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Palm Desktop Software for Mac User's Guide

1. 2 When the Find dialog box appears type denise garcia Case doesn t matter Find Address Starts With denise garcia Denise Garcia Bakery Supplies Inc f Add to Menu f Cancel f Display 3 When her name appears in the list click it once to select it 4 Click Add to Menu 5 Select a check box for each telephone number you want included in the Instant Palm Desktop menu To remove telephone numbers from the Instant Palm Desktop menu you deselect these check boxes Check the phone number s to appear in the Instant Palm Desktop menu Select to add to Work 814 555 7777 AE EA Instant Palm Desktop Fax 315 555 0011 E menu Cancel ox gt 6 Click OK 40 Backing up your data You ll now see Denise Garcia in the Instant Palm Desktop menu under Addresses HotSync Rosie Woo Visit Palm on the Web Find Address Create d 10 AM Appointment with Dan Gerhard 5 PM Janet Lin Ad Agency Trade Show revise delivery schedule Inventory order equipment Ad ire Denise Garcia W 814 555 7777 Show In Finder Quit You can also add or remove telephone numbers to the Instant Palm Desktop menu by viewing the address card in Palm Desktop software then clicking the Phones section Select the telephone numbers you want displayed in the Instant Palm Desktop menu Deselect the telephone numbers to remove them from the Instant Palm Desktop menu E Ext Work a 21
2. M o Er Which Addresses All 23 Addresses Ea pa Ber Which Address Primary Ea na a Eee Label Form Avery 5160 5260 P a nul Address Layout Formal Business Ea Start printing on label 9 a 1 D CPreview Cancel Print gt 6 Choose Mailing Labels from the Print As pop up menu The other pop up menus contain settings for mailing labels For this exercise leave these settings as they are The Preview area shows you a sample of what your label page will look like 7 Click Print 8 When the Print dialog box appears type 1 in the From and To boxes to print only the first page of labels 9 Make sure your printer is connected and switched on and then click Print One page of labels prints on your printer s regular paper If you like print another page with different options to see what you get 38 Using Instant Palm Desktop application Using Instant Palm Desktop application The Instant Palm Desktop application provides you with quick access to many of the most frequently used features of Palm Desktop software and HotSync Manager In Mac OS X the Instant Palm Desktop menu appears when you click and hold the Palm Desktop icon in the dock if Palm Desktop is running In Mac OS 9 the Instant Palm Desktop menu appears near the upper right corner of the screen It is always available unless you set your Instant Palm Desktop menu preference to off Instant Palm
3. 3 Type the first name Susan 4 Tab to the Last field and type the last name Kenwood 17 Chapter2 Tutorial Tips m Youcan move from field to field by pressing Tab or press Shift Tab to go backwards m Press Enter or Return repeatedly to open and close successive sections m If you prefer you can simply click the field you want to type in The section expands and the field highlights ready for you to type Finish typing the information so the address card looks like the one below For telephone numbers you need only type the digits the parentheses and hyphens are added automatically Press the Enter key when you re through but don t close the address card yet we ll assign a category to it eo i Susan Kenwood d 1 10 of 24 4 Susan Kenwood Phones zu P E work 204 555 9966 Parentheses and hyphens e Candlelight Restauran 2 Home 603 555 3322 are entered automatically Work Address Home Address 466 West Ave 647 Southwest Main Cheylan WY 22232 Wichita KS 67890 US A Us A Other Information Loves our caraway rye bread Birthday May 26 Marked Private Modified Jan 23 2002 Assigning a category After you re done with the address card information you ll want to assign a category to this card Categories are an easy way to group addresses events memos and To Do List items For example you can assign the category Office to the addresses for your coworker
4. Ahout printing You can print Date Book views Day planner pages To do lists Address lists Address books Envelopes Mailing and return address labels Fax cover sheets Memos You can also create or customize printing layouts for your specific needs First perform a HotSync operation to transfer the information from the handheld to your computer then print as described in these topics NOTE Decors change the onscreen appearance only They have no effect on printing 113 Chapter 11 Printing Selecting records Filtering Finding When printing addresses To Do List items or memos you can choose between printing all the information in your file or only some of it There are four ways you can select which items you want to print m Creating a filter m Using the Find feature m Clicking to select items in a list m Marking addresses only Choose Address List Memo List or To Do List from the View menu After you view your data as a list you can select the items you want to print You can use filters to show only a portion of your addresses memos or To Do List items For example you could create a filter to show only the addresses with the category Employees After you do that the list view shows only the addresses in that category eos Address List Bakery View Untitled TE 8 of 23 Addresses show All alg fF 3 Company s Phone 1 s Phone 2 s Categories Mr Dennis Copl
5. new address layout Name Format First Last rey Choose a name format W Title A Company igi FA Division Choose additional information to F Address be printed on the label Delete Cancel After you create a new layout of either type it appears in its respective pop up menu Avery 5160 5260 Avery 5161 5261 Avery 5162 5262 Avery 5163 Avery 5164 Avery 5267 Avery 5660 New Avery 5661 Avery 5662 Formal Business address Avery 5663 Informal Personal layout Avery 5664 New B My address layout yf aiaei z label Add New Layout Click to edit vy label layout layout Edit Layout this layout Add New Layout Edit Layout Click to edit this layout 132 Printing return address labels To change or delete a label or address layout choose the layout from its pop up menu then choose Edit Layout from the pop up menu Make the changes you want then click Save or click the Delete button if you want to delete the layout Printing return address labels You can print return address labels You can even add a graphic to the return address One sheet of return address labels is printed If you want more than one sheet type the number of copies you want in your printer s Print dialog box just before you print For fewer labels change the number in the Start printing on label field until the Preview shows the number of labels you want Choose Print from the File menu or click the Print button on
6. 154 Appendix A Printing Double Sided Pages 155 Marking paper for hole punches seseseseeeeeeeeeen 155 Apple LaserWriter LaserWriter Plus Hewlett Packard DeskWriter 156 Apple Personal LaserWriter Hewlett Packard LaserJet IIP and IIP 157 Apple LaserWriter II series Hewlett Packard LaserJet III and HID 158 Apple LaserWriter Pro 630 and 16 600PS 0 0 0 159 HIE xod 2405 PETERS PEE Ed Rada nd Pci duda Ad dada ee 161 Contents About This Book Welcome to Palm Desktop software This guide describes all you need to know about how to use Palm Desktop software with your handheld It walks you through using the features of the four modules in the application working with lists finding information printing from the application and transferring data between Palm Desktop software and your handheld This guide is designed to help you get up and running quickly with Palm Desktop software The first chapter introduces the application The second chapter contains a tutorial that exercises the features of Palm Desktop software After you become familiar with the basic functionality you can use the rest of this guide as a reference for less common tasks and also as a source of information if you have problems operating Palm Desktop software In addition to this guide Palm Desktop software contains online help that is available from the main menu bar and from
7. Choose a layout from the Memo Layout menu Avery 41307 Avery 41357 Franklin Classic Choose a print layout Franklin Classic 2 sided Quick Print Choose Quick Print for letter sized pages Add New Layout Edit Layout Margins Setup Paper Planner Interview Changing printing layouts for memos If the available printing layouts aren t what you need you can create a new layout From the Memo Layout pop up menu choose Add New Layout The Printing Layout dialog box appears 137 Chapter 11 Printing Type a name for the new layout Printing Layout Memo Layout My memo layout Click if you want aL Tn to print aach ae al Print One Memo Per Page Size 8 5 x 11 Portfolio memo ona Orientation Portrait ia separate page Lr ewpufsmaesde o m Column Setup Holes None rey on Outside Print the same O From List Window S aa A Date columns in the Specify Title EE A Page Number Bad same order as In EN E Cut Lines the To Do List If Date F Centered on page view or specify a ff Modified Se F Etloetits m new I arrangement i zz 8 a D Delete f Setup Cancel Click for more printing options After you create a layout it appears in the Memo Layout pop up menu Avery 41307 Avery 41357 Franklin Classic Franklin Classic 2 sided New layout Quick Print Add New Layout
8. Edit Layout Click to edit this layout Margins Setup Paper Planner Interview To change or delete a layout choose the layout from the Memo Layout pop up menu then choose Edit Layout from the pop up menu Make the changes you want then click Save or click the Delete button if you want to delete the layout Changing or adding day planner information The first time you print you are prompted for information about your day planner If you want to change that information or if you did not initially specify a day planner you can update this information In the Print dialog box choose Paper Planner Interview from the Layout menu in the bottom left corner The Paper Planner Interview menu choice is available when printing Date Book views address lists address books mini address books memos or To Do Lists 138 Setting custom margins Avery 41307 Avery 41357 Franklin Classic Franklin Classic 2 sided Memo Layout v My memo layout Quick Print Add Mew Layout fe f Preview Edit Layout Margins Setup p Paper Planner Interview The Paper Planner Interview dialog box appears Choose a day planner and a binder size Paper Planner Interview If you use a paper based day planner along with your Palm handheld Palm Desktop can preset its printed layouts for your binder Which brand of day planner do you use None m Choose a day planner Which binder size do you use
9. Inventories Select the file you want to attach Bags and Labels Bulk Supplies _ Flavorings Machines Paper Supplies Go to f Add to Favorites Cancel j After you attach a file to a record the filename appears in the record s paper clip pop up menu When you select the file from the record s paper clip pop up menu the application the file was created in launches if necessary and the file is opened 103 Chapter 9 Working with Attachments You can also attach a word processing document to an Address Book item to have information about the person copied into the document automatically See Chapter 3 for more information NOTE Attached files are not transferred to your handheld in a HotSync operation The existing record is transferred but the file attached to it is not Viewing attached records Click a record s paper clip pop up menu to see a list of the items attached to it If there is more than one attachment they are organized in submenus Click the appropriate submenu to open an attachment Click to see attachments eo E Mr Dennis Copley Ph D d 1 2 of 23 e 9 Fir Dennis Copley PhD Phones scooter mE work 913 555 2224 Senior Research Scientist El Home 913 555 8752 International Bakery Research and Development G Fax 313 555 4587 Home Address ork Address 438 Needham Dr 1120 West Park Road Wichita KS 67390 Bldg US 4 Wichita KS 67390 usa
10. Lowest priority in Palm Desktop software transfers to priority 5 on the handheld highest priority transfers as priority 1 Completed check box Date Due field Does not transfer to the handheld Items remain in the To Do List on the handheld regardless of their due dates A new To Do List item After the current task is marked complete a HotSync operation transfers the next instance of the task to the handheld Category The first category you assign to the item is transferred to the handheld The second category does not transfer See Transferring categories to your handheld in Chapter 8 To Do List items To Do List items with due dates do not appear in the Date Book application on the handheld If the Date Book on your handheld has Agenda View however you can view events and To Do List items together Agenda View is available on handhelds using Palm OS software version 3 5 or later Does not transfer to the handheld An item created with a reminder setting transfers to the handheld but no alarm is set on the handheld Private Relationships do not transfer to the handheld The To Do List item and each attached item transfer to the handheld to their corresponding applications The relationship between the items does not transfer Do not transfer to the handheld 83 Chapter 6 Working with To Do List setting preferences for To Do List items You can set preferences for default To Do List item prio
11. Monthly Date Font Geneva el Size 9 0 Cancel S size for the Date Book views 68 Working with Memo Pad This chapter explains the basics of working with Memo Pad About Memo Pad You can use Memo Pad to jot down any type of text for example your ideas meeting agendas and phone call memos Memos appear in the Memo Pad application on your handheld after you perform a HotSync operation Creating a memo Create a memo when you want to store information that needs to be tracked followed up on or kept in a central location For example m Family medical histories m Meeting action items m Serial numbers and registration numbers m Directions to places you visit infrequently Since a memo can contain up to 32KB of information memos are better for long entries than the Comments field in an address card The capacity of the Comments field is only 256 characters IMPORTANT Memos on your handheld are limited to 4KB of information When you perform a HotSync operation a memo that is larger than 4KB is preserved in its entirety so long as you do not edit the memo on your handheld If you edit the memo on your handheld the memo is truncated to 4KB The next time you perform a HotSync operation the 4KB memo overwrites the larger memo on Palm Desktop software 69 Chapter 5 Working with Memo Pad To create a memo choose Memo from the Create menu or click the New Memo button on the tool
12. When your Mini Address book is printed cut the sheets on the dotted lines and fold them on the solid lines Assemble the pages to form a small booklet then staple the center of the booklet if you like 124 Printing address books Changing printing layouts for address hooks If the available address book layouts aren t what you need you can create a new layout From the Layout pop up menu choose Add New Layout The Printing Layout dialog box appears Print by name company or both Printing Layout Address Book Layout My address book Size 8 5 x 11 Portfolio P Orientation Portrait Output Single sided m Holes None re on Outside Choose name order Click for each letter to start on a new page List By Name j Mame i Last First E Break Pages by Letter Column Setup From List Window ne Also Print Pri nt the same e Specify v Full Name F E SER columns in the same A Title 0 p order as in Bl Company C ae v Division MW Centered on page the address list or Rf Primary Address specify a new Rf Secondaryddress Font Geneva T P arrangement RI Phones E Size 5 f F3 Bald em Delete f Setup j Cancel j Click for more printing options If you are working with a Mini Address book the Printing Layout dialog box appears with different settings for size and output Print by name company or both Choose nam
13. dd Another f Cancel Ee K aai st 3 Leave the Priority at Medium 4 Make sure the Schedule To Do check box is selected 5 Type 1 15 02 in the Date field 32 Creating a memo 8 9 Leave Carry Over After Due selected Select the Remind check box and type 1 in the days before box that appears This reminder occurs only on Palm Desktop software the handheld doesn t support reminders on To Do List items Choose Business from the primary left Categories pop up menu Click OK You now have a To Do List item with a reminder that appears in Date Book the day before the item is due After you click OK the item list appears so you can see your other items as well A HotSync operation also exchanges new To Do List items between Palm Desktop software and your handheld and updates any changes to items made in either location Close the To Do List application by clicking the close button in the upper left corner of the window Creating a memo Now it s time to make the list of supplies needed 1 Click the New Memo button t4 on the toolbar 2 Type a title for the memo Supplies needed 600o if Supplies needed id Title Supplies needed es Date January 15 2002 Time L21PM 6of6 Categories Business ka r3 Private 20 sacks of flour 5 containers of salt lO packages of yeast 5 containers of sugar 2 containers of cinnamon l container of poppy seeds 1 container o
14. q GFA 5 Scroll through the memo list until you see Supplies needed Click this line once so it is selected 6 Move the pointer over the gripper icon III eos Memo List Bakery View All Memos req 7 of 7 Memos Showy All Title El Date Body Notes for 1 10 02 Staffleetng January 9 2002 We re dong s Note Regarding Mew products m January 22 2002 So far the re yl Supplies needed January 15 2002 ZU sacks of f Another resolution list January 1 2002 Jan 1 200 Tire notes January 16 2002 The cars tire Grocery list January 24 2002 Skin mikEgc Mote on phone call with SoniaLong January 24 2002 Jan 15 200 35 Chapter2 Tutorial 7 Drag the Supplies needed memo to the event that says Meeting with Denise Garcia As you drag you ll see a pointer and a box appear around the event Date Book Bakery January 2002 14 Monday 45 Tuesday 16 Wednesday 17 Thursday 18 Friday National Bread week 9 E E 11 E Staff meeting C 8 eos Memo List Bakery Noon View All Memos ka 7 of 7 Memos shom All M L4 bie Te 8 e Date 8 Body To Dos Notes for 110 02 Staffl eet January 9 2002 Wetedoangs Make a list of Make a list Note Regarding Mew products m January 22 2002 So far the re supplies Due of supplies Jan 15 Supplies needed January 15 2002 ZU sacks of f Another resolution list January 1 2002 Jan
15. Choose a binder size r OS If you have previously selected a paper planner you are prompted to indicate if you want this new information to replace the old or be added to it Click Replace if you are changing day planners or Add if you want to have a choice of day planner formats If you want information formatted to print on standard letter sized sheets rather than day planner sheets choose Quick Print from the Layout menu Setting custom margins You can fine tune the print settings if you need to In the Print dialog box choose Margins Setup from the Layout menu in the bottom left of the Print dialog box The Margins Setup menu option is available when printing Date Book views address lists address books mini address books memos or To Do Lists Avery 41307 Avery 41357 Franklin Classic Franklin Classic 2 sided v My memo layout Quick Print Add Mew Layout Edit Layout Margins Setup Paper Planner Interview 139 Chapter 11 Printing The Margins Setup dialog box appears If your printouts are being cut off by your printer you may need to decrease the page margin settings slightly The default settings as well as the Minimums settings are determined by your printing software Margins Setup Page Margins Left amp Right 0 5 lin Tni Bottom 0 4 in Adjustment for page margins Adjust these settings if your printouts are being cut off at the edges by the c
16. USA Other Information Email copleyi intibakery com Birthday Mow amp Categories Employees Marked Private Modified Jan 10 2002 Chapter 1 Introducing Palm Desktop Software Example To remind yourself to call a friend next week create a To Do List item Palm Desktop software automatically finds the address records that seem related to this To Do List item For example if you write Call Jodie it will find all addresses containing the name Jodie If you attach one of the addresses to the To Do List item a paper clip pop up menu icon appears next to the To Do List Item You can click the paper clip pop up menu to open your friend s address card Date Book The Date Book module manages your appointments and events You can choose among three views m Day m Week m Month Day view eos Date Book Bakery Wednesday January 23 2002 LII To Dos ne CJ Call Lei Jan 21 O Clean desk Jan 20 10 L Take car for new tires Jan 20 O call Kathy confirm lunch Date Book Bake 600 Dr Week view January 2002 21 Monday 22 Tuesday ELM ednesday 24 Thursday 25 Friday Sales review meeting Month view January 2002 Sunday Monday Tuesday Wednesday Thursday Friday Saturday 10 Al Staff meet ing Jj 11 12 10 AM Staff Hake another DE meet ing r3 3 18 m 10 4M Staff g meeting a a 2 12 PM Sales Call Leit dan 21 12 PM Lunch 10 M Staff Clean de
