. See Chapter 7 for information about performing HotSync operations via a modem, network, or IR port. Chapter 5 Page 77

Section	Page
Handbook for Palm™ m500 Series Handhelds	1
Contents	5
About This Book	11
Chapter 1	13
Introduction to Your Handheld	13
Getting to know your Palm m500 series handheld	13
What is a Palm m500 series handheld?	13
System requirements	14
Minimum requirements: Windows	14
Minimum requirements: Macintosh	14
Optional equipment	14
Palm m500 series components	15
Locating front panel controls	15
Using the backlight	16
To activate the backlight:	16
To turn off the backlight:	16
Using the onscreen contrast control	17
To adjust the contrast:	17
Locating back panel components	18
Upgrading from another Palm OS handheld	19
Preparing to use your handheld	19
To use your handheld and Palm Desktop software, complete the following:	19
Connecting the HotSync cradle	20
Charging your handheld	21
Palm™ Desktop software	22
With Palm Desktop software, you can do the following:	22
Installing Palm Desktop software	23
To install Palm Desktop software on a Windows computer:	23
To install Palm Desktop software on a Macintosh computer:	24
Using your handheld with another PIM	24
Tapping and typing	25
Tap with the stylus to get things done	25
Elements of the handheld interface	26
Opening applications	27
To open an application on your handheld:	28
Using menus	29
To open the menu bar:	29
Choosing a menu	29
Graffiti menu commands	30
Displaying online tips	31
To display an online tip:	31
Entering data	31
Onscreen keyboard	32
Graffiti writing	33
To open Memo Pad:	33
Note Pad	34
Using Palm Desktop software	34
Importing data	34
Using an external keyboard	35
Customizing your handheld	35
To open the Preferences screens:	35
To set the date:	35
To set the time:	36
To set the time zone:	36
To set the daylight saving switch:	37
Chapter 2	39
Entering Data in Your Handheld	39
Using Graffiti writing to enter data	39
Writing Graffiti characters	39
There are four basic concepts for success with Graffiti writing:	39
To write Graffiti letters:	40
Graffiti tips	41
The Graffiti® alphabet	41
Writing capital letters	42
To draw the first letter of a word as a capital letter:	42
To enter only capital letters (Caps Lock):	43
Writing numbers	43
Graffiti numbers	43
Writing punctuation marks	44
Additional Graffiti punctuation	44
Writing symbols and extended characters	45
Writing accented characters	45
Accent strokes	46
Additional non-English characters	46
Navigation strokes	46
Graffiti ShortCuts	47
Using the onscreen keyboard	47
To use the onscreen keyboard:	47
Using Note Pad	48
To use Note Pad:	48
Using your computer keyboard	48
Importing data	49
Importing data from a Windows computer	49
To import data from a Windows computer:	49
Importing data from a Macintosh	50
To import data from a Macintosh:	51
Chapter 3	53
Managing Your Applications	53
Using the Applications Launcher	53
Selecting applications	53
Switching between applications	53
Categorizing applications	53
To categorize an application:	54
To display applications by category:	54
Changing the Applications Launcher display	54
To change the Applications Launcher display:	54
To open the Applications Launcher to the last opened category:	55
Choosing preferences	55
To change preferences for an application:	55
Installing and removing applications	56
Installing add-on applications	56
To install add-on software on your handheld using a Windows computer:	56
To install add-on software on your handheld using a Macintosh:	58
Removing applications	60
To remove an add-on application:	60
Removing Palm Desktop software	61
To remove Palm Desktop software from a Windows computer:	61
To remove Palm Desktop software from a Macintosh:	61
Security	62
In Security, you can do the following:	62
Assigning a password	62
To assign a password:	62
Changing or deleting a password	63
To change or delete your password:	63
Locking your handheld	64
Locking your handheld automatically	64
To set your handheld to lock when you turn it off:	64
To set your handheld to lock at a preset time:	65
To set your handheld to lock after a period of inactivity:	65
Locking your handheld manually	66
To lock and turn off your handheld:	66
Recovering from a forgotten password	66