17. to do items You can give a To Do List item a title a date of completion and a priority and set the item to repeat over any duration you wish To Do List items appear in Date Book and you can attach a To Do List item to any address card or memo To Do E Title Prepare for meeting with Carline Priority High ka F3 Completed T Schedule To Do ka Repeat To Do Date January 25 2002 Last Friday of Every Month a kal Carry Over After Due Until Ww Remind 2 days before G Categories J Work rei ed Private ui Delete Add Another Cancel 4 OK 3 You need to gather materials for a report due the last Friday of each month You d also like a reminder the previous Monday that it s time to start preparing the report You can create a To Do List item for this and set the item to repeat on the last Friday of each month You can also set the reminder for five days before on the previous Monday to remind you that it s time to start working on the report Opening and quitting Palm Desktop software Palm Desktop software stores your information in one data file on your computer You can close print and delete this file as you would any other When you start Palm Desktop software it automatically opens the last file that was opened The name of the file appears in the title bar of each Palm Desktop window To start Palm Desktop software double click the Palm Desktop icon in the Palm folder To quit Palm Deskt
18. 2 7 including this page Choose the layout you want Fax Layout Formal Business L 7 Print to Clipboard as PICT Click to T p to the Clipboard as 4 Esmi a PICT graphic Cancel l Print Click to type the body text of the fax Click to print From the Print As pop up menu choose Fax Cover Sheet 134 Printing fax cover sheets Type the total number of pages the fax is to have so this information is printed on the cover sheet Choose how you want the fax address to appear by choosing from the Fax Layout pop up menu By default Formal Business uses the person s full name and company name on the fax cover sheet Informal Personal uses only the person s first and last name You can change fax layouts see Changing printing layouts for fax cover sheets in this chapter x Formal Business Informal Personal Choose a fax layout form Add New Layout Edit Layout Click the Edit Body button then type the body text of the fax Click OK or press Enter when you re done Fax Body Type the text of the fax Denise Here is alist of some bread spices I d like to talk with you about Please letme know if you carry these spices and what the costs would be If you have any other ideas or Suggestions I d welcome them Let s talk when you have Type text for the fax the chance l Cancel fo gt If you want the fax to be sent to the Clipboard as a PICT graphic file i
19. 36 Printing labels 11 Click the paper clip pop up menu in the event ooo Date Book Bakery January 2002 l Isl 14 Monday 15 Tuesday 16 Wednesday 17 Thursday 18 Friday National Bread week i Supplies needed Jan 15 Addresses Sa a Attach To gt Detach Notice the event now has two attachments the memo you just attached under Memos and Denise Garcia s address under Addresses which was automatically attached when you created the event You can jump to either the memo or address if you like E c Meeting with Denise Garcia T You can create as many different attachments as you like to cross reference whatever events addresses memos or To Do List items you choose There are special sound effects for attaching one type of item to another You can adjust the volume of these sound effects in the General area of the Preferences dialog box Choose Preferences from the Palm Desktop menu in Mac OS X or from the Edit menu in Mac OS 9 to open the dialog box and then click General After you re through close each window by clicking the close button in the upper left corner Using the Attach Existing Item feature If you prefer you can use another method to create attachments 1 Click to select any event or click any address memo or To Do List item from the list view 2 Choose Attach To from the Create menu and then choose Existing Item 3 Follow the instruc
20. Custom fields 5 i Address and Phone format i dbi Phone fields Default area cade Default labels Phone 1 Work Peg Phone 4 Cellular m Phone 2 Home red Address 1 Work m Phone 3 Fax M Address2 Home m Change labels for phone and address fields International address formats Sweden a f Add Street Line 1 Switzerland m M Street Line 2 Turkey 0 f Edt X City State Zip Choose UK Country USA Y d Delete formats for address Default address format USA s fields D You can change international address formats or add new ones To change an address format select the country and click Edit To add a new address format for a country click Add Choose which address element you want in this position If you want a The Address Layout dialog box appears Add or change the country name as necessary Address Layout Country streer Li A l a no e Street MAT 1 ale AO A City Dae a zip m Bn character between address elements type it in the box Com ms C sss IEA EX Working with Date Book This chapter explains the basics of working with Date Book About Date Book Date Book gives you a way of viewing your schedule You can easily move around in Date Book to see different days weeks or months In the Date Book you can do the following Add change and move events Create repeating or c
21. and searched by any criteria You can also dial the telephone and automatically copy address information into letters Addresses can be exported as a vCard file and imported to another person s Palm Desktop Address Book or any personal information manager that supports the vCard standard This feature makes it easy for you to share addresses between your Mac computer and a Windows computer Addresses you enter in Palm Desktop software appear in the Address Book application on your handheld after a HotSync operation Viewing addresses You can view your addresses by m Address card for viewing one address at a time You can also change existing address information when viewing the address card m Address list for viewing contact information many records at a time To see a list of your addresses choose Address List from the View menu or click the Addresses button on the toolbar For more information on list views see Chapter 7 43 Chapter 3 Working with Address Book Creating and changing addresses To create an address choose Address from the Create menu or click the New Address button on the toolbar You see a new address card with the Name section expanded and the first name field highlighted As you type information press Tab to move from field to field or Shift Tab to move backwards Press Enter or Return to move from section to section G Address E First Last Prefix v suffix 7 Micknam
22. entries such as memos Date Book events or To Do List items The Address Book item and each attached item transfer to their corresponding applications on the handheld The relationship between the items however does not transfer File attachments Do not transfer to the handheld such as letters Marking addresses for printing In some cases you may want to print only some of the addresses in your list For example you might want to address envelopes only to your coworkers or print labels only for your friends and family You can mark items in the address list Choose Address List from the View menu or click the Addresses button on the toolbar Within the address list select the box to the left of each item you want to mark eao8 Address List Bakery Select the View All Addresses 1 24 of 24 Addresses Show ATI box next to ellei Ful Name e Company ie Phone l e Phone2 Categories i i dv O Kim Chen The Candlelight Restaurant W 4068 SEEHI900 H 508 sEE 4655 Customers an item to nia X Mr Dennis Copley Ph D International Bakery Ww 091 2 Soo set H 913 Sooo Employees ma rk it Chal C Samuel Corning International Bakery Ww CEO SP 1 H 513 555 1 Se7 Employees nig Vern Critser International Bakery Ww 60S SEE H 206 Se 2S Emoloyvees l If you want to quickly mark or unmark all of your addresses choose Mark All or Unmark All from the Edit menu 52 Attaching a letter to an Address Book en
23. eoo E Mr Dennis Copley Ph D Click to open an Quality Check Jan 21 attachment Bakery Products Convention Jan 1 Attach To m Work S12 555 3224 Detach Home 913 555 8752 Research and Development G Fax 812 555 4587 Home Address Work Address 435 Needham Dr 1120 west Park Road Wichita KS 67890 Bldg A US A Wichita KS 67890 USA Detaching or deleting records To detach a record or to delete an attached record click a record s paper clip pop up menu and choose Detach The Detach dialog box appears Detach Select one or more Select an item to detach or delete attached records to 1 Quality Check Jan 21 Dennis s Birthday Nov 6 detach or to delete Click to detach the selected records from Click to delete the the main selected records record m 4 Delete f Detach NOTE The next time you perform a HotSync operation the item you deleted is deleted from your handheld Detached items are not deleted from your handheld 104 Setting attachment preferences setting attachment preferences You can set preferences for how attachments to addresses are created Choose Preferences from the Palm Desktop menu in Mac OS X or from the Edit menu in Mac OS 9 Click General Does not attach addresses automatically Preferences a H g amp Decor General Addresses Dialing Date Book Alarms Fonts W show Instant Palm Desktop menu Attaches all
24. mailing labels printing 129 133 marking addresses for printing 52 115 completed To Do List items 81 Memo Pad application on your handheld 73 described 5 memory adjusting 15 memos 69 73 attaching 72 99 categorizing 96 changing 71 deleting 72 finding 72 94 selecting 114 showing all 88 transferring to your handheld 73 viewing 70 86 menus adding items to 96 adding to Instant Palm Desktop 153 See also pop up menus 153 Merging user data files 141 migrating from Claris Organizer 107 mini address book 123 Modem HotSync 142 modems 57 Month view 4 61 names and addresses See addresses notes printing 136 sorting 89 0 ongoing events 62 ongoing tasks See To Do List repeating items 76 opening files 7 opening Palm Desktop software 6 options default 12 P Palm Desktop software opening 6 quitting 8 tutorial 17 paper clip pop up menu 99 paper planners 117 138 Personal LaserWriter 157 phones 54 153 PICT files printing fax sheet as 135 PIMs 108 pop up menus adding items to 46 80 97 preferences 12 Address Book 58 addresses 105 alarms 13 67 163 Index Date Book 67 dialing 56 fonts 13 screen appearance lo Do List 84 printing 113 address books 121 126 addresses 52 121 Date Book 118 119 DeskWriter 156 double sided 155 160 envelopes 126 events 119 fax cover sheets 134 136 LaserJet III and IIID 158 159 LaserJet IIP and IIP 157 LaserWriter 156 LaserWriter II 158 159 mailing labels 1
25. select the category you want to edit and click Edit The Categories dialog box appears The currently selected Decor affects the colors you see in the dialog box Type a new name Categories Click to select another color If you don t select a color Color EN EN 1 black will be used which is ener mi j mm P on by the gray ean x Current color is highlighted Changing a category name affects all of the items assigned to that category Deleting categories You can delete categories you don t use including the preset categories In the Edit Categories dialog box select the category you want to delete and click Delete 98 Working with Attachments Attachments are connections between related Palm Desktop records and between records and files in other applications on your computer Attachments help you access information where and when you need it For example you can create a To Do List item to phone a client and attach this item to the client s address card so that the information you need about the client will be available during the phone call Attachments can be created automatically for you or you can create attachments on your own When an item has attachments a paper clip pop up menu appears next to it oo80 Date Book Bakery January 2002 25 Wednesday 24 Thursday 25h Friday The number next to the paper clip pop up menu shows how many attachments the item has NOTE
26. undo 8 unscheduled To Do List items 76 untimed event creating 62 upgrading from Claris Organizer 107 V viewing lists partial 86 sorted 89 virtual memory adjusting 15 W web sites 46 47 Week view 4 60 67 weeks preferences 67 windows closing 8 word processing 53 104 work hours 67 World Wide Web 48 165 Index 166
27. 1 20012 Tire notes January 16 2002 The cars tire Grocery list January 24 2002 Skim mikEgc Mote on phone call with SoniaLong January 23 2002 an 15 200 8 A paper clip appears once Denise Garcia s event is selected Release the mouse button The memo is now attached to the event 9 Look at the memo in the memo list and notice it has a paper clip pop up menu next to it This shows the memo has an attachment eoe Memo List Bakery Miew All Memos 1 7 of 7 Memos Show All Title NN Date Body Notes for 1 10 02 Staffleetng January 9 2002 We re doings Note Regarding Mew products m January 22 2002 So far the re Paper clifpp Supplies needed January 15 2002 20 sacks of f po p u p Another resolution list January 1 2002 Jan 1 200 Tire notes January 16 2002 The cars tire menu RE Grocery list January 24 2002 Skim mikEgc Mote on phone call with SoniaLong January 24 2002 Jan 15 200 EI a J DE 10 Click and hold the paper clip pop up menu to reveal the attachments menu Choose the event title 608 Memo List Bakery View All Memos 4 Show All Lel Title e Body Notes for 1 10 02 Staffleeting January 9 2002 Wee doing Note Regarding Mew products m January 22 2002 So far the re Meeting with Denise Garcia Jian 16 Attach To p Thecars tire Skin mikEgc Detach e CERE dn 15 200 The Date Book appears showing you the event
28. 5 or later Hiding private records You can hide all records that are marked private Hidden records do not display in list views Date Book views menus or Instant Palm Desktop application They do not print and are not exported The alarm for a hidden Date Book event does go off but onscreen the alarm reminder says Private Event and does not display the actual event description Hidden records are synchronized during HotSync operations To hide private records choose Preferences from the Palm Desktop menu in Mac OS X or from the Edit menu in Mac OS 9 Click the General button and select Hide 11 Chapter 1 Introducing Palm Desktop Software setting preferences To set preferences choose Preferences from the Palm Desktop menu in Mac OS X or from the Edit menu in Mac OS 9 Setting general preferences Use the General preferences panel to specify settings for the Instant Palm Desktop menu deletion warnings color printing sound effects volume toolbar date format auto attachments new To Do List item priority and private records Select if you use a color printer Click y p General Select to show the Instant Palm Desktop menu Select for Preferences j warnings ga i A before items E 5 iB B ie A are deleted Decor General Addresses Dialing Date Book Alarms Fonts Choose a A show Instant Palm Desktop menu volume for W Give warnings on deletion sound effects C Print in calor Sound effects
29. 8822 H S14 555 7777 Customers If you want to save this new view choose Memorize View from the View pop up menu then enter a name for this view in the Memorize View dialog box If you want to re use the current view name enter it if it does not already appear click OK and then click Replace in the alert box Deleting memorized views To delete a memorized view choose it from the View pop up menu then choose Delete View e All Addresses Address List Bakery View v International Bakery 23 of 23 Addresses f Show All Memorize View Company Wis Phonei 5 Phone 2 Categories id Delete View st Flours Inc w 208 555 8125 H 616 555 2698 Suppliers rv Middlemen Inc n Ww 401 555 2258 H 803 555 7911 Customers Jeremy Lin wW 502 555 4655 H 408 555 0900 Customers Finding and Categorizing Information This chapter explains the basics of finding and categorizing information Going to a specific date You can go to a specific date by choosing Go To Date from the Locate menu or by clicking the Go To button on the toolbar Go To Date Click to display the Go previous or next month Current date appears in boldface January 2002 Click to select a new date Selected date is highlighted ei typ oralniow dat D f Cancel GOK Click to move to the selected date When you specify a date in the text box you can type it in the following formats m
30. Address from the Create menu In the Other 46 Creating and changing addresses Information section click the triangle next to the field and choose Field Options from the pop up menu Select the Automatically check box NOTE Only newly entered items are added to selection lists Items from data that has been imported are not added If you want to add imported items to a selection list click the pop up menu for that field and choose Add to Menu Using auto completion If you re typing in a field with an entry list matching entries are displayed as you type You then either press Tab or click outside of the field to accept the auto completed entry or keep typing if the entry is not what you want You can turn the auto completion feature on or off in Preferences Using auto capitalization You can have any word you type automatically capitalized If this preference setting is on the first letter of each word you type is automatically capitalized after you press Tab or click out of that field For the Name field and both Address fields you can set this option in the Address preferences dialog box For the Email and Custom fields set this option by clicking the triangle v next to the field in the Other Information section and choosing Field Options Formatting telephone numbers Telephone numbers are automatically formatted After you type the numbers and press Tab or click outside the field the numbers are formatted with the
31. Cancel f ox Select to display a button for access to attached documents e mail or the web If you are an AppleScript developer you can create an AppleScript file and attach it to a custom field then activate that script with a button First create the AppleScript file Next place the completed AppleScript file in a folder named Field Options Scripts which you create within the Palm Desktop folder in the following location m Mac OS X To make the AppleScript available to a single user create the folder in Hard Disk gt Users Mac username Library Application Support Palm Desktop To make the AppleScript available to all Palm Desktop users create the folder in Hard Disk Library Application Support Palm Desktop m Mac OS9 Create the folder in Hard Disk System Application Support Palm Desktop In the address card click the Other Information section and then double click the custom field name After that s done select the AppleScript Button check box in the Custom Field Options dialog box choose the AppleScript file from the Script File pop up menu then choose a button from the Button Icon pop up menu The button appears next to the custom field Click it and the AppleScript activates NOTE For AppleScripts to run you must have the proper AppleScript system extensions installed on your computer For more information see the documentation that came with your computer s operating system software For informa
32. Choosing Delete Memo from the Edit menu You can delete a selected memo in the memo list by doing the following m Pressing the Delete key m Clicking the Delete button on the toolbar m Choosing Delete Memo from the Edit menu The next time you perform a HotSync operation the memo is deleted from your handheld For information about archiving items you delete from your handheld see Archiving data you delete from your handheld in Chapter 12 Finding memos You can search through your memos for a word or phrase in any field in a memo You can choose to display the results of your search in a list For more information about using the find feature see Chapter 8 72 Transferring memos to your handheld Choose Find from the Locate menu or click the Find button on the toolbar The Find dialog box appears Click the Memos button Search In Type the word or Br E 4 amp E phrase you want to Addresses To Dos Memos Date Book Entire File find Click to display C Display results in list window search results in the list view FPE l a n p Y f More Choices Cancel Click to select more criteria for searching Click to start searching If you didn t select Display Results in List Window in the Find dialog box choose Find Again from the Locate menu to go to the next found memo Transferring memos to your handheld Memos are transferred to
33. Double click the Denise Garcia event box anywhere except directly over the event text 2 In the Event dialog box make sure the Set Alarm check box is selected Event Title Meeting with Denise Garcia T Repeat Event Date January 15 2002 Ele fe From 10 00 AM to 11 00 AM E L No Time 1 Wise Ds KAT 3 Hours Prior E Categories Wil suppliers Days Prior re F3 Private FF O fp h cs ee 9 elete Add Another Cancel 3 Type 60 over the existing number in the box 4 Leave Minutes Prior selected in the pop up menu 5 Click OK At 9 AM the following dialog box appears You have an upcoming event The event is from 10 00 AM to 11 00 AM Meeting with Denise Garcia IK z Minut Snooze for mm If you want another reminder later type when you want that reminder to appear then click Snooze Try setting up your own reminder 1 Check your computer s current date and time settings If you re not sure how to do this or you need to correct them consult your computer operating system s user guide 2 Click the New Event button on the toolbar to create a new event 3 Make the event for today s date 4 Check the current time then set the start time of the event for fifteen minutes from now The end time can be whatever you like 5 Set an alarm to warn you ten minutes in advance 6 Click OK Within five minutes you should see a reminder on your screen When
34. E3 Give warnings on deletion addresses C Print in calor that match Fuss without 5 d t lu edium i ound effects volume Ea asking for Toolbar Docked Fej confirmation Date format Long January 21 2002 Auto attachments n Do not auta attach addresses e Attach all matching addresses ie Confirm all matching addresses Confirm only multiple matching addresses New to do priority Medium PA Private records Show he D Cu EEE Automatically attaches an address if there is only one match asks for confirmation if there is more than one match Always confirms attachments with you before attaching even if there is only one possible match 105 Chapter 9 Working with Attachments 106 Importing and Exporting Data This chapter explains the basics of importing and exporting data Migrating data from Claris Organizer To convert a Claris Organizer file to Palm Desktop format all you need to do is open the file in Palm Desktop software To have the Claris Organizer data be included in the Palm Desktop data file that is synchronized with your handheld follow these steps 1 Make a backup copy of your Claris Organizer data file 2 Open Palm Desktop software 3 Verify that the file you use to synchronize with your handheld is open The name of the data file appears in the title bar of the Palm Desktop software windows and this same username appears in the user pop up menu on the toolbar The name
35. Garden Sun Stone Tropical Blue Waterdrops Weathered Paper Zigzag Tread Apply Basic Executive Efficient straightforward no nonsense D e As Fants f Cancel o gt Click to see how your choice looks with the current file Select a decor from the list and then click the Apply button to see how the decor looks with your file Click OK to accept the decor or Cancel to reject it Calendar with the Red Hot Chilies decor Date Book Bakery 4 10 AM Staff meeting 11 10 AM Staff meeting 12 Make another resolution list Glan 18 10 AM Staff meeting 19 24 Prepare For Staff meeting 25 10 AM Staff meeting Irfon s Birthday fr A tan TO Pamela s Birthday Due NOTE 10 AM Staff meeting i2 17 Pamela s j Pamela s Birthday Decors appear onscreen only they do not affect printing 14 Adjusting memory in Mac OS 9 Adjusting memory in Mac OS 9 In Mac OS 9 your computer sets aside a certain amount of memory for each application You can change the amount of memory reserved You may want to increase the amount of memory set aside for the Palm Desktop software if you run out of memory while using the application or if you have a very large data file Increasing the preferred memory size to 5000K should eliminate any memory problems during these operations If you use a Power Mac and have virtual memory off Palm Deskto
36. International Bakery 3 Bakery Folder T fv Module Addresses m m y Columns gt Items All 23 Addresses I Export all columns Format Tab amp Return m E Choose the delimiters required by th application e other Specify whether you want to export all records from the module or only the ones displayed in the list window Choose if you want to select the fields and the field order in the dialog box itself see below If you want to do a custom export choose Custom for Column Options then select the fields and the field order in the dialog box This option is not valid for vCard or vCal files When you are finished click OK to close the Column Options dialog box Export Column Options 69 all m From List Window Fa i Custom 1M First Name 2 Last Name 30 Nickname AR Prefix Bi Title rl narra Ah To omit a field deselect the arrow next to it To change the field order drag field names to different positions 111 Chapter 10 Importing and Exporting Data Select the format of the exported file You may choose from the following formats This option Exports data in this format Tab and Return Tab delimited file in ASCII text format Palm Desktop An archive file which varies depending on the module you export from vCard VCF format available only for Address Book items vCal VCS format available only for Date Book events Dragging records
37. Jant iF Denise s Birthday High Nowe You can have more than one filter in effect at a time For example in your Address list you could show just the customers in Illinois by choosing Customers from the Categories pop up menu and Illinois from the State pop up menu DC Washington DE Delaware Sort Sort FL Florida T GA Georgia one2 e NoFilter irthday T No Filter HI Hawaii 3 595 4655 Custom Filter 9 Custom Filter IA Iowa 3 555 8752 i 31555 1987 BB Business 3 1984 17 City ID Idaho 5 555 9987 Bl Employees 1972 28 Country gt IN Indiana 3 555 4477 m Friends Family DIR SOAR Ge LE KS Kansas 3 555 5684 B Personal 8 Hore 54 Arroyo Ave dustin T KY Kentucky 3 555 6241 B Phone Call E Home 79 bland View Dr Tanpa FL LA Louisiana 5 555 0011 Bi suppliers 6 Horne 560 Yorkton Ave Mew Paltz MA Massachusetts 2 555 5245 EU Travel 5 555 2698 555 7777 NI work 86 Viewing a list Custom filters If you don t see the filter you d like in a pop up menu you can create your own custom filter Choose Custom Filter from the pop up menu then choose the search option which best fits your needs Choose the field you want to use for your filter Custom Filter on Address Fields City V Street M City Contains 1 1 1 Choose a search option State po M Zip Click to use more filters Country Type the filter
38. Name indicating that it is the secondary sort column We ll continue using the address list in the next section so leave it open Viewing selected items in Address Book You want to take a quick look at your customers address cards But there are many more records in your file than just those for your customers You want to show the listings for only your customers while hiding the others You can set the Categories field so you see only customers This setting is called a filter 1 If the address list is not already open click the Addresses button amp 1 on the toolbar 2 Click the button next to the word Categories at the top of the categories column 3 Choose Customers from the pop up menu The list now shows only your customers eos Address List Bakery Ses wr 8 of 24 Addresses show All Full Marne Company s Phone 1 s Phone 2 s Categories dv O Kim Chen The Candlelight Restaurant w 408 Season H 508 SSS 46s Customers bal O Susan Kenwood The Candlelight Restaurant YAH 555 2966 H S Customers iF O Mary Jo Licklighter Delightful Diner YE SES Hild rT Customers O Jeremy Lin YE SES es H 405 Seen Customers Let s show the rest of the Address Book records again 1 Click the l button next to the word Categories at the top of the categories column 2 Choose No Filter from the pop up menu The entire set of Address Book items is visible again If you prefer you can also show the hid
39. Palm Desktop menu in Mac OS X or from the Edit menu in Mac OS 9 Click Date Book Preferences gt ue HE EH 8 E Decor General Addresses Dialing Date Book Alarms Fonts L Enter your Work hours to 5 00 PM work hours First day of week Sunday rey Choose first day Open weekly date book to Monday ia of week Wi T rri iei al opening day US Time interval 30 Minutes ry or ISO week C Fit more hours in event areas num bers and W show only start time of events time interval Cut off long items after 4 lines in daily from the pop up S menus 3 lines in weekly z lines in monthly 67 Chapter 4 Working with Date Book Click Alarms Preferences General Addresses Dialing Date Book Alarms Fonts Set alarm for new events Alarms id Set alarm on new events Minutes rey beforehand Set reminder T Show alarm dialogs Note This setting applies to all users on this computer Cancel EKG 3 Click Fonts Preferences a S amp amp amp Decor General Addresses Dialing Date Book Alarms Fonts Address List Font Geneva P Size gt To Do List Font Geneva T Size e fA Memo List Font Geneva T Size e Memo Body Font Geneva T Size re fA interval for alarm Select to display alarm dialogs on the desktop not for handheld Choose the font type and font Daily Date Book Font Geneva el Size 2 Weekly Date Book Font Geneva Ea Size 9
40. User displayed on the right side of the toolbar If your username does not appear click the User pop up menu and choose your name from the list NOTE By creating a user profile you can preconfigure Palm OS handhelds with the same set of data addresses events memos and To Do List items and applications before each handheld is individualized with a specific username and data file See the online Help for more information about user profiles Synchronizing multiple data files You can synchronize data between your handheld and two or more different types of computers even between a Mac computer and an IBM compatible running Windows operating system so long as the computers have HotSync Manager installed on them The data files on the two computers will have the same username For example you can synchronize data between two computers between one PC and one Mac computer between a portable and a desktop and so on For some users it is useful to have Palm Desktop software and their personal information on more than one computer for example on an office computer and 147 Chapter 12 HotSync Operations a home computer Having two data files creates the problem of making sure both contain the same information The easiest way to ensure multiple data files contain the same information is to perform HotSync operations with both computers on a regular basis To synchronize with another computer perform a HotSync operation with
41. a template has been created it appears in the Create menu and you can use it to make new items You then type only whatever remaining information the new item requires Creating templates from existing items You can create templates from existing events addresses memos or To Do List items Select the item then choose New Template from the Create menu Give the template a name and assign it a keyboard shortcut if you like Then click OK A keyboard shortcut is a sequence of keys that when pressed together are a faster way to execute a menu command than using the mouse Name Template Name the template International Bakery templatd Type a name for the template FE v Click the pop up menu to assign the template a keyboard shortcut optional The new template is available in the Create menu Choose it and a dialog box for a new item of its type appears with the template information filled in erie Locate HotSync Window Address To Do Memo Event Untimed Event International Bakery template 981 The template appears in the Create menu Attach to New Template Delete Templates Creating templates from new items You can create templates from new events addresses memos or To Do List items Choose Event Address Memo or To Do from the Create menu Type the information you want the template to have Choose New Template from the Create menu Give the template a name and assign it a ke
42. and takes you to the person s web site Click to send an E e mail message Email copley intibakery com Birthday Mov 6 Age Click to see the Web Site wowintlbakery com Custom 3 person s web site Custom 4 E Custom 5 E Categories Employees a i ka Using Birthday Minder You can keep track of birthdays using Address Book In the Other Information section of the address card type the person s birthday in the Birthday field When you press Tab or click out of the field an untimed event is created for that person on his or her birthday A To Do List item is scheduled for the birthdate and a reminder is added to the day five days before the birthday 49 Chapter 3 Working with Address Book You can type just the birth month and day if you prefer If you type the birth year as well the person s age displays in the card You can also type the birthday month and day then enter the age in the Age field the birth year is inserted in the Birthday field You may use any of these formats to enter a birthday 5 26 1960 5 26 1960 5 26 60 May 26 1960 5 26 May 26 1960 5 26 May 26 The Birthday and Age fields transfer to the Note field for the corresponding Address Book item on your handheld Copying Address Book information You can copy information from an address card and paste it into a memo another address card or another application Choose Copy Special from the Edit menu to copy the person s full name addres
43. are checked and only text that starts with what you type is found Find Searchin ooo Click Addresses a Z if um Enter the initials or first few Addresses To Dos Menos Date Book Entire File company Display results in list window Deselect this option so that Denise Garcia Bakery 5upplies Inc the found records are listed in Mr Dennis Copley Ph D International Bakery the Find dialog box The found records are displayed here ancel Click to display the address card for the selected record m More Choices setting search options When you click More Choices in the Find dialog box you see another dialog box with options that vary according to the module you selected You can use these options to narrow your search 94 Displaying recent records The content of the right side of the dialog box changes according to what is selected in the left side of the dialog box For example if you select Memos and then select the Memo Title field the dialog box looks similar to the following illustration Selectthe field s you want to search Find Fields Title Click to display other Suffix jal text search filters Title a Contains i IT am a Type the text you want to find Street EL City peine Sante Click to show or hide additional Zip Code 7 boxes for typing
44. be using it again See Memorizing views of selected data in this chapter for more information Removing filters You can easily remove all filters to see all records by clicking Show All in the upper right corner of the list window Or choose All Addresses All To Dos or All Memos from the View pop up menu in the upper left corner of the window Choose All Addresses or All Memos or All To Dos from the View pop up menu to see all items Or click the Show All button Address List Bakery View y All Addresses 23 of 23 Addresses sho All 7 Memorize View mI Company s Phone 1 IE Phone 2 s Categories dv Delete The Candlelight Restaurant WEE SEEHOS00 H 50z 555 4655 Customers iF apa International Bakery W 1Z SOE 224 H 913 555 8752 Employees bal Samuel Corning International Bakery w Bnm SE 7911 H 51z 555 1987 Employees dv Vern Critser International Bakery W BDE ISOE ZSZ2 H BOS 555 2288 Employees bal C Pamela Dreyfus International Bakery wc zieee 9245 H T15 555 9987 Employees You can also remove a filter from a single field Find the field that has the filter you want to remove scroll left or right if necessary click the at the top of the column to see the filter pop up menu and choose No Filter The filter is removed from that field but it remains available in the filter pop up menu in case you want to apply it again NOTE If you remove a filter from one field filters on any o
45. button on the toolbar Then click the Addresses button in the Print dialog box Print What to print V Automatic Preview PE 23 addresses on 8 single sided pages Choose the print Addresses To Dos Memos Date Book format Print As Address Book rey Choose which L Which Addresses 23 Addresses in Pe addresses to print Choose the layout Layout Quick Print m you want D Preview Cancel Click to print From the Print As pop up menu choose either Address List or Address Cards Choose the addresses you want to print from the Which Addresses pop up menu Choose to print all addresses the addresses w 23 Addresses in List currently shown in list view the addresses you ve 5 Selected Addresses selected or those you ve marked in the address 6 Marked Addresses list 121 Chapter 11 Printing After you have decided which addresses you want to print choose a layout from the List Layout pop up menu Avery 41307 Avery 41357 Franklin Classic Choose a print layout Franklin Classic 2 sided Choose Quick Print for letter sized pages w Quick Print Add Mew Layout Edit Layout Margins Setup Paper Planner Interview Printing an address card If you want to print a single address card first view the card by double clicking it from the address list Then choose Print from the File menu or click
46. click Show In Finder and hold the Quit Palm Desktop icon in the dock 151 Chapter 13 Using the Instant Palm Desktop Application In Mac OS 9 click the Instant Palm Desktop icon in the upper right corner of the screen HotSync Rosie Woo Visit Palm on the Web Find Address Create b Events 10 AM Appointment with Dan Gerhard 5 PM Janet Lin Ad Agency Trade Show To Dos order equipment Inventory revise delivery schedule Addresses From the Instant Palm Desktop menu you can launch both Palm Desktop and Hot5ync Manager software and perform the following m See your Date Book events and To Do List items for today m Show designated addresses and phone numbers and dial phone numbers m Quickly start Palm Desktop software or switch to it from another application m Search for addresses m Create addresses events memos and To Do List items HotSync Rosie Woo b Visit Palm on the Web Find Address To Do List EIE E items are Events listed in the 10 AM Appointment with Dan Gerhard d th The diamond 5 PM Janet Lin Ad Agency oraer they indicates the Trade Show were created upcoming event To Dos for the current revise delivery schedule Inventory day order equipment To see all of the information for an address ow In Finder select the name Addr uuls Denise Garcia W 814 555 7777 Working with addresses In the Instant Palm Desktop menu you can search for an
47. guide provided with your modem For more information on tone or pulse dialing consult your local telephone office NOTE When you open Palm Desktop software it determines the methods that are currently available for dialing a telephone and displays them in Dialing preferences If your computer uses a version of Mac OS X and it also has a modem but Modem is not listed in the Dial through pop up menu that is because the particular combination of operating system and Palm Desktop software on your computer does not enable use of a modem The following screen shows the Modem Configuration dialog box in Mac OS 9 Modem Configuration Dial using Tone CG Pulse Ask your local telephone office for information on een inta e ipei tone or pulse dialing Dialing suffix string LT one i Baud 9600 Z Consult your modem user 8 j i Data bite 8 s guide for proper Stop bits 1 configuration information Handshaking Cancer Cox 57 Chapter 3 Working with Address Book setting Address Book preferences You can set preferences for address cards by choosing Preferences from the Palm Desktop menu in Mac OS X or from the Edit menu in Mac OS 9 In the Preferences dialog box click the Addresses button Click the Addresses button Preferences gt o amp B 958 E Decor General Addresses Dialing Date Book Alarms Fonts Ti Auto capitalization Select RI auto completion prefe rences Wadd new items to menus for Name
48. in the title bar Wait Mr Dennis Copley Ph D u hal for the icon to DER darken and then Ead Dennis Copley Ph D Phones cooter Week S42 555 X2Z4 drag the record to Senior Research Scientist eo Pata International Bakery E E M the one you want _Research and Development January 2002 to attach It to Home Address Monday 2 Tuesday 435 Needham Dr Wichita KS 67290 USA Other Information Email copleyis intlbakery com Release the Quality Check mouse button to create the Categories Employees attachment Marked Private Locate the first record choose Existing Item from the Attach to submenu locate the second record then drag from the Attach Existing Item palette onto the second item This method is often easier to use because you manipulate the windows less Locate the first record choose Attach to from the Create menu and then choose Existing Item The Attach Existing Item dialog box appears Attach Existing Item To attach this ta do ta another item 13 Locate the other item 2 Drag this to do onto that item You can drag the gripper in this dialog box to create the attachment al Take car for new tires Due Ja Cancel 73 This method allows you to create an attachment in separate steps you can open the window that contains the second record after you choose the first item and the Existing Item option Select an existing record choose At
49. of the current data file appears in the title bar of each window 060 6 Date Book Bakery To Dos os Ll Call Lei r Cl Clean desk Jan 202 3 Cl Take car for new tires Jan 20 L Prepare For Sales review meeting le Cm 4 Choose Merge from the File menu 5 Select your Claris Organizer data file 6 Click Open Your Claris Organizer data has been merged into your data file Perform a HotSync operation to transfer this information to your handheld 107 Chapter 10 Importing and Exporting Data Importing data You can import data from any of the following PIM personal information manager products m Address Book Plus m Now Contact m DateBook Pro m Now Up to Date m DayMaker m QuickDex m DynoDex m louchBase Pro m Meeting Maker m vCard vCal compatible PIMs To import data from PIM product files you must export and save the entire file in tab delimited text format first You can import fields from TouchBase Pro DateBook Pro DayMaker and QuickDex files in the proper order You might have to adjust the field order of other PIM product files you import This imported data is transferred to your handheld when you perform a HotSync operation You can import data from other applications as long as you can export the data from the application as a tab delimited text file For example you can import data from an Microsoft Excel workbook file in which you keep names and addresses You can also import data