To delete a forgotten password:	67
Chapter 4	69
Using Expansion Features	69
Inserting an expansion card	69
Removing an expansion card	70
Opening expansion card applications	70
To open an application on an expansion card:	70
Switching between your handheld and an expansion card	71
To switch to an expansion card:	71
Copying applications to an expansion card	71
To copy an application to an expansion card:	71
Deleting applications from an expansion card	72
To delete applications from an expansion card:	72
Card Info	73
Reviewing card information	73
Renaming a card	74
Formatting a card	74
Card Info menus	74
Card menus	74
Chapter 5	77
Using Your Basic Applications	77
Overview of basic applications	77
Date Book	77
In Date Book, you can do the following:	77
To open Date Book:	78
Address Book	78
In Address Book, you can do the following:	78
To open Address Book:	79
To Do List	79
In To Do List, you can do the following:	79
To open To Do List:	80
Note Pad	80
In Note Pad, you can do the following:	80
To open Note Pad:	80
Memo Pad	81
In Memo Pad, you can do the following:	81
To open Memo Pad:	81
Calculator	81
In Calculator, you can do the following:	81
To open Calculator:	82
Expense	82
In Expense, you can do the following:	82
To open Expense:	82
Clock	82
In Clock, you can do the following:	82
To open Clock:	83
Common tasks	83
Creating records	83
To create a record:	83
Editing records	83
Entering text	84
Edit menu	84
To select text in an application:	84
Deleting records	85
To delete a record:	85
Other ways to delete records	86
Purging records	86
To purge records:	87
Exchanging and updating data: HotSync operations	87
Performing a HotSync operation for the first time: Windows	88
To perform a local HotSync operation on a Windows computer:	88
Performing a HotSync operation for the first time: Macintosh	90
To perform a local HotSync operation on a Macintosh:	91
Categorizing records	92
System-defined and user-defined categories	92
To move a record into a category:	93
To display a category of records:	94
To define a new category:	94
To rename a category:	95
Finding information	96
Looking up Address Book records	96
To look up an Address Book record:	97
Using Find	97
To use Find:	97
Using Phone Lookup	98
To use Phone Lookup:	98
Phone Lookup tips	99
Looking up names to add to expense records	99
To add names to an Expense record:	99
Sorting lists of records	100
To sort records in To Do List and Expense:	100
To sort records in Address Book, Note Pad, and Memo Pad:	101
Making records private	102
Hiding or masking private records	102
To hide all private records:	102
To mask all private records:	103
To display all private records:	103
To unmask individual records:	104
To make a record private:	104
Attaching notes	104
To attach a note to a record:	104
To review or edit a note:	105
To delete a note:	105
Choosing fonts	105
To change the font style:	106
Reviewing Reminders	106
To respond to reminders, do one of the following:	106
Application-specific tasks	107
Date Book	107
Scheduling an event	107
To schedule an event for the current day:	107
To schedule an event for another day:	109
To schedule an untimed event:	110
Rescheduling an event	111
To reschedule an event:	111
Setting an alarm for an event	111
To set an alarm for an event:	111
Scheduling repeating or continuous events	113
To schedule a repeating or continuous event:	113
Changing repeating or continuous events	114
To delete repeating events:	114
Changing the Date Book view	115
To cycle through Day, Week, Month, and Agenda views:	115
To display the current time:	115
Working in Week View	115
To display the Week View:	116
Spotting event conflicts	117
Working in Month View	117
Working in Agenda View	118
To display the Agenda View:	118
Date Book menus, preferences, and display options	119
Record menu	119
Options menu	119
Address Book	121
Creating an Address Book entry	121
To create a new Address Book entry:	122
Selecting types of phone numbers	123
To select other types of phone numbers in an entry:	123
Changing Address Entry details	124
To open the Address Entry Details dialog box:	124
Address Book menus	125
Record menus	125
Options menus	125
To Do List	127
To create a To Do List item:	127
Setting priority	127