50. outside Palm Desktop software to copy them You can drag a record from a list view to the desktop or to another application such as Microsoft Word or Excel This action creates a copy of the record Choose the list view or Date Book view you want from the View menu and then position the mouse pointer on the record you want to copy Drag the record to the desktop or to another open application You can also copy an open Address Book item or memo Click the icon in the title bar of the dialog box and hold until the icon darkens Drag the icon to the desktop or to another application NOTE This operation is not the same as dragging a record from one module to another within Palm Desktop software which creates an attachment The results vary depending on the kind of record you drag and the location you drag it to If you drag To Mac desktop To an application Address Book item vCard file VCF vCard file if supported by the application otherwise the entire record as text Date Book event vCal file VCS vCal file if supported by the application otherwise the description of the event as text To Do List item text clipping text Memo text clipping text If the record is copied as text and you want a vCard or vCal file try dragging the record to the desktop first and then dragging it to the application 112 Printing This chapter explains the basics of printing For information on double sided printing see Appendix A
51. punched paper feed the paper in the printer so that the holes enter the printer first Edge with the holes Mii enters the printer The printed pages come out of the printer with the first page at the bottom of the stack and the printed side down The first page printed for example 159 Appendix A Printing Double Sided Pages January April or the A s if you re printing addresses is at the bottom of the stack While the first side is printing you see a message on the screen instructing you to remove the pages and reinsert them as appropriate Wait until all the pages have printed and then remove the printed pages The first page that printed should be on top of the stack of pages the last page should be on the bottom of the stack Turn the pages around 180 degrees Insert the pages back into the paper tray printed side up Click Print Backs 160 A adding applications 149 Address Book 43 58 application on your handheld 51 creating new addresses 44 described 3 preferences 58 address cards 44 described 46 printing 122 addresses attaching 99 categorizing 96 changing 44 copying and pasting 50 finding 87 94 152 preferences 105 printing 127 128 printing lists 121 selecting 114 showing all 88 sorting 89 transferring to your handheld 51 viewing 86 agendas See Date Book alarms onscreen 13 64 67 preferences 13 67 alphabetizing lists 89 appearance of screen AppleScript 48 AppleWo
52. recordi o a ou sasacreeasnarheniseoe on Geena ss ane on aes 104 Detachinge Or deleting TeCOFPOS ers uu eo pie rice chee hee het iR OR CS cios 104 Setting attachment preferences 00 ccc eee 105 Chapter 10 Importing and Exporting Data 107 Migrating data from Claris Organizer 0 0 0 0 cece eee eee 107 Inporne ddld esocesneoqu DRE SM RESCUE HERE EE RUM Mens 108 veardand we aides ieoueteod reed nbi ete ed ES A Er X EUR 110 PAPOL Cald oops Prod qd eure Dus aea e dI die HESS E qubd eq d E arTS 110 Exporting Address Book items as a vCard file 004 110 Exporting Date Book events as a vCal file 00 0000 00008 110 Exporting data from Palm Desktop software 000 111 Dragging records outside Palm Desktop software to copy them 112 Chapter 11 Printing ccccs cea e ieee tense we RARAR REX RR wes 113 APOL PLING e quare utem qura ue qa quaqua dra awe raw eee aay sods 113 Selene TCCONUS PC ae eed ogee streets eee E 114 lic PTT M 114 Isis pP r UHO O rm 114 vii Contents Selecting records TO PMN iios s rr are rp x he pepe pep P pei eas 115 Marking Addr SS S 45 5 riere rieri re er LENSES ROVEFI HEP ews 115 Previewing MOrmaAHON saiad bords a A dong bude neat 116 Setting up printing for your day planner esee seen 117 Printing Date Book views owed usted ce ees etes daa dents Partt
53. search text Each address every gt checked field If you have selected more than one field choose an option from the pop up menu Sh CIT Fewer Choices ui Anari e PONO d Cer cie gei If no items are found a Click to start searching message appears here Click to return to the first Find dialog box To repeat the search choose Find Again from the Locate menu NOTE Doing a search using this dialog box is similar to using the Custom Filter option in the pop up menus in the address list memo list and To Do list You can save the search criteria when you memorize a view See Chapter 7 for more information Displaying recent records The Recent submenu lists the last 20 records you created selected or viewed To display an item you recently used choose Recent from the Locate menu and then choose an item from the submenu Finding frequently used records If you frequently search for a certain item such as a customer account or memo on a project you can put its name in the Locate menu The items are listed in the order that you add them to the menu You can add up to 20 items NOTE If you frequently look up information about certain people add their addresses to the Instant Palm Desktop menu so you can access the information quickly See Chapter 13 for more information 95 Chapter 8 Finding and Categorizing Information To add an item to the Locate menu select the record and
54. section 2b Chapter2 Tutorial Moving an event Unfortunately Denise Garcia just called you to say she has an appointment conflict She asks that the meeting you ve scheduled be changed to 10 AM You need to move the event in Date Book 1 Move the pointer over the event 2 Drag the event downward so the top of the event lines up with 10 AM 9 Meeting with Denise Garcia 10 k The event now starts at 10 AM and ends at 11 AM You can also change the time in the Event dialog box if you prefer Drag the event back up to where it was so that it starts at9 AM and ends at 10 AM Now practice moving the event using the Event dialog box 1 Click the event once so it becomes selected g C qm with Denise Garcia 5 Emm 10 2 Double click the event box anywhere except directly over the event text oe we with Denise Garcia ia Em 3 When the Event dialog box opens change the beginning time from 9 AM to 10 AM You can type 10 Event Title Meeting with Denise Garcia Hi D RRCGRLOAGGIRGZG Repeat Event Date January 15 2002 Ele From 10 00 AM ta 11 00 AM 5 Mo Time l ie W set Alarm 15 Minutes Prior ka Categories Bi Suppliers ia F3 Private im p k unn arum f m Delete Add Another Cancel ox 3 4 Click the box for the ending time It automatically changes to 11 AM 5 Click OK to close the dialog box 26 Sett
55. the Memo Pad application on your handheld when you perform a HotSync operation This operation also moves new items from the Memo Pad application on your handheld into the Memo Pad on Palm Desktop software and synchronizes changes made on either the handheld or computer The following list shows the details of the memos data transfer between your computer and your handheld Palm Desktop software Transfer to Memo Pad on handheld as items Memo title The first line of the memo The first line of a memo created on your handheld becomes the Memo title on Palm Desktop software Memo date and time Do not transfer to the handheld When a memo is created on the handheld the memo date and time on Palm Desktop software are filled with the time of the transfer to the computer Categories Category The first category you assign to a memo is transferred to the handheld The second category does not transfer See Transferring categories to your handheld in Chapter 8 Private Private Memo body Memo body 73 Chapter 5 Working with Memo Pad Palm Desktop software items Attachments to memos such as addresses or To Do List items File attachments Transfer to Memo Pad on handheld as Relationship does not transfer The memo and each item attached to it transfer to the handheld The relationship between the items does not transfer Do not transfer to the handheld 74 Working with To Do List This chapter explains
56. the event near the edge of the box In the Change Repeating Item dialog box choose which event s you want to change and click OK Then in the Event dialog box choose a new interval from the Repeat Event pop up menu 65 Chapter 4 Working with Date Book Renaming events Click in the text area of the event to highlight the text and then start typing over the existing text Deleting events To delete an event select it and then do one of the following m Press the Delete key m Click the Delete button on the toolbar m Choose Delete Event from the Edit menu To delete a repeating event select it and then choose Delete Event In the Change Repeating Item dialog box select the event s you want to delete and click OK The next time you perform a HotSync operation the event is deleted from your handheld For information about archiving items you delete from your handheld see Archiving data you delete from your handheld in Chapter 12 Transferring Date Book items to your handheld Events transfer to the Date Book application on your handheld when you perform a HotSync operation This operation also moves new Date Book events from the handheld into the Date Book module in Palm Desktop software and synchronizes all other changes made on the handheld or your computer The following list shows how data transfers between your computer and your handheld Palm Desktop software items Transfer to Date Book on handheld as Ev
57. the help button in dialog boxes See online help for more detailed information about a function or task About This Book Introducing Palm Desktop Software This chapter gets you started with Palm Desktop software and introduces you to some of its features About the modules Palm Desktop software has four modules Address Book Date Book Memo Pad and To Do List You can add information to any module at any time You can also connect or attach any record to any other so you can jump right to the information you need The information from each of these modules is synchronized with the information in the basic applications on your handheld when you perform a HotSync operation Address Book The Address Book module keeps track of names addresses company information telephone numbers birthdays e mail addresses web sites and so on You can attach any record to an address card For example you can create a To Do List item to call a client and attach this item to the client s address card so that all the information you need is available for the phone call e E Mr Dennis Copley Ph D d 1 2 of 23 Hr Dennis Copley Ph D Phones scooter 2 S work 312 555 2224 Senior Research Scientist Home 912 555 8752 International Bakery Research and Development E Fax 913 555 4587 Home Address Work Address 435 Needham Dr 1120 west Park Road Wichita KS 67290 Bldg 4 USA Wichita KS 67890
58. where to look for the information click Entire File to list every place the information appears 23 Chapter2 Tutorial Synchronizing addresses with Address Book on your handheld After you add or change addresses you can make sure your handheld has the same information by performing a HotSync operation The HotSync operation exchanges new material between Palm Desktop software and your handheld and updates all changes made in either location For example the address you created for Susan Kenwood would appear on your handheld in the Address Book application after a HotSync operation This tutorial doesn t step through a HotSync operation Instead you can learn about HotSync operations using your own data by reading About HotSync operations in Chapter 12 Creating an event in Date Book Next you need to schedule an appointment you ve made with the representative from your bakery supplies wholesaler You re going to discuss new spices for your international line of breads The appointment is tomorrow from 9 AM to 10 AM 1 Click the Date Book button E3 on the toolbar If you don t see the Day view click the Day tab on the right side of the window ees 2 Click the Go To button 4 on the toolbar 3 In the Go To dialog box click the arrows t gt either backward or forward until you see January 2002 4 In the Go To dialog box choose any day in January 2002 for the appointment click it then click OK Yo
59. your handheld and the computer that you normally synchronize with Then perform a HotSync operation with your handheld and your secondary computer HotSync Manager automatically creates a user on Palm Desktop software using the unique username assigned to your handheld The HotSync operation copies all data from the handheld to the secondary computer Synchronizing multiple handhelds to one computer set up for multiple Mac users A Mac computer can be set up to host multiple users To do this the computer s owner creates an account for each person who is to use the computer Each account defines a user s environment on the computer the account regulates the user s access to the computer s locations applications and capabilities for example access to HotSync Manager and the capability to print from the computer Note that this situation differs from having many users using the same computer all of whom have undefined and unlimited access to the computer Consult the documentation of your computer for more information about multiple Mac users This information is important to you as a user of Palm Desktop software because on computers with multiple Mac users a user of Palm Desktop software must be hosted by one of the Mac users and must be given access to Palm Desktop software and HotSync Manager Then to see your data you must first log into the correct Mac user environment using a Mac username and password these are given to you by t
60. 2002 Every Day ia From z 00 PM to 3 00PM Until January 26 2002 Edw fe Mo Time ie W set Alarm 15 Minutes Prior Ea Categories J Business Ea F3 Private ABA ww S CI Th PT Delete Add Another Cancel ok 3 4 Type 1 20 02 in the Date box This is the event s start date 5 Click No Time 6 Click the Repeat Event check box to select it 7 Type 1 26 02 in the Until box so the event spans an entire week 8 Choose Business from the primary Categories pop up menu on the left 9 Click OK An untimed repeating event appears on the Date Book m Mational Bread Week Call Lei 11 4M Sales 2 Pt New products 12 PM Lunch 10 Al Staff review meeting meet ing with Kathy meet ing Take car for Call Kathy Prepare For Notice that the event can stretch over more than one day You can also have an event that only stretches across one day You can reposition the event or change its duration 10 Double click the event 11 In the Change Repeating Item dialog box make sure that All Events is selected and then click OK 12 When the Event dialog box opens change the date in the Until box to 1 23 02 Click OK Notice that the event has been shortened by two days 13 Double click the event again and change the date in the Until box back to 1 26 02 Click OK The event once again spans the entire week 31 Chapter2 Tutorial 14 Click the event and drag it to another week mm ERE mn
61. 262 Avery 5163 Avery 5164 Avery 5267 Avery 5660 Choose a label size Avery 5661 Avery 5662 Avery 5663 Avery 5664 Avery 5667 Add Mew Layout Edit Layout If you are working with a label sheet that has some labels missing you can type a number into the Start printing on label box to indicate on which label on the sheet printing should begin To determine the correct number count the labels across first then down If you are unsure how to print labels consult the user guide that came with your printer To prevent wasting labels you can check size spacing and formatting by printing on a plain piece of paper first before feeding any label sheets through the printer Printing fax cover sheets To view the address card you want to print a fax cover sheet for double click it in the Address list You can also show what addresses you want a fax cover sheet for by clicking the address once in the address list to select it Choose Print from the File menu or click the Print button on the toolbar Then click the Addresses button in the Print dialog box Print What to print al Automatic Preview CE I Fax cover sheet to send to Samuel IN Ei E ET Corning International Bakery Choose Fax E Addresses To Dos Memos Date Book Cover Sheet Print As Fax Cover Sheet m Type how many pages the final Which Address Samuel Corning fax is to have Pages to fax
62. 29 133 notes 136 organizer page sizes 155 Personal LaserWriter 157 pre punched forms 155 previewing 116 return address labels 133 134 selecting items for 114 116 priority of To Do List items 80 R recently used items 95 reminders birthdays 49 events 64 67 for To Do List items 79 transferring to your handheld 66 renaming fields 47 reordering columns 90 rescheduling 64 resizing columns 90 return addresses printing 127 129 133 revealing all items 88 salutations letter 50 scheduling appointments 59 screen appearance scripts 48 searching 87 93 114 152 settings default 12 showing all items 88 showing and hiding columns 90 size of text 13 sorting 89 To Do List items 82 89 special dates See events states 46 synchronizing files 141 T tasks See To Do List 75 telephone numbers 46 auto dialing 54 153 automatic formatting 47 preferences 56 templates 8 10 text size 13 text finding 87 94 things to do See To Do List time of events 64 time seeing current 60 timestamp button 5 To Do List 75 84 application on your handheld 82 categorizing items 80 96 changing 78 completed items 81 deleting items 82 hiding items in Date Book 61 moving items 81 preferences 84 prioritizing items 80 repeating items 76 selecting items 114 showing all items 88 sorting 82 89 transferring to your handheld 82 unscheduled items 76 viewing 78 86 90 toolbar 10 tutorial 17 two page organizers 155 164 Index U
63. 4 555 7777 Home a 408 555 5684 n i a a Select to add to Fax HNuGissss odi 0 Instant Palm Desktop m om menu M Backing up your data Your data is valuable Always back it up regularly so you ll be protected in the event of equipment failure inadvertent file deletion or other mishap To back up your Palm Desktop user data file make a copy of your data file Choose Save as Copy from the File menu then type a new name such as Copy of Arthur Kong3 Jan in the Save as Copy dialog box Applying Decors Decors are a fun way to personalize your Palm Desktop software appearance with colors and textures 1 Open your Palm Desktop file by double clicking its icon You can also choose Open Palm Desktop from the Instant Palm Desktop menu 2 Choose Preferences from the Palm Desktop menu in Mac OS X or from the Edit menu in Mac OS 9 41 Chapter2 Tutorial 3 Click the Decor button Preferences gt ue Ho wg HH E Decor General Addresses Dialing Date Book Alarms Fonts System Appearance e e e Cave Dude Diamond Plate January 1997 Emerald City Gray Stripes Kid Stuff Linen 1 Wednesday 2 Thursday Midnight Nouveau Plain Gray Red Chile Peppers Rose Garden Sun 5tone Tropical Blue Waterdrops Weathered Paper Zigzag Tread Basic Executive Efficient straightforward no nonsense Apply m l Cancel C OK 3 4 Choose any of the decors from the scrolling list 5 Cli
64. Bakery View All Addresses m 24 of 24 Addresses 5 Full Na wile Company Phone 1 dv O Kim Chen The Candlelight Restaurant Ww 4068 SEEHI900 Mr Dennis Copley Ph D International Bakery wO1ZISOE Z224 dv Samuel Corning International Bakery w Er e 791 1 dv Vern Critser International Bakery W EDI SEES Phone 2 H 508 SS 4655 H 912 aA H 512 555 1387 H 206 See 2S Shown Al s Categories Customers Employees Employees Employees Ah 2 Choose an item in the list and double click it to open the address card 3 Click the address card s close button in the upper left corner to put it away 4 Click several items in the list as you hold down the key 20 Sorting items in Address Book 5 Click an item toward the top of the screen All the previously selected items are now unselected Press and hold the Shift key Now click an item five or six lines below the first one you clicked The two items you clicked plus all items in between become selected 17 Kim Chen The Candlelight Restaurant WMO TEEH7900 H S0B SS4655 Customers 17 Mr Dennis Copley PhD International Bakery W IZ SOE 224 HICMIE ESCECSUYSZ Employees w imnEpzE 7311 H IZ IEEe1987 Employees Employees International Baker C Vern Critser International Bakery 6 To deselect all addresses scroll down to the bottom of the list where there are no items Click there All items are desel
65. Desktop menu icon in Mac OS 9 s File Edit Uiew Label Special Macintosh In Mac OS 9 you see the Instant Palm Desktop icon in the upper right corner of the screen 9 43 AM HotSync Rosie Woo b Visit Palm on the Web Find Address Create gt Events i10AMAppointment with Dan Gerhard 5 PM Janet Lin Ad Agency Trade Show To Dos order equipment Inventory revise delivery schedule Addresses In Mac OS X the Instant Palm Desktop menu appears when you click and hold the Palm Desktop icon in the dock Palm Desktop must be running for the menu to appear HotSync None Visit Palm on the Web Find Address Create p Event 10 AM Appointment with Dan Gerhard 5 PM Janet Lin Ad Agency Trade Show Day 1 Inventory Revise delivery schedule Order equipment Denise Garcia W 814 555 7777 Click and hold the Palm Desktop icon in the dock Show In Finder 39 Chapter2 Tutorial Displaying frequently used phone numbers For quick access you can display the names and telephone numbers of people you call frequently in the Instant Palm Desktop menu 1 Choose Find Address from the Instant Palm Desktop menu HotSync Rosie Woo Visit Palm on the Web Find Address Create Events 10 AM Appointment with Dan Gerhard 5 PM Janet Lin Ad Agency Trade Show revise delivery schedule Inventory order equipment Show In Finder Quit