To set the priority of a To Do List item:	128
Checking off a To Do List item	128
To check off a To Do List item:	128
Changing To Do List item details	128
To display the To Do Item Details dialog box:	128
Setting a due date	129
To set a due date for a To Do List item:	129
To Do Show Options	130
To change the Show Options settings:	130
To Do List menus	131
Record menu	131
Options menu	131
Note Pad	132
To create a new note:	132
Reviewing notes	132
To review a note:	132
Setting an alarm for a note	133
To set an alarm for a note:	133
Note Pad menus	135
Record menus	135
Options menus	135
Memo Pad	135
To create a new memo:	135
Reviewing memos	136
To review a memo:	136
Memo Pad menus	137
Record menus	137
Options menus	137
Calculator	138
Recent Calculations	139
To display recent calculations:	139
Calculator menus	139
Options menus	140
Clock	140
To view the time:	140
To set an alarm:	140
Clock menus	141
Options menu	141
Expense	142
To create an Expense item:	142
Changing the date of an Expense item	143
To change the date of an Expense item:	143
Entering receipt details	144
To open the Receipt Details dialog box:	144
Customizing the Currency pick list	145
To customize the Currency pick list:	145
To change your default currency:	145
Defining a custom currency symbol	146
To define a custom currency symbol:	146
Show Options	147
To open the Show Options dialog box:	147
Transferring your data to Microsoft Excel	147
Displaying the euro on your desktop computer	148
Printing the euro	148
Creating or printing an expense report	148
To create or print an expense report:	148
Using expense report templates	149
To view your expense data using a Microsoft Excel template:	150
Expense menus	151
Record menu	151
Options menu	151
Chapter 6	153
Communicating Using Your Handheld	153
Managing desktop E-Mail away from your desk	153
In Mail, you can do the following:	154
Setting up Mail on the desktop	154
To set up Mail on a Windows computer:	155
To select HotSync options:	155
To change your Mail setup options:	156
Synchronizing Mail with your E-Mail application	156
Opening the Mail application on your handheld	156
To open Mail:	156
Viewing e-mail items	156
To open an e-mail item:	157
To close an e-mail item:	157
Displaying full header information	157
To display full header information:	157
Creating e-mail items	157
To create an e-mail item:	158
To reply to an e-mail item:	159
Looking up an address	160
To look up an e-mail address:	160
Adding details to e-mail items	161
Setting a priority	162
To set a priority for your e-mail item:	162
Sending a blind carbon copy	162
To add a BCC field to your e-mail item:	162
Adding a signature to your e-mail item	163
To create a signature:	163
To add a signature to your e-mail item:	163
Requesting confirmations	164
To receive a confirmation when your e-mail item is read:	164
To receive a confirmation when your e-mail item is delivered:	164
Storing e-mail to be sent later	164
To send e-mail:	164
Editing unsent e-mail	164
To retrieve an e-mail item:	165
Draft e-mail	165
To save an e-mail item as a draft:	165
To edit an e-mail item saved as a draft:	166
Filing e-mail	166
To file e-mail:	166
To remove e-mail from the Filed folder:	166
Deleting e-mail	167
To delete e-mail:	167
Removing e-mail from the Deleted folder	167
To remove an e-mail item you received from the Deleted folder:	167
To remove an e-mail item you created from the Deleted folder:	167
Purging deleted e-mail	167
To purge the contents of the Deleted folder:	168
Message list options	168
Folders	168
To select a folder:	168
Date column	168
To show the Date column:	168
Sorting the Message list	169
To sort the Message list:	169
HotSync options	169
To open the HotSync Options dialog box:	170
Creating special filters	171
To access the special filter settings:	171
Ignoring or receiving e-mail	172
To define whether to ignore or receive e-mail:	172
Defining filter strings	173
To define a filter string:	174
High-priority e-mail	174
To retrieve high-priority e-mail items:	174
Truncating e-mail items	175
To truncate e-mail items:	175
Mail menus	176
Message menus	176
Options menus	176
Beaming information	177
To select a business card:	177
To beam a record, business card, or category of records:	177