66. Disk gt Users Mac username Documents Palm Users your username Mac OS9 You are the only user you Hard Disk gt Documents Palm Users l your are defined as the username computer Owner Mac OS9 You are one of multiple Hard Disk gt Users Mac username users and you are not the Documents Palm Users your username computer Owner Depending on the status of the handheld during the first HotSync operation of a handheld and a computer HotSync Manager behaves as follows m If you have already synchronized the handheld with another computer the handheld has a username HotSync Manager automatically creates a new data file in Palm Desktop software using the same username as the one on the handheld and then synchronizes the data m If the handheld has no username that is it has never been synchronized with any computer it has been hard reset or it has been synchronized only with a user profile HotSync Manager displays the New Users dialog box so that you can create a username for a new data file and then synchronizes the data The first time you perform a HotSync operation the Palm Desktop software data file you indicate and your handheld are linked When you synchronize data in the future the HotSync Manager always synchronizes with the same data file Make sure that you are using the correct file when you open Palm Desktop software To find out if you are using the correct file check to see if your username appears as the
67. E Your first HotSync operation must be a local operation using the cradle cable connection Connecting a USB cradle cahle to a USB port Plug the USB connector of your cradle cable into a USB port on your computer Next open the Palm folder on your computer and start HotSync Manager Click the Connection Settings tab of the HotSync Software Setup dialog box and select the On check box next to USB Click the HotSync Controls tab and enable the Transport Monitor if it is not already enabled Close the HotSync Software Setup dialog box Connecting a serial cradle cable to a USB port Connect the USB adapter to the end of the HotSync cradle cable Next connect the adapter cable to a USB port on your computer Open the Palm folder on your computer and start HotSync Manager Click the Connection Settings tab of the HotSync Controls tab and select the On check box next to PalmConnect USB If you are using a USB adapter from a third party vendor look for the name of the 143 Chapter 12 HotSync Operations adapter and select its On check box Click the HotSync Controls tab and enable the Transport Monitor if it is not already enabled Close the HotSync Software Setup dialog box Connecting a serial cradle cable to a serial port Connect the Mac serial adapter to the end of the HotSync cradle cable Next connect the adapter cable to either the printer or modem port on the back of your computer remember which port you connected to Ope
68. Event indicated 10 ar stat by atime Showing or hiding items in Month view In Month view there is not a lot of space to show the text of all the events To Do List items and all events display by default You may prefer to hide events or To Do List items so that you can easily see the other type of item You can also hide both timed events and To Do List items so that just untimed events are displayed To hide events choose Date Book from the View menu and then deselect Show Events To hide To Do List items choose Date Book from the View menu and then deselect Show To Dos These settings do not affect how your events are transferred to your handheld during a HotSync operation All items are transferred and are available on the handheld Adding information to Date Book You can create events and To Do List items in any of the Date Book views Creating a timed event A single event is one that occurs once such as an interview or a product demonstration In the Day and Week Views you can create an event by double clicking the date and time slot you want You can also choose Event from the Create menu or click the New Event button on the toolbar 61 Chapter 4 Working with Date Book Event Enter a title Title Ea Enter a date or select a m Repeat Event date from the Date January 10 2002 calendar pop up m From 1 00 PM to 2 00 PM 1 Fa No Time I ie W set Alarm 15 Minutes
69. Graphic Left of the Text 4 e p If you want a picture with the return address copy the picture to the Clipboard then click Paste e Delete Cancel f Save gt Choose where picture should be relative to the return address The new return address appears in the Return Address pop up menu x My return address Your Address New layout Add New Return Address Edit Return Address Click to edit this layout To change or delete a layout or a return address choose the layout or return address from its pop up menu then choose Edit Layout or Edit Return Address from the pop up menu Make the changes you want then click Save Click the Delete button if you want to delete a layout or return address Printing mailing labels You can print mailing labels for one address or a group of addresses To print a label for one address see Printing an address card in this chapter You can choose which addresses you want to print mailing labels for the entire set or a smaller group For more information see Selecting records in this chapter 129 Chapter 11 Printing Choose Print from the File menu or click the Print button on the toolbar Then click the Addresses button in the Print dialog box Print What to print T kal Automatic Preview Choose Maili ng re 23 labels on 1 sheet of label paper Labels liessa To Dos Memos Date Book Pr
70. In Address Book Data In Business Information First Mame 4 Bab Pa m Last Name Wilford T Mickname 4 Desktop Import fields aiia Aeman file fields Division Address 1 Label Home Company t Ace Accounting Service Inc Street 1 Line 1 4 3015 Yankee St Y Use the Scan Data Fields Addresses m Delimiters Tab amp Return m m t E EISE buttons to browse Records gt gt through the actual information in the file These fields are set automatically for some file types If you are importing another file type set Fields appropriately and set Delimiters to Tab amp Return 109 Chapter 10 Importing and Exporting Data Use the Scan Data buttons to browse through the actual data in the file and change the way the fields map if necessary Fields In Address Book Data In Business Information First Name t Bah Last Name t Nguyen Hickname 4 Prefix 4 Suffix 4 Title Baked Goods Buyer Company Bakery Middlemen Inc Address 1 Label Division 4 Home be Street 1 Line 1 4 7938 Park Ave Y Fields In Address Book Data In Business Information Drag a field so First Name that the field NUR Suren name matches I the correct field Title 4 Baked Goods Buyer information Company Bakery Middlemen Inc Division NS Home Street 1 Line 1 47 738 Park Ave vCard and vCal files Dr
71. Interview To change or delete a layout choose it from the List Layout pop up menu then choose Edit Layout from the pop up menu Make the changes you want then click Save or click the Delete button if you want to delete the layout Printing address books You can print a regular address book with pages formatted to fit in a day planner binder You can also create a mini address book which prints with cut and fold lines on letter sized paper An ultra mini address book is similar except it is even smaller By editing address book layouts you can choose which information appears in your address book names addresses telephone numbers and so on You can choose which addresses you want to print the entire set or a smaller group For more information see Selecting records in this chapter Choose Print from the File menu or click the Print button on the toolbar Then click the Addresses button in the Print dialog box Print What to print n kal Automatic Preview B r 23 addresses on 8 single sided BH E TE Choose Address f um Addresses To Dos Memos Date Book Book or Mini Address Book Print As Address Book 1 Choose which Which Addresses 23 Addresses in Ea addresses to print Choose the Layout Quick Print m layout you want Click to print From the Print As pop up menu choose either Address Book o
72. List Bakery See 8 of 23 Addresses show All sls 3 s Company IE Phone 1 IE Phone 2 s Categories Mr Dennis Copley Ph D International Bakery wO1ZISOD z224 H 913 555 8752 Employees X Samuel Corning International Bakery wen Soo 7211 H S13 555 1987 Employees X Vern Critser International Bakery Ww EOE SEE Bae H 205 555 2288 Employees X Pamela Dreyfus International Bakery YT 2 H C715 555 9987 Employees C Maney Bison International Bakery Ww 0616 Soo SeoS H CFISIS55 4477 Employees Marked address You can also mark an address from the address card Other Information Email corning intlbakery com Select to mark Categories Employees an address i i marked Private 115 Chapter 11 Printing To print the marked records choose the option for Marked Addresses in the Which Addresses pop up menu in the Print dialog box Marked addresses stay marked after the file is closed For more information on marking addresses see Chapter 3 Previewing information You can preview information before you print it This is helpful so you can see the effect different printing options have before you print The Automatic Preview section in the Print dialog box shows a sample of the first printed page This small view is based on the current settings in the Print dialog box If you don t want to see the preview sample deselect the Automatic Preview check box Arrow shows direction of paper feed thro
73. Long format month day year m Short format mm dd yy mm dd yy Or mm dd yy In the Go To Date dialog box press Left Arrow to display the previous month and Right Arrow to display the next month Press the Minus key to move the highlight to the previous day and the Plus key to move the highlight to the next day To go to the current date choose Today from the Locate menu or click the Today button on the toolbar 93 Chapter 8 Finding and Categorizing Information Finding text You can search one module at a time or all of them for information Choose Find from the Locate menu or click the Find button on the toolbar The Find dialog box appears Find Click the button for the a module you want to search Enter the word or phrase Addresses To Dos Memos Date Book Entire File you want to find E Click to display the entire W Display results in list window set of found items in the module list window More Choices Cancel msi i e Click to select more specific diim Click to start searching criteria for searching To repeat the search choose Find Again from the Locate menu Finding addresses quickly If you are searching for addresses and want to see the names of the Address Book items in the Find dialog box deselect Display Results in List Window When you do this type of search only the Name Company and Nickname fields
74. O Mr Dennis Copley Ph D International Bakery m Choose Sort from the pop up menu Click the button at the top of the column next to the name of the field by which you want your data sorted then choose Sort from the pop up menu A primary sort is performed on that field If another field had previously been the primary sort it becomes the secondary sort field 89 Chapter 7 Working with Lists selecting columns to display in a list You can choose which columns you want to display in a list view You can also change the order in which the columns display First display an address list memo list or To Do List Then choose Columns from the View menu Columns Click and drag to reorder iff Full Name Company 30 Phone 1 f 4 Phone 2 Click the check box to the left 5 Categories of a column name to deselect 6 Email and hide it 70 Birthday 8 Primary Address O Modified 3 Title x Drag a column name up or down D Phone 3 to change its order in the list view Cancel You can also open the Columns dialog box by double clicking a column heading this action also sorts records by that column Double click a column heading eos Address List Bakery View All Addresses Ea 23 of 28 Addresses Eune f any Phone 1 8 Pha Mani waters AR Iana23l Zarewieac wlan SSSA H 717 Resizing and reordering columns You can resize the width of the columns and reorder the columns in
75. Only attachments connected to events are printed Transferring attachments to your handheld Attached memos events addresses and To Do List items are transferred to the corresponding application on the handheld when you perform a HotSync operation but the relationship between the items does not transfer For example let s say you create an address for a new customer At the same time you schedule a visit to the customer in Date Book and a create a memo describing the sales information you want to bring to the customer You attach the event and memo to the address card for the customer 99 Chapter 9 Working with Attachments When you perform a HotSync operation the address memo and event transfer to the corresponding applications on the handheld Looking up the customer in the Address Book in the handheld you see the customer s information To see the memo and event you must look them up in the Memo Pad and Date Book applications respectively The relationship between the different information types is not available between the handheld applications If on your handheld you add a note to an Address Book Date Book or To Do List item the information appears as an attached memo in Palm Desktop software when you perform a HotSync operation The attached memo appears with the title Handheld Note XXX Automatic attachments When you create a new record in Palm Desktop software if there are addresses that match the rec
76. Palm Desktop Software for Mac User s Guide Copyright Copyright 1995 2001 Palm Inc All rights reserved Graffiti HotSync PalmConnect and Palm OS are registered trademarks of Palm Inc The HotSync logo Palm and the Palm logo are trademarks of Palm Inc Other product and brand names may be trademarks or registered trademarks of their respective owners Disclaimer and Limitation of Liability Palm Inc assumes no responsibility for any damage or loss resulting from the use of this guide Palm Inc assumes no responsibility for any loss or claims by third parties which may arise through the use of this software Palm Inc assumes no responsibility for any damage or loss caused by deletion of data as a result of malfunction dead battery or repairs Be sure to make backup copies of all important data on other media to protect against data loss IMPORTANT Please read the End User Software License Agreement with this product before using the accompanying software program s Using any part of the software indicates that you accept the terms of the End User Software License Agreement Software Download Available Palm Desktop software is supplied on a CD ROM disc If you do not have access to a CD ROM drive for your computer you can download the Palm Desktop software from www palm com PN 406 3913A US Contents ADoOuUt ThIS BOOK iuum Eeurm y edge doe Bob 49 AREE O Ion dde doro dos 1 Chapter 1 Introducing Palm Des
77. Phone 3 and extension Phone 4 and extension Email Phone number formats Comments Street City State Zip Country Secondary address Transfer to Address Book on handheld as Last name First name Do not transfer to the handheld Title Company Does not transfer to the handheld Work phone with extension in the same field first phone field The default label of the first phone field is Work If you change the label of the field Phone 1 will continue to be transferred to the first phone field in the handheld Home phone with extension in the same field second phone field Fax phone with extension in the same field third phone field Mobile phone with extension in the same field fourth phone field E mail fifth phone field As entered Address note comment section Address City State Zip Country Address Book note secondary address section 51 Chapter 3 Working with Address Book Palm Desktop software items Transfer to Address Book on handheld as Categories The first category you assign to an entry is transferred to the handheld The second category does not transfer See Transferring categories to your handheld in Chapter 8 Birthday Address Book note Age Address Book note Web Site Address Book note Custom fields 1to 4 Custom 1 to Custom 4 Custom fields 5to9 Do not transfer to the handheld Private Private Attachments to Relationships do not transfer to the handheld
78. Prior Categories rey C Private Click to create another event uU Delete Add Another Cancel Choose one or two categories from the pop up menus In Month view if you double click within a day below the day number you are prompted to create a To Do List item or event Click the Event button in the dialog box and then click OK Creating a repeating or continuous event A repeating event is one that occurs regularly such as a weekly staff meeting A continuous event is one that spans consecutive days such as a vacation or conference In the Event dialog box select Repeat Event Then choose the interval you want from the pop up menu and type the date of the final event in the series in the Until box or choose a date from the calendar pop up z T Repeat Event Choose an interval Every Day from the list mde vu a date or select a date from the calendar pop up v Every Day Every Weekday Every Monday Wednesday Friday Every Monday 22nd Day of Every Month 4th Monday of Every Month Last Monday of Every Month Or choose More Choices to createa P YvYeer custom interval Creating an untimed event Timed events are like appointments with scheduled start and end times Untimed events have no start or end time defined for them You can use untimed events as you would short notes about things to do An untimed event is indicated by a box at the top of a day or days in D
79. Rabe p Rabb dd allatas ditus 65 Changing a repeating event s interval 0 0 0 0 ce eee eee ee 65 Ienamuns CODES odsewetetseue teer ey seasons Res oes SU tq and 66 Delete GVellS eera r eee EP IL MbUPuNS EP IPM PES 66 Transferring Date Book items to your handheld Lis 66 Setting Date Book alarm and font preferences 0 00000 eee 67 Chapter 5 Working with Memo Pad 69 POOULVICM IOTAC P 69 Cieanne AICO oues reor dry OUT Pv IUE FE pF Wege pde 69 VIEWING THOIDUS 4400 state ae dE A 3 beaten OPTION ceed ps 70 Browsing MENOS 10 sss pt eee va ee eee Gs ae EE 71 PElCCUNSIMCMNOS ctecuosseagsan ee sttange othe naan see aes EA 2 71 Contents Changing MEMOS HC r ee 71 PUCCIO THOHIOS cuecanbree ic cbr 47 IM ROPEPIP RES RR PSP IPIE 72 DELENE NE NO ear a a E A Ge tau OEA Sone aoe ox 72 PINCH PACHHIOS vac e agar eae cone p area EN ES edu heer ene Gane 72 Transferring memos to your handheld esesee esee 73 Chapter 6 Working with To Do List lesless 75 POOUE TONDO EISE uouseuiv acon ebur ees os ou 3 e wee duaq qe dw dud E 75 Adding To Do Lit Enis ossessos s uenEIAS Hes TU bese DP ERE T PPS EU VS 75 Adding repeating To Do List items 0 eee 76 Adding unscheduled To Do List items 000000005 76 Adding To Do List items from Date Book 0008 77 Vie
80. T E I I IUO recipient s name only em Delete f Setup Cancel Click for more printing options Choose font and size for return address Address layouts You can also create an address layout by choosing Add New Layout from the Address Layout pop up menu The Address Layout dialog box appears Address Layout Type a name for the new aaaress avout prar address layout Name Format First Last ra Choose a name mE W Title Company Division MW Address v First Last Last First Last Prefix First Suffix Choose additional information to be printed on the envelope After you create a layout of either type it appears in its respective pop up menu e R Business 10 N Formal Business New Business 9 ew Informal Personal address Letter 7 envel ope v My address layout layout EZE i layout Add New Layout Add New Layout Edit Layaut Click to edit Edit Layout Click to edit this layout this layout Envelope Form Address Form 128 Printing mailing labels Return address layouts You can create a new return address format Choose Add New Return Address from the Return Address pop up menu Return Address Layout Return Address My return saaress Type name for the Return Address Text new return address 1120 West Park Road Building A Type the text of the Wichita K 67820 return address
81. With attachments you can connect any event address memo or To do List item to another so related information is always available You can attach an existing record to another by dragging the record onto the record you want to attach it to If you are attaching an Address Book card or memo you can create an attachment by selecting the icon in the title bar of the address card or memo card wait until the icon darkens and dragging it to the record you want to attach it to For example if you have created an event and you also have an address for the person you have the appointment with you can attach the event to the address by dragging the event to the address card You could also do the reverse drag the address card by the icon in the title bar to the event Once you do that the items are attached and you can quickly jump from one to the other to gather related or background information NOTE Attachments do not transfer to your handheld When you perform a HotSync operation with records that contain attachments each record is transferred to the handheld but the relationship between the records is not transferred Creating attachments Let s create an attachment so you can see how they work You have an appointment with Denise Garcia the representative from your bakery supplies wholesaler You have already created this event in Date Book When you did that you were prompted to attach Denise Garcia s address card and the new eve
82. a list To reorder columns click a column name and drag it to the left or right just beyond the point where you want it to be You see a pointer as you drag To resize a column drag the right border of its column heading e s Address List Bakery View All Addresses 1 23 of 23 Addresses Show All amp Full Marr Te Company Tis Phone 1 TES Phone 2 ij The Candlelight Restaurant Ww 408 Season H 503 555 4655 International Bakery WwW 912 SE B 2e4 H 913 555 8752 hal C Samuel Corning International Bakery wena Soo 7211 H 513 555 1987 To move a column drag the To resize a column drag column name left or right its right border 90 Memorizing views of selected data Memorizing views of selected data After you ve specified filters to view only portions of your information you can save this subset as a view You can create as many views as you like Choose Memorize View from the View pop up menu in the upper left corner of the list window Use filters to select the data to display and then choose Memorize View from the View pop up menu eoe Address List Bakery view w All Addresses 23 of 23 Addresses Memorize View Company lLs ehonet E Phone 2 Wl Delete Vie Finest Flours Inc w 208 555 8125 H 616 555 z698 pro eee Bakery Middlemen Inc Ws C4013 599 5758 H 803 555 7911 Shown A l s Categories Suppliers d Customers m Enter a name for the v
83. abel sheets through the printer Changing printing layouts for mailing labels If the Label Form or Address Layout arrangements aren t what you need you can create a new layout From the Label Form pop up menu choose Add New Layout The Mailing Label Layout dialog box appears 131 Chapter 11 Printing Type a name for the new layout Type width and height of a single label Type the number of rows and columns Mailimg Label Layout the label sheet has Mailing Label Layout My label layout I Labels Rows 10 Width 2 525 in Type distance from Columns 3 Height 1 0 in label sheet to edge Paper Margins of top label and Top 0 5 in Left O 188 in label sheet to edge e of bottom label Bottom 0 5 in Right 0 188 jn T Label Margins Font ype margins inside _ Enr E Helvetica 10 fa the label if you Top ce in Left 1 in Bi want Boom a Rie a W Bold Recipient s Name Only 0 Delete Setup 4 Cancel E save Click for more printing options Enter font size and Type distance from label sheet style information to edge of left label and label sheet to edge of right label Address layouts You can also create an address layout by choosing Add New Layout from the Address Layout pop up menu The Address Layout dialog box appears Address Layout Type a name for the nairesstayot misser
84. accessing 48 addresses 46 entering information 8 entry lists 46 envelopes printing 126 events 4 attaching 99 categorizing 96 changing 64 creating 61 deleting 66 finding 93 printing 119 repeating 62 selecting 114 transferring to your handheld 66 exporting data 110 F faxes 46 134 files attaching 103 closing 8 creating 7 opening 7 searching in 94 synchronizing 141 transferring to your handheld 103 filtering information 86 114 finding addresses 94 152 events 93 memos 72 text 87 94 fonts 13 Franklin day planners 117 frequently used items 95 G getting started 6 17 graphics in return addresses 129 H hiding To Do List items 61 toolbar 12 high priority To Do List 80 HotSync operation conflicts 150 errors 150 HotSync log 150 local 142 overview 141 setting up 147 synchronizing user data files 147 using IR port 142 using modem 142 hours of work 67 162 Index icons 10 importing data 107 Install applications 149 Instant Palm Desktop menu 46 151 154 Internet 48 IR Hot5ync 142 labels printing 129 printing return addresses 133 LaserJet III and IIID 158 LaserJet IIP and IHP 157 LaserWriter 156 LaserWriter II 158 letters 53 addressing 50 attaching 53 list views 85 lists 85 hiding columns in 90 of addresses 43 of memos 70 of To Do List items 78 sorting 89 viewing partial 86 lists to do See To Do List Local HotSync 142 logos in return addresses 129 M MacWrite Pro 53
85. agging a vCard file into Address Book or a vCal file into Date Book automatically creates one or more new records in the module depending on how many records the vCard or vCal file contains You can also import vCard or vCal files by choosing Import from the File menu and selecting and opening the files Exporting data You can export data from Palm Desktop software so you can use the data in other applications Check the documentation for the application you want to import the data into to find out what order the fields should be in and what delimiters you should use Exporting Address Book items as a vCard file vCard enables you to export the data in one or more Address Book items in a standard format A vCard file extension VCF can be easily imported into any application that supports the vCard standard Exporting Date Book events as a vCal file vCal enables you to export one or more Date Book events in a standard format A vCal file extension VCS can be easily imported into any application that supports vCal 110 Exporting data Exporting data from Palm Desktop software To export a subset of records from a module open the module s list view and filter the list to display only the records you want to export Choose Export from the File menu The Export dialog box appears Select the module you want to export reco Save As Where rds from Export Palm Desktop Choose a name and location to export to
86. aling preferences Click to dial the telephone If you change your mind about calling you can click Cancel to stop dialing and release the modem Dial Through Speaker Dialing Mr Dennis Copley Ph D International Bakery Phone Number 1 913 555 3234 Click Cancel to stop dialing 3 If you are dialing through the modem when dialing is complete pick up the telephone handset and then click the Release button to release the modem so you can talk through the handset You can specify the local area code in Dialing preferences so an area code is added when necessary This is especially useful if you travel with your computer 55 Chapter 3 Working with Address Book Dialing international numbers In the Phones section of the address card place a plus sign before international telephone numbers The international dialing prefix specified in Dialing preferences is used when dialing the telephone number setting dialing preferences You can set telephone dialing preferences by choosing Preferences from the Palm Desktop menu in Mac OS X or from the Edit menu in Mac OS 9 and then clicking the Dialing button NOTE When you open Palm Desktop software it determines the methods that are currently available for dialing a telephone and displays them in Dialing preferences If your computer uses a version of Mac OS X and it also has a modem but Modem is not listed in the Dial through pop up menu that is because the par
87. alog opens asking you whether you want to create a To Do item or event Click the Event button in the dialog box and then click OK To duplicate an event select it and then choose Duplicate Event from the Edit menu 63 Chapter 4 Work ing with Date Book Setting alarms Alarms are visual reminders of an upcoming meeting or event There are two alarm preferences you can set m Set alarms on new events m Show alarm dialog boxes By default both of these settings are off To change the default for your events choose Preferences from the Palm Desktop menu in Mac OS X or from the Edit menu in Mac OS 9 and then click Alarms NOTE You can set an alarm for an individual event even if the Set alarms on new events preference is turned off m To setan alarm for every event you create select Set alarms on new events m losetalarms to show on your computer as well as on your handheld select Show alarm dialogs m To disable alarms altogether leave both options unchecked When you create or edit an event you can set an alarm for the event Select Set Alarm in the Event dialog box and change the interval to the amount of time you want 9 set Alarm 15 Minutes Prior e Alarm set for reminder to display 15 minutes before event Since Date Book is synchronized to your computer s clock be sure it is set to the correct time NOTE You can set an alarm for an untimed event In this case the alarm triggers at the specified per
88. anuary 20 2002 Business Two special views of your To Do List items are available by default Choose This Week Uncompleted or Today Uncompleted from the View pop up menu The uncompleted items display For information about selecting items or groups of items see Chapter 7 Editing To Do List items Before you can delete duplicate or change an item you must select it Show the To Do List then click the item you want to select Double click to open the To Do List dialog box eos To Do List Bakery View All To Dos r3 27 To Dos Show All Le Task Priority Y Date ds Categories Completed Take car for new tires High Unscheduled Personal 1 Call Kathy confirm lunch Medium January 24 2002 Prepare For Staff meeting Medium January 24 2002 Business Prepare For Sales review meeting Medium January 20 2002 Business Selected items In the Date Book you can also click a To Do List item to select it and double click to open it Changes to items are updated on your handheld the next time you perform a HotSync operation Renaming To Do List items You can rename an item whenever you like Double click the item in To Do List or in one of the Date Book views and then type the new name Click OK Drag to highlight then type the new item name A Title Call Kathy confirm lunch Priority Medium el m Completed 78 Editing To Do List items The new name appears on the
89. ay Week or Month view You can have multiple untimed events per day When there are two or more untimed events they are listed in the order they were created 62 Adding information to Date Book NOTE Files that you can use to import holiday information are available in the Palm folder ooo Date Book Bakery Monday April 1 2002 e gt To Dos library books due 9 AM 1 Untimed event in Day view ooo Date Book Bakery April 2002 T 0g 1 Monday 2 Tuesday 3 Wednesday 4 Thursday 5 Friday library books due l Heidi s Bith 10 m Staff meeting Untimed event in Week view 0 09009 Date Book Bakery April 2002 gt Sunday Monday Tuesday Wednesday Thursday Friday Saturday 10 AM Staff meeting Untimed event in Month view To create an untimed event in the Event dialog box select No Time then complete the description of the event and other options Select No Time Enter a name Event E Repeat Event Title Date January 10 2002 D From 1 00PM to 2 00 PM Enter a date or select a date from the calendar pop up e No Time e W set Alarm 15 Minutes Prior e Categories hey F3 Private om Delete Add Another 7 f Cancel F q Click to create another event Choose one or two categories from the pop up menus In the Month view if you double click within a day below the day number a di
90. bar The memo card appears Usethe icon in the title barto quickly The date and attach the memo to another item time are automatically Use the paper clip pop filled in up menu to attach or Type a title detach the memo to or from an address To Do oo8 if Notes for 1 25 02 st List item event or i Title Notes for 1 25 02 staff meeting gt another memo Date January 17 2002 Timell208PM Zof2 Categories Business ka Employees a To keep a log click the Timestamp button to add the current date and We re doing very well and things look good Some points i We need to improve our order fulfillment There are still too many errors time to each additional We are responsive when errors aremade however entry you make Our pricing position is good Our new products are welll receiveld We need to keep developing new bakery goods would like to see our energy costs reduced more fuel efficient ovens Type the body of the fFmpioyee attendance remains good memo in this area Choose one or two categories from the Categories pop up menus Viewing memos To see memos in a list choose Memo List from the View menu or click the View Memos on the toolbar You can view memos one at a time by double clicking a selected memo in the memo list eos Memo List Bakery View All Hemos Y amp nf amp Memos ui Another resolution list January 1 2002 Jan d 2002 12006 APA Getmore Personal Note
91. ck Apply to see your file redecorated with that decor You can change the decor at any time Decors change onscreen appearance only They do not change the way your information looks when it prints Where to go from here Congratulations You ve finished the tutorial You ve seen just some ways Palm Desktop software can make your life a little bit easier m If you re ready to synchronize the information in Palm Desktop software and your handheld see About HotSync operations in Chapter 12 m If you have any questions the tutorial didn t answer scan the Contents of this guide It s a quick way to find the information you need Or check the Index if you know exactly what you re looking for Palm Desktop software also features an extensive onscreen Help system It s available onscreen whenever you need it just choose Palm Desktop Help from the Help menu You can also access help by clicking the question mark in a dialog box to go directly to a relevant Help topic 42 Working with Address Book This chapter explains the basics of working with contact information and address lists About Address Book The Address Book application in Palm Desktop software helps you manage information about your business associates friends family and other people you contact You can enter names addresses telephone numbers e mail addresses birthdays web sites comments and more Addresses can be organized by category sorted printed
92. cocenedoteeb e EPRIDST EPI ITAPIIS CAMS 12 Deine alarinyprererenCes saas ac sung adore eon iore a dus onkd abu ic s 13 Detluine TOME PrelenenCes RR Er 13 Setting decor PretClenCes coste bar oe OF Lee Seek eee hee 14 Adjusting memory in Mac OS9 0 ec ces 15 Contents Chapter 2 Tutorial uossscxov iid E AC SCRUUS eg w eS CR OR RC E RUE FERRO GIC e ates 17 Creating an item in Address Book 0 0 cee eee 17 ASSER CAE DE 2a negate nega e nada end e eee N Aone as s 18 Displaying tise VIEWS DD ceees nee hes sees te he goa eee 20 Sorting items in Address BOOK 4 2 4 mans nth od ows oer bon de e eere ns 21 Viewing selected items in Address Book 0 0 00 c cece eae 22 Finding an Address BOOK Hem 46566 xeoss eer ee bb UPS E ee bte Es 23 Synchronizing addresses with Address Book on your handheld 24 Creating an event in Date Book 0 0 cece een 24 Movin ILE VELIE 626545354955 se5end ona E R tae ones E cie a EUR ded ars 26 CNE TOTIS eas ro oaces cea veu qure uas durer Fane ome dup S oq ded 27 Showing the three Date Book views lseseeeeeeeeeees 29 Craine an ntimed eVell axes oer p PPOVT V EP RU ORI rbd Enn TEE qa 31 Synchronizing events with the Date Book on your handheld 32 Creanine 2 MEeUBT SEL S c PPP 32 Creare a WCIMNO PTT E T E A S N A 33 ADOUNC aaa d vex E E EEE deri Rura eque Fia feas 34 CHGODOS aa DHHEDIS wos hou ES EPI RARTSEPRPOUEFPPLE SUN CEU tees 34 Using the Attach E
93. corresponding To Do Listitem on your handheld the next time you perform a HotSync operation Changing dates of To Do List items You can change the date of a To Do List item at any time In the To Do dialog box type a new date or choose a date from the calendar pop up Type a date M Schedule To Do Or click the calendar pop Date January 23 2002 up and double click a date kal Carry Over After Due zil Remind 1 days before January 2002 You can also quickly change the day an item is to be done in Date Book s Week or Month view by dragging the item from its current date to a new one setting reminders for To Do List items You can be reminded of upcoming To Do List items To set reminders create a new To Do List item or double click an existing one In the To Do dialog box select the Remind check box Type the number of days before the item due date you want to be reminded For example if you have an item due on Friday and you want a reminder two days before that on Wednesday type 2 in the Remind box v Schedule To Do kal Carry Over After Due Remind 2 days before Enter the number of days before the due date to be reminded Select to show the item in Date Book before its due date NOTE Reminders for To Do List items do not transfer to your handheld To set an alarm for your handheld from the computer create an event instead of a To Do List item 79 Chapter 6 Wo
94. d display addresses and add their names and phone numbers to the Instant Palm Desktop menu NOTE For more information about setting up for dialing telephone numbers see Setting dialing preferences in Chapter 3 152 Working with addresses Choose Find Address from the Instant Palm Desktop menu to search for an address The Find Address dialog box appears Find Address Starts With Dan Gerhard Red Wheat Milling Denise Garcia Bakery Supplies Inc Doris Gerhard International Bakery Enter the initials or the first few letters of the name you want to find Click to show a non editable version of the address card Add to Menu l Cancel Click to add the selected item to the Instant Palm Desktop menu When you click Add to Menu you see a dialog box similar to the one below Check the phone number s to appear inthe Instant Palm Desktop menu Clickto show the name and Work 805 555 2478 Ww phone number in the Home 408 555 5684 ATT Instant Palm Desktop Fax 315 555 0011 A menu l Cancel When you click Display in the Find Address dialog box you see a non editable version of the address card Dan Gerhard Phones i Red Wheat Milling Work 505 555 2478 Click to dial the phone number Work Address Home Address 1257 Orcutt Rd San Miquel CA 96789 Other Information Has good contacts with specialty grain companies in Europe E mail dgerhard ex am
95. d to create a memo for yourself You can attach a memo to any other record including another memo You can also add the date and time to a memo so you can keep an ongoing log of information with the more recent items on top oo80 if Note on phone call with Sonia Long Click 07 Title Mote on phone call with Sonia Long es IC M Date January 23 2002 Time 2 45 PM 6 ats timestamp Categories work button gories Work BUOUS m Private to place the p dani 2002 2 45 PM Sonia called with prices for the new flavorings we may need to rethink current date some of them but for the most part think we can incorporate them and not affectt aur casts too and time on n the firstline of the memo Jan 3 2002 2 46PM Called Sonia about spices and flavors for the new bread line Sonia prefers zeedz caraway anise and poppy for example to flavorings within the dough as they may affect its rising properties She and will meet with her suppliers to come up with some more ideas on flavoring variations we can try Jan 10 2002 11 124M Called Sonia with more ideas She wasn t in so left a voice mail Chapter 1 Introducing Palm Desktop Software Example While telephoning a business contact you type a memo detailing the important points of the call Click the timestamp button and the current date and time appear on the first line of your memo To Do List The To Do List module keeps track of your tasks or
96. d to reinsert the printed pages to print the other side This appendix shows you how to print double sided pages Read the section for your particular printer If there is no section for your printer see the user s guide that came with your printer or consult your printer s manufacturer You can print your calendar and address book pages to fit several standard double sided page organizers m 8 5 inch by 11 inch Portfolio m 5 5 inch by 8 5 inch Organizer m 4 25 inch by 6 75 inch Compact m 3 75 inch by 6 75 inch Sr Pocket m 3 5 inch by 5 inch Pocket m 3inch by 5 inch Memo m 2 75 inch by 5 inch Jr Pocket m 2 75 inch by 4 25 inch MiniBook 8 m 2inch by 225 inch MiniBook 12 Marking paper for hole punches If you are not using pre punched and pre printed forms you can print hollow circles where the holes should be punched and dashed lines where you should cut the paper To mark the paper for hole punching and cutting choose Print from the File menu and then choose Edit Layout from the Layout pop up menu The Printing Layout dialog box appears For more information on editing layouts see Chapter 11 155 Appendix A Printing Double Sided Pages Printing Layout Daily Date Book Layout My daily view What to Print Size 8 5 x 11 Portfolio V Events Orientation Portrait ka v Untimed Events Output Single sided rey amp To Das W attach
97. den items by clicking the Show All button in the upper right corner of the list window If you re already viewing all the items this button is not available You can close any open windows by clicking each window s close button in the upper left corner 22 Finding an Address Book item Finding an Address Book item Later in the day you want to call Susan Kenwood and you need her telephone number 1 Click the Find button p on the toolbar 2 Click the Addresses button Br inside the Find dialog box Make sure Display Results in List Window is deselected 3 Type Kenwood in the text box Her address appears in the dialog box probably before you even finished typing her last name Find Search In E uo Em Addresses To Dos Memos Date Book Entire File F3 Display results in list window Susan Kenwood The Candlelight Restaurant Ki mo M m More Choices Cancel 4 Double click Susan Kenwood s name in the Find dialog box and you see her address card After you ve found Susan Kenwood s address card you can click the telephone icon next to her telephone number to dial her phone number automatically if you have the correct modem and telephone connections Phones T Work 304 555 9966 Home 603 555 2222 5 Close the address card You can also find other information in a similar way whether it s a To Do List item memo or an event If you don t know