To beam an application:	178
To receive beamed information:	178
Tips on beaming information	179
Chapter 7	181
Advanced HotSync® Operations	181
Selecting HotSync setup options	181
To set the HotSync options on a Windows computer:	181
To set the HotSync options on a Macintosh:	184
Customizing HotSync application settings	188
To customize HotSync application settings on a Windows computer:	188
To customize HotSync application settings on a Macintosh:	189
IR HotSync operations	191
Preparing your computer for infrared communication	191
Preparing your Macintosh computer for infrared communication	191
To install the extensions for infrared communication on a Macintosh:	192
Configuring HotSync Manager for infrared communication	192
To configure HotSync Manager for infrared communication on a Windows computer:	192
To configure HotSync Manager for infrared communication on a Macintosh:	193
Performing an IR HotSync operation	194
To perform an IR HotSync operation:	194
Returning to cradle HotSync operations	195
To return to local Serial cradle HotSync operations on a Windows computer:	195
To return to local serial cradle HotSync operations on a Macintosh:	195
Conducting a HotSync operation via modem	196
Preparing your computer	196
To prepare your Windows computer for a modem HotSync operation:	196
To prepare a Macintosh for a modem HotSync operation:	198
Preparing your handheld	199
To prepare your handheld for a modem HotSync operation:	199
Selecting the conduits for a modem HotSync operation	200
To change the Conduit Setup for a modem HotSync operation:	200
Performing a HotSync operation via a modem	201
To perform a modem HotSync operation:	201
Conducting a HotSync operation via a network	202
Connecting to your company’s dial-in server	202
To prepare your computer for a network HotSync operation:	202
To prepare your handheld for a network HotSync operation:	203
Performing a network HotSync operation	205
To perform a network Hotsync operation:	205
Using File Link	205
Creating a user profile	206
To create a user profile on a Windows computer:	206
To create a user profile on a Macintosh:	207
To use a profile for the first-time HotSync operation on a Windows computer:	207
To use a profile for the first-time HotSync operation on a Macintosh:	208
Chapter 8	209
Setting Preferences for Your Handheld	209
Viewing preferences	210
To open the Preferences screens:	210
Buttons preferences	210
To change the Buttons preferences:	210
Pen preferences	211
To change the Pen preferences:	211
HotSync buttons preferences	212
To change the HotSync buttons preferences:	212
Digitizer preferences	213
Formats preferences	213
Country default	213
To set the country default:	213
Time, date, week start, and numbers formats	214
To select the time, date, week start, and numbers format:	214
General preferences	214
Auto-off delay	214
To set the Auto-off delay:	214
Cradle settings	214
To change the cradle setting:	215
System, alarm, and game sounds	215
To set the system and alarm sounds:	215
Alarm Vibrate and LED settings	215
To set Alarm Vibrate and LED switches:	215
Beam Receive	216
To change the Beam Receive setting:	216
Date and Time preferences	216
Connection preferences	216
Editing connections	217
To edit the IR to Phone connection:	217
Network preferences and TCP/IP software	219
Selecting a service	219
To select a service:	219
Entering a user name	220
To enter a user name:	220
Entering a password	220
To enter a password:	221
Selecting a connection	221
To select a connection:	221
Adding telephone settings	222
To enter your server phone number:	222
Entering a prefix	222
To enter a prefix:	222
Disabling Call Waiting	223
To disable Call Waiting:	223
Using a calling card	224
To use a calling card:	224
Connecting to your service	224
To establish a connection:	224
To close a connection:	225
Creating additional service templates	225
To add a new service template:	225
To duplicate an existing service template:	225
Adding detailed information to a service template	225
To select a connection type:	225
Idle timeout	226
To set the Idle timeout:	226
Defining primary and secondary DNS	227
To enter a primary and secondary DNS:	227
IP address	227
To identify dynamic IP addressing:	228