98. e 25 of 25 e Phones Title fo df Company o A Division df Home Addrezz Modified Jan 16 2002 Other Information Marked Private Changing information Enter information in an address card You can change information in an existing Address Book item by locating the item in the list and double clicking it Address List Bakery View All Addresses r3 24 of 24 Addresses el s s Fu Name Company jz Phoned id 7 Kim Chen The Candlelight Restaurant Ww 4088 Senn iF X Mr Dennis Copley Ph D International Bakery Ww 91 SSeS hal Samuel Corning International Bakery w EC Se 791 1 nig Yern Critser International Baker Ww 0608 SEES Double click an item in the list to edit it elPhone2 Shown Al s Categories Customers ry Employees Employees Emolowees H O4e55 Hz H2 1987 H Cn SER You can also use the Find feature to locate the item you want For more information see Chapter 8 The address card is divided into sections for easy viewing and editing Click a section to expand it so you can work more easily If you click a specific field that field is highlighted when the section expands When you click outside of the expanded portion of the section it collapses 44 Creating and changing addresses e 8 E Mr Dennis Copley Ph D d 1 2 of 24 Hr Dennis Copley Ph D Phon
99. e Date Book from the View menu and then choose Week Five days appear by default but you can change the number of days that are displayed Click to show the previous or next day relative to the current day Option Clickto subtract oradda click to show the previous or next week day to the view eoo A w February 2002 4 Monday Date Book Bakery 5 Tuesday 8 Friday 6 Wednesday 7 Thursday AM B Staff meeting T golf with BUR Events Aeg The colored line 4 extends as the day 1 lunch with Micki progresses and 2 shows the current PM hour 5 To Dos 122M j Your To do List items are listed in this area A check mark indicates a completed To Do List item C Get tools sharpened L Replace filters uow If you have a small monitor you can set a Date Book preference to display more hours in the events area 60 Adding information to Date Book Using Month view To view a month at a time click the Month tab in Date Book or choose Date Book from the View menu and then choose Month Click to move to the previous or next month 0 09009 Date Book Bakery February 2002 F 1 10 AM Staff meetin ustomer Satisfaction Telephone Surve mg 7 8 4 10 AM Staff g meeting 5 Untimed event Er BE To Do List items g 22 indicated by a bullet 10 AM Staff i ameron meetin um 27 1 2
100. e ctr d d ed 118 Changing printing layouts for Date Book views 119 Printing ToDo Mist ems es eae wea ies Rod bres PES ep ma RE es DEIN 119 Changing printing layouts for To Do List items seus 120 Printing lists of Address Book items 0 0 cece eee eee 121 Printing an address card 4 cst ese ten dh roO deed eee dot yee dunes 122 Changing printing layouts for lists of addresses 122 Printing address DOORS i e duci eho a eed e 9 9 quc de Serene whew ee rasa 123 Finishing mini address books 0 0 cece eee eee 124 Changing printing layouts for address books 4 125 Pa CNV C10 Cc PCT 126 Changing printing layouts for envelopes 0 0 00 00 0008 128 Purnuns maling lapels Sane a co e I hera dee eae ane ee eee ond qe 129 Changing printing layouts for mailing labels 131 Printing return address labels 0 0 0 eee een 133 Prints Tax COVEPSNCClS aaedenad ub ento Rede ai qne imde bode aoa 134 Changing printing layouts for fax cover sheets 0005 135 REUNION OS sauce ada educata irse ona Ses ode d Gree ore ona d Ges 136 Changing printing layouts for memos 0 0 0 eee eee eee 137 Changing or adding day planner information esses 138 DOLBne CUSTOM Margin aedes acer iab doe tans dote dod do eredibus 139 Chapter 12 HotSync Operations eee 141 About HotSy
101. e data in the folder of the same name NOTE Be sure you select the correct username from the User pop up menu before entering data on Palm Desktop or performing a HotSync operation Creating and opening user data files When you first install Palm Desktop software it creates a new data file called User Data in the folder with the username you specified during the installation Each time you perform a HotSync operation with your handheld this same data file is used to synchronize data We recommend that you use only this data file to synchronize with your handheld Create other files only to back up data or to hold information for another user on the same computer Opening existing files Palm Desktop software automatically opens the last data file that was opened To open another file click the User pop up menu in the toolbar and select a new username Chapter 1 Introducing Palm Desktop Software The name of the current data file appears in the title bar of each Palm Desktop window The name of the current data file appears in the title bar of each window a0 8 Date Book Bakery E LJ Call Lei Cl Clean desk Jan 203 3 C Take car for new tires Jan 20 L Prepare For Sales review meeting Coie mh saving files Your changes are saved as you work You can also save a copy of a file to use as a backup From the File menu choose Save a Copy In the Save a Copy dialog box be sure to rename the file or
102. e its uncompleted after due date o Delete Add Another ail i i Click to add Choose one or two categories another item from the pop up menu 75 Chapter 6 Working with To Do List Adding repeating To Do List items Some To do List items happen on a regular basis To repeat an item on another day or another week select Repeat To Do and then choose a repeat interval from the pop up menu that appears To Do EA Title New To Do Priority Medium m Completed Select Repeat To Do V schedule To Do e Repeat ToDo Date January 17 2002 Ev B PET DS m choose an interval W carry Over After Due Tem from the list el C Remind a Type a date or Categories O O O A choose a date from the calendar pop up Private menu DI Delete i is Delete d Add Another f Cancel If the repeat interval that you need is not available in the pop up menu choose More Choices from the pop up menu then enter the appropriate information w Every Day Every Weekday Every Tuesday Thursday Every Thursday 17th Day of Every Month 3rd Thursday of Every Month Choose More Choices from hin LL the pop up menu then select the repeat interval More Choices SM T W Th F S Every Week GBB8H888 Every Days Ke Cancel 793 Adding unscheduled To Do List items To Do List items don t need to have a specific due date You can create unscheduled items
103. e order List By Name mi Size 2 75 x 4 25 MiniB Printing Layout Name Last First Orientation Landscape Click for each letter to E Break Pages hy Letter Output Double sided start on a new page Column Setup Holes Print the same I Pees endplate Also Print Ti Date columns in the same ium ra ka Page Number order as in the Rl Company 0 Nf cut Lines address list W Division W Centered on page or specify a new amp f Primary Address Font Geneva 3 amp f SecondarAddress arrangement ff Phones T Size 7 fa Bald m Delete f Setup Cancel save Click for more printing options After you create a layout it appears in the Layout pop up menu v My Mini Book New layout Ultra Mini Book Add New Layout Seite Click to edit this layout Margins Setup Paper Planner Interview 125 Chapter 11 Printing To change or delete a layout choose it from the Layout pop up menu then choose Edit Layout from the pop up menu Make the changes you want then click Save or click the Delete button if you want to delete the layout Printing envelopes You can print envelopes directly You can even add a graphic to your return address You can choose which addresses you want to print envelopes for one address the entire list or a smaller group For more information see Selecting records in this chapter Choo
104. e sided pages 1 Choose Day BF La pages of attachments Week or Month Addresses To Dos Memos Date Book view printo uts Print As Daily Date Book re Choose the range of dates you want printed From January 22 2002 Ed To January 22 2002 Choose a layout from the Layout Daily Layout Quick Print aa pop up menu Y f Preview gt Cancel it Click to print From the Print As pop up menu choose the Date Book view you want to print The Daily Date Book Text option prints a simple list of your events without any calendar graphics Monthly Date Book Weekly Date Book v Daily Date Book Daily Date Book Text Change the From and To boxes so they show the range of dates that you want printed If you want to print one day s worth of information type that date into both boxes You can also use the calendar pop up instead of typing a date Choose a printing layout from the Layout pop up menu The name varies depending on which Date Book view you re printing Avery 41307 Avery 41357 Franklin Classic Choose a print layout Franklin Classic 2 sided Choose Quick Print for a letter sized calendar Add Mew Layout Edit Layaut Margins Setup Paper Planner Interview 118 Printing To Do List items Changing printing layouts for Date Book views Printing To If the available printing layouts aren t what you
105. e une 5 2002 Categories None dl Business Bl Customers Bl Employees B Friends Family Bl Personal Bl Phone Call Bl Suppliers B Travel Bl Work Edit Categories Categories pop up menu in a memo NOTE To remove a record from a category choose None from the Categories pop up menu Working with categories Creating categories There are several preset categories such as Customers and Friends Family You can create your own categories Create or select a record and then choose Edit Categories from the Categories pop up menu NOTE To create categories when an item is not selected choose Categories from the Edit menu and then Edit Categories from the submenu Edit Categories Edit the categories Business Customers Employees Fdit Friends Family Personal Add Click to add a category Phone Call Suppliers Travel Work d Done b ee Transferring categories to your handheld Categories are transferred to your handheld when you perform a HotSync operation This operation also moves new categories from the handheld applications into the Palm Desktop category list The handheld supports 15 separate categories plus the category Unfiled for the To Do List Address Book and Memo Pad Date Book categories are not available on the handheld When transferred to Palm Desktop software the categories are combined into a single list Categories with no items assigned to them are no
106. ected There are three separate list view windows one for addresses one for memos and one for To Do List items All three work the same way You can enlarge any list view window or scroll up down left or right to see all of your data You can attach delete and duplicate multiple items quickly in a list view by selecting more than one item at a time Leave the address list open we ll use it in the next section sorting items in Address Book Right now your address list is sorted by name Some operations may be easier if it were sorted by company 1 Find the Company column in the address list Scroll left or right if you need to 2 Click the word Company at the top of the column Don t click the button next to it This re sorts the list so all items are now sorted by company Notice that the word Company is highlighted Highlighting indicates which field was used to sort the information ABC Legal Services Ace Accounting Service Inc You decide it would be more convenient if the information were sorted by company and then by name within each company 1 Choose Sort from the View menu In the Sort dialog box Company appears in the Primary pop up menu 2 Choose Full Name from the Secondary pop up menu 3 Click OK Sort Primary Company a Secondary None m CI Show All Fields E Ezo T Cancel 21 Chapter2 Tutorial In the address list notice the dotted underline beneath the Full
107. eek view Day view e ea e Date Book Bakery Tuesday January 22 2002 LII Ta Dos Cl Take car for service LJ Clean desk 10 O Call Larry 1 Cl Call Sarah 3 11 O Prepare for Sales review meeting m 12 m Moon Week view Double click to create a new item To Dos WFO call Lei Ll Take car for CI call Kathy serw ice confirm lunch L Clean desk LI Call Larry Cl Call Sarah Ll Prepare for Sales create a new item review meeting Double click to When in Month view create a new To Do List item by double clicking a day Click To Do in the dialog box that appears and then click OK What do you want to create Click to create a To Do cm j oP at t E Ed List item To Dn Event Untimed Event Cancel The item you create appears as a bulleted item on that day in Month view 77 Chapter 6 Working with To Do List Viewing To Do List items To see your To Do List items in a list choose To Do List from the View menu or click the To Dos button on the toolbar Choose This Week Uncompleted or Today Uncompleted eos To Do List Bakery View AllToDos 27 To Dos Show All Le Task Ts Priority Y Date ds Categories Completed l Take car for new tires High Unscheduled Personal 1 C Call Kathy confirm lunch Medium January Z3 2002 Mone Prepare For Staff meeting Medium January 24 2002 Business Prepare For Sales review meeting Medium J
108. ems for a number of days you choose from one to seven Events are listed on top while To Do List items are listed beneath each day You can click the and buttons to change the number of days displayed from one day to as many as seven Week view ooo Date Book Bakery January 2002 l Isl 21 Monday 22 Tuesday 25 Wednesday 24 Thursday 25h Friday Sales rewiew meet ing Aeg yuo Mew Products uv meet ing C Clean desk O Call Kathy Ciim Take car for new tires The Month view shows the current month s events and To Do List items Month view oo8 Date Book Bakery January 2002 Tuesday Wednesday Thursday Friday Saturday 4 10 AM Staff Make another resolution list 10 PM Meeting with Doris re Sales yaa Aeg j m i z1 22 Call Lei 11 AM Sales 12 PM Lunch 10 AM Staff review meeting i with Kathy meet ing Take car for Call Kathy Prepare For new tires confirm lunch Staff meeting i i p 10 4M Staff F Ffen sEih meet ing Leave one of the Date Book views onscreen for the next section 30 Creating an untimed event Creating an untimed event National Bread Week is coming up You must note this event on your Date Book as an untimed event 1 Go to the Month view for January 2002 2 Click the New Event button on the toolbar 3 For the event s name type National Bread Week Event Title National Bread Week io Ww Repeat Event i Date January 20
109. ent title Event description Event From and To times and alarm Start and End times and alarm interval interval Categories Not available on your handheld Events that repeat monthly on a Repeating events by day of the week or certain day for example the civic month club meeting on the third Tuesday of each month 66 Setting Date Book alarm and font preferences Palm Desktop software items Events that repeat on more than one day of the month for example a math tutorial on the second Tuesday and Wednesday of each month Private Attachments to events such as addresses or To Do List items File attachments Transfer to Date Book on handheld as Separate repeating events for each day indicated The example would transfer to the handheld as a series of repeating events on the second Tuesday and a separate series of events on the second Wednesday of each month The relationship between the Tuesday events and the Wednesday events Is not maintained Private Relationships do not transfer to the handheld The event and each attached item transfer to the handheld to their corresponding applications on the handheld The relationship between the items does not transfer Do not transfer to the handheld setting Date Book alarm and font preferences You can specify how you want your Date Book views and alarms to display You can also select a font type and size for events Choose Preferences from the
110. er size orientation and Orientation Landscape m E type of output Output Single sided re Holes None H Horosi Also Print kal Date Page Number F Cut Lines F Centered on page Font Geneva Select font Size 3 S m O Bald font size and ee font style D Delete Setup f Cancel emm Space between lines ram lines T Fit horizontally to one page Co e Column Setup e From List Window e Specify Select punch holes Click for more printing options Print the same columns in the same order as in the To Do List or specify a new arrangement 120 Printing lists of Address Book items After you create and name a layout it appears in the List Layout pop up menu New layout Add Mew Layout Edit Layout Click to edit this layout Margins Setup Paper Planner Interview To change or delete a layout choose it from the List Layout pop up menu then choose Edit Layout from the pop up menu Make the changes you want then click Save or click the Delete button if you want to delete the layout Printing lists of Address Book items You can print Address Book items in a simple list for quick reference or you can print address cards one per page You can choose which addresses you want to print the entire set or a smaller group For more information see Selecting records in this chapter Choose Print from the File menu or click the Print
111. erson has more than one address decide which one you want to use for your envelopes Primary is the default name for the address on the left side of the address card and Secondary is the default name for the address on the right If you have chosen other address names in Address Book preferences choose that name from the Which Address pop up Prints the person s primary address on the envelope Secondary Prints the person s secondary address on the envelope Both Business Prints two sets of envelopes one with each address Home School Work Choose a specific address name ESHEREN CORE ITH LIL Decide which address to use when the envelope prints After you have decided which Address Book items and addresses you want to print choose an envelope from the Envelope Form pop up menu w Business 10 Business 29 Letter 7 Choose an envelope form Add Mew Layout Edit Layaut Choose how you want the addresses to appear by choosing from the Address Layout pop up menu By default Formal Business uses the person s full name and includes a company name in the address Informal Personal uses only the person s first and last name and excludes a company name in the address You can change address layouts see Changing printing layouts for envelopes in this chapter x Formal Business Choose an address layout Informal Personal Add New Layout Edit Layout Choose how you want your re
112. erview If you use a paper based day planner along with your Palm handheld Palm Desktop can preset its printed layouts for your binder Choose a Which brand of day planner do you use None red day planner Which binder size do you use em v None Franklin Day Runner Day Timer Other If you have purchased special blank paper for use with your day planner you can print pages that are properly sized and formatted for that day planner paper If you ve never used day planner paper in your printer before it s a good idea to print on plain paper first to make sure all settings are correct For more information check the instructions that came with the day planner paper or your printer user guide If you decide not to choose a day planner now you can make a selection later You can also change your selection if you like See Changing or adding day planner information in this chapter 117 Chapter 11 Printing Printing Date Book views You can print the Day Week or Month view in Date Book for your day planner or for a printing layout you create NOTE When you print Date Book views any attachments connected to the items also print Attachments only print with Date Book views Choose Print from the File menu or click the Print button on the toolbar Then click the Date Book button in the Print dialog box What to print id Automatic Preview i 1 day on 2 singl
113. es scooter mM work 912 555 3234 Senior Research Scientist E Home 912 555 8752 International Bakery _Research and Development eM dS Click to Home Addrezs Work Address 435 Needham Dr 1120 West Park Road expa n d an d Wichita KS 67890 Bldg edit USA Wichita KS 67390 USA information e6o E Mr Dennis Copley Ph D 07 1 2of24 Hr Dennis Copley Ph D Fhones Scooter work 913 555 2224 Senior Research Scientist E Home 913 555 8752 International Bakery Research and Development G Fax 912 555 4587 2 Work ka Home Address o O 438 Needham Dr Street 1120 West Park Road Wichita KS 67890 Bldg A USA City Wichita F State KS Zip 67850 Country USA v Other Information Email copley intibakery com Birthday Mow amp Web Site www intlbakery com Categor ies Employees X Marked Private Modified Jan 10 2002 If you include a country ina person s address the completed address card and any printouts are automatically formatted for that country s address style You can edit these international address styles in Address Book preferences The Other Information section includes fields for Comments Email Web Site Birthday Age and Categories and a number of custom fields you set the number of custom fields in the Address preferences dialog box See Transferring addresses to your handheld later in th
114. et III IIID these are the general steps m Print one side of the page m Reverse the order of the pages m Print the other sides of the pages NOTE These steps assume the printer s face up tray is closed Follow the instructions in Chapter 11 for printing Follow these steps after printing has begun 1 If you re using pre punched paper feed the paper in the printer so that the holes enter the printer first Edge with the holes Mili enters the printer The printed pages come out of the printer with the first page at the bottom of the stack and the printed side down The first page printed for example January April or the A s if you re printing addresses is at the bottom of the stack 158 Apple LaserWriter Pro 630 and 16 600PS While the first side is printing you see a message on the screen instructing you to remove the pages and reinsert them as appropriate 2 Wait until all the pages have printed and then remove the printed pages 4 Insert the pages back into the paper tray printed side down 5 Click Print Backs Apple LaserWriter Pro 630 and 16 600PS For the Apple LaserWriter Pro 630 16 600 and some similar printers these are the general steps m Print one side of the page m Flip over the stack of pages m Reverse the pages 180 degrees m Print the other sides of the pages Follow the instructions in Chapter 11 for printing Follow these steps after printing has begun 1 If you re using pre
115. ey Ph D International Bakery wO12ISE 2224 H 913 555 8752 Employees Samuel Corning International Bakery WwW EOE SES 7211 H 513 555 1987 Employees Vern Critser International Bakery Ww EOE SoS Bee H 205 555 2389 Employees Pamela Dreyfus International Bakery YET A H 715 555 9987 Employees O Nancy Eison International Bakery w B1e6 Soo z698 H C719 555 4477 Employees Doris Gerhard International Bakery WOT SEE Sz9T H 4089 555 6241 Employees Faye Johnson International Bakery Ww 1S Soo 1 1 H 315 555 001 1 Employees To print these records choose the Addresses in List option from the Which Addresses pop up menu in the Print dialog box For more information on creating list view filters see Chapter 7 You can use the Find command in much the same way as you use a filter For example you could find only the To Do List items with a priority of medium After you do that the list view shows only those items with priorities set to medium eos To Do List Bakery View Untitled r3 26 To Dos l Show AI i Task s Priority s Date Tal Categarie Completed Call Lei Medium January 21 2002 Business Mf Prepare For Staff meeting Medium January 24 2002 Business January 22 2002 Prepare For Mew products meeting Medium January 22 2003 Business Prepare For Saks review meeting Medium January 20 2002 Business 114 Selecting records To print these records choose the To Dos in Lis
116. f caraway seeds 1 container of anise seeds 1 container of dried rosemary Type 1 15 02 for the date You can leave the time as is Choose Business from the primary left Categories pop up menu Press Return and type the supplies you need 20 sacks of flour 5 containers of salt 10 packages of yeast 5 containers of sugar 2 containers of cinnamon 1 container of poppy seeds 1 container of caraway seeds 33 Chapter 2 Tutorial 1 container of anise seeds 1 container of dried rosemary 6 Close the Memo window This saves the memo and puts it away If you want to refer to this memo or change it click the Memos button f on the toolbar and double click the memo from the list eos Memo List Bakery Vies emen 7 of 7 Memos Show All E Sr ag Title s Date s Body ategories T Notes for 1 10 02 Staffeeting January 9 2002 Were doing very well and things book god Business Ernpkesyeez Note Regarding Mew products m January 22 2002 So far the new products kok very goad Business Supplies needed January 13 2002 20 sacks of frs contarers of sat10 pac Business Another resolution list January 1 2002 Jan d 2002 1203 AM Getmoreexe Personal A HotSync operation also exchanges new memos between Palm Desktop software and your handheld and updates any changes to memos made in either location After you re through close the memo list If the To Do List is open close it as well About attachments
117. f your cable does not have a HotSync button turn on your handheld open the HotSync application and tap the HotSync icon If this is the first HotSync operation and you assigned a password to your handheld HotSync Manager prompts you to enter the password on your computer Enter the password and click OK Wait for a message on your handheld indicating that the operation is complete and then remove your handheld from the cradle cable About the data file Palm Desktop software stores your events addresses memos and To Do List items in one data file on your computer You must maintain a separate data file for each person who uses Palm Desktop software on the same computer As described in Chapter 1 you can open only one data file at a time in Palm Desktop software Your data file called User Data is created the first time you install Palm Desktop software The User Data file is located in a folder that has the same name as the username of your handheld which in turn is located in the Users folder For example if you entered Jane Garcia as your username your data file User Data is in the folder called Jane Garcia The folder called Jane Garcia is in the Users folder The location of the Users folder depends on the operating system used by the computer and the number of people who are defined as Mac users 146 Synchronizing multiple data files Mac OS User Location of data file Mac OS X Any kind of Mac user Hard
118. for Address Book ar f Synchronize the files Macintosh overwrites handheld Handheld overwrites Macintosh Do Nothing Default setting Synchronize the files M f Make Default Cancel gt EG 145 Chapter 12 HotSync Operations Performing a local cradle cable HotSync operation Keep the following points in mind when performing a local HotSync operation m The first time you perform a HotSync operation with a new handheld or after a hard reset you need to assign a username to the handheld HotSync Manager prompts you to enter a name or select an existing name Select an existing name only if it corresponds to the handheld Do not use the same username for more than one handheld m To stop a HotSync operation that is in progress click the Cancel button in the HotSync Progress dialog box on your computer or handheld If the HotSync Progress dialog box is not displayed Tap Cancel on your handheld Cancellation is not immediate give the HotSync operation time to stop m After completing the first HotSync operation with the local cradle cable connection you can set up and perform HotSync operations using other connection methods for example IR or modem To perform a local HotSync operation connect your handheld to the cradle cable Enable the Transport Monitor if itis not already enabled and select the connection method if it is not already selected Press the HotSync button on the cradle cable I
119. from a FileMaker Pro database or a ClarisWorks database In FileMaker Pro be sure to export the database to the Tab Separated Text file type In ClarisWorks be sure to save the database in ASCII text format and give it a different name so you don t overwrite the original file You can import data from a Newton using Newton Operating 5ystem 1 0 Simply use the Newton Connection Kit to export data from the Newton Names File Date Book Calendar file and Notepad and then import the resulting files into Palm Desktop software The Newton Connection Kit does not work with Newton Operating System 2 0 108 Importing data To import a file export a text file from the other product and then choose Import from the File menu in Palm Desktop software Import Palm Desktop Select a document to import Show All Documents rey a From Addresses Addresses m Bakery Inventories Go to Add to Favorites FileMaker Pro Addresses select the Personal Addresses file you want to import Cancel import __ Click to import the 4 selected file The Import dialog box appears In the Import dialog box you can scan the data in the file and remap the way the fields are imported Your screen may look different depending on the product you exported from To omit a field click the arrow next to it this deselects the arrow and leaves a dotted line Import Specify field order for import Fields
120. g m The title date and time fields and in the body of the memo m The categories assigned to the memo m Any attachments m The font type and size used in the memo body Whenever you change a memo the Modified field is updated The Modified field is preset to be hidden and is available only in the memo list If you want to display the Modified field choose Columns from the View menu In the Columns dialog box click next to Modified and then click OK You see a new column heading at the far right side of the list See Setting font preferences in Chapter 1 to change the font type and font size used in memos For information about changing attachments to memos see Chapter 9 71 Chapter 5 Working with Memo Pad Attaching memos To quickly attach a memo position the pointer on the icon in the title bar of the memo Drag the memo to any other record or another memo You can also make an attachment by dragging the memo to the New Address New To Do New Memo or New Event button on the toolbar Another way to attach memos is to use the Attach Existing Item palette For more information see Attaching one existing record to another in Chapter 9 NOTE Attached memos are transferred to the Memo Pad application on the handheld but the relationship between a memo and the item it was attached to does not transfer Deleting memos You can delete a memo card by doing the following m Clicking the Delete button on the toolbar m
121. g s adesse Pe ERES RE Pede S be RP S dd 52 Attaching a letter to an Address Book entry nnnsunsnnnnnnnnrn eee ee 53 Adding an address to a letter template llle esee 53 DeD ad dP6s S6 e souci ee ay oe POS C Rey ee ee ee ers oun RURSUS 54 Dialing telephone numbers essere 54 Dialing international numbers 0 0 cece ce eee 56 Setting dialing preferences i2405s40 s53anent dose ace Ears teed euh 56 Configuring your modem for dialing 0 0 0 0 ee eee eee 57 Setting Address Book preferences 0 cece cece ee eee 58 Chapter 4 Working with Date Book anaana nannan 59 POCUL Date DOOK T OE 59 Viewin Date BOOK 52305 eridar urtara vtae Ud PRU P EIPPEU VPE 59 EID Pay VICW perras iusucbte prone te nenbre t pese Tbe reese 60 Usine WEEK m 60 Nora MOn al ARP eos ce E 61 Showing or hiding items in Month view 0 0 00 cece eee ee 61 Adding information to Date Book 0 0 0 cece ee eee 61 Creauns Aimed SUEDE cocvexetpavros ce tebi eb bPERCPP Pee qa tee 61 Creating a repeating or continuous event lleseeeee eee 62 Creauns an unused EVENE uoo quo 6 495564 498 4 cdi Honea dear bunt 62 visibilis PPP cp ea o ees ded oe eek eke ae 64 FANO CVENS Pr C HH 64 Changing anevent s dale Sursuaes mentes Sor EIE PIPER Tutte kanta 64 Changing an event s time or duration 0 0 cece eee eee 65 Moving UNTIME CVENS sesssdteh pese
122. hange their destination to an expansion card if your handheld is equipped with an expansion card slot All other files must be installed on an expansion card To install applications and files to your handheld or expansion card 1 Add the application or files to your install list 2 From the User pop up menu on the toolbar choose the username of the handheld to which you want to install applications 3 In Palm Desktop software from the HotSync menu select Install Handheld Files If the file you want to install is not listed in the dialog box go to the folder to which you copied the file 4 Select the application s or file s you want to install on your handheld and click Add file 5 Close the Install Handheld Files dialog box To install an application to a destination other than the one shown in the Destination column click Change Destination and make the changes The Change Destination button is only available if your handheld is equipped with an expansion card slot and this is not the first HotSync operation 6 Press the HotSync button on the cradle cable to perform a HotSync operation This installs the application s and file s to the destination you selected Files that remain in the list after you perform a HotSync operation did not install on the handheld If this happens here are some likely reasons m Your handheld ran out of memory m The file type was not recognized during the HotSync operation Expansio
123. hanging memorized VIEWS essere ertan EEE EEEN sane ego ge ba dedito ems 22 Deleting memorized VIEWS eso qiias ph Ve mbar Seele ee edt da ue 22 vi Contents Chapter 8 Finding and Categorizing Information 93 Going TO d SDecLue dale cos beicbses fors duoi tend iba d tes rete edid aa 93 PIMIGINO TEX Bomncancamsd aves t nega eeauene antes Cones Sone aoe ox 94 Finding addresses Quickly is csc hs codugs ayer Pob d qm essa ensagns 94 Betis searc OP HONS eesse cte durus d Bere Eden db Sueqntdnt Parere iba beit 94 Display ine recenl record oarssua cam nen seg aaa sage age aaa a a ee ones 95 Finding frequently used records 4 0s0 es eee ede ea beet ra rera 95 Working Wi ColeCOlles oo eunerd dub sirtcare PERPE EPIS PPP beds 96 Assigning records to categories 0 ee cee ees 96 Creaciile CaleCOMeCe 6 TP 97 Transferring categories to your handheld 04 97 Changing category name or color esses 98 Delete cate OLTOS aanere E EEA piede 98 Chapter 9 Working with Attachments 99 Transferring attachments to your handheld 0 004 og Automatic attachments MP TT 100 PCA IVS GTACMIVCINIS P coe arg cre aed sateen oma gee 100 Attaching one existing record to another 0 00 00 00006 100 Attaching new records to existing records 00 00 e eee eee 102 Attaching files toa record 0 0 cece 103 Viewing attached
124. he person who is defined as the Owner of the computer You can then access Palm Desktop software and your data Log in as the correct user Before you synchronize or otherwise work with your data be sure the computer is logged in under the Mac user who hosts you If you work on the computer under the wrong Mac username and open Palm Desktop software you are likely to encounter the following problems m Your username is not in the User pop up menu because you do not have privileges in this environment Your data is also unavailable for the same reason you are in the wrong environment m If you synchronize in this environment HotSync Manager cannot find your original data file and thus proceeds as if this were the first HotSync operation with your handheld on this computer It automatically creates a new data file using the username on your handheld and loads your data into this wrong environment 148 Installing applications on your handheld or an expansion card Installing applications on your handheld or an expansion card Use HotSync Manager to install applications and files from your computer to your handheld or to an expansion card inserted in your handheld Visit the Palm web site www palm com to find links to other web sites from which you can download handheld applications to your computer NOTE By default Palm applications files with the extension PRC POA PDB or SCR are installed to your handheld but you can c
125. hoose your word processor from the Word Processor pop up menu then select a template Click Attach The word processor opens the letter template the person s name and address are inserted and the word processor s Save As dialog box opens Choose a name for the letter and click OK to save it An attachment from the letter to the person is created Click the person s name from the paper clip pop up menu and select the letter to open it in your word processor edit the address as necessary and print it See online help for additional information about working with letter templates Deleting addresses You can delete an Address Book item at any time To delete an item open the address card you want to delete or select it from the address list Then choose Delete Address from the Edit menu or click the Delete button on the toolbar The next time you perform a HotSync operation items you deleted from Palm Desktop software are also deleted from your handheld For more information about archiving items you delete from your handheld see Archiving data you delete from your handheld in Chapter 12 Dialing telephone numbers You can dial the telephone automatically if there is a modem connected to your computer You can also dial a telephone number by playing the dialing tones through your computer s speaker 54 Dialing telephone numbers NOTE When you open Palm Desktop software it determines the methods that are currentl
126. i m uu T m m Mational Bread 21 Call Lei 11 AM Sales z Pt Mew products 12 PM Lunch 10 M Staff review meeting meet ing with Kathy meet ing Take car for Call Kathy Prepare For The untimed repeating event now spans that week Close Date Book if you like Synchronizing events with the Date Book on your handheld A HotSync operation exchanges new events between Palm Desktop software and your handheld and updates all changes to events made in either location For example the event you made for 10 AM with Denise Garcia would appear on your handheld in the Date Book application after a HotSync operation This tutorial doesn t step through a HotSync operation Instead you can learn about HotSync operations using your own data by reading About HotSync operations in Chapter 12 Creating a To Do List item Your appointment with your bakery wholesaler is the day after tomorrow Before the appointment you need to make a list of the spices and bakery supplies that you need You want to remind yourself to complete this task before the appointment 1 Click the New To Do button NV on the toolbar 2 In the Title text box type Make a list of supplies To Do Ei Title Make a list of supplies Priority Medium req Completed z T Schedule To Do E H Repeat To Do Date January 15 2002 T Carry Over After Due Ww Remind 1 days before L l Categories Bi business ka E Private ae Delete
127. ick the Delete button if you want to delete the layout Do List items You can print To Do List items together with Date Book information However you can also print them separately for a convenient to do list You can choose which To Do List items you want to print the entire set or a smaller group For more information see Selecting records in this chapter 119 Chapter 11 Printing Choose Print from the File menu or click the Print button on the toolbar Then click the To Dos button in the Print dialog box Print ical Automatic Preview 8 to dos on 1 single sided page What to print aj Eg u m t Addresses To Dos Memos Date Book I i Choose to print all the items shown in the list or just those you ve selected Which To Dos 8 Ta Dos in List 3 Choose the List Layout Quick Print Ea l layo ut you want UE EE TI T Preview Click to print From the Which To Dos pop up menu choose which items you want to print Choose a layout from the List Layout pop up menu For letter sized pages choose Quick Print Changing printing layouts for To Do List items If the available printing layouts aren t what you need you can create a new layout From the List Layout pop up menu choose Add New Layout The Printing Layout dialog box appears Select spacing options E Layout Type aname for Size 8 5 x 11 Portfolio L Select pap
128. iew and select the memorize options you want Memorize View View Mame International Bakery Type view name Memorize Current Sort wv Column Arrangement C Window Positions y Cancel OK 3 Select To remember Current Sort Data sorted as it is now Column Arrangement Current column order and which columns are visible Window Positions Current window positions and window size After you name a view it appears in the View pop up menu It also appears in the View menu in the menu bar so you can see this saved view at any time There are two To Do List views in the View pop up menu already created for you This Week Uncompleted and Today Uncompleted By choosing either of these two views you can easily see what tasks you still need to accomplish 91 92 Chapter 7 Working with Lists Changing memorized views To change a memorized view temporarily choose it from the View pop up menu then create additional filters or change existing ones After you change the current view the word modified appears to the right of the View pop up menu View International Bakery a modified Address List Bakery 7 of 23 Addresses f Show All s Full Mame fs Company el Phone viiel Phone2 s Categories id O Bob Nguyen Bakery Middlemen Inc w 401 555 3258 H 803 555 7911 Customers Jeremy Lin w 50z 555 4655 H 408 555 0900 Customers de Mary Jo Licklighter Delightful Diner Y 505 555
129. ily Bl Personal BU Phone Call BH Suppliers Travel BU Work Edit Categories NOTE The tutorial includes some additional categories 1 Click the Other Information section of Susan Kenwood s address card to expand it 2 Choose Customers from the left or primary Categories pop up menu 19 Chapter2 Tutorial e X Susan Kenwood 0 11 24 of z4 gt Susan Kenwood Phones Owner c work 304 555 9966 The Candlelight Restaurant E Home 605 555 2222 Work Address Home Address 466 West Ave 627 Southwest Main Cheylan WY 22232 Wichita KS 67890 LEA LEA Bl m Comments Lores our caraway bread Email Birthday May 26 Age 25 Web Site v Custom 3 Custom 4 v Custom 5 Categories Customers ka 3 You can choose another category from the right or secondary Categories pop up menu Otherwise leave it blank 4 If you like fill in some of the other fields on Susan s address card 5 When you re done press Enter to collapse the open section 6 Click the card s close button in the upper left corner to put it away Displaying list views The address card is a good way to view and change one person s information But you ve got a lot of people in your Bakery file To scan them or jump quickly to another person s card view your addresses as a list 1 Click the Addresses button amp on the toolbar You see the addresses listed in rows and columns e s Address List
130. ing alarms The next thing we re going to do is confirm that we have set a reminder or alarm for this event setting alarms You re not sure you ll remember that the appointment with Denise Garcia has been changed so you want a reminder shortly before it is to occur You can set an alarm for this event An alarm is a dialog box that appears on your computer screen to remind you of an event When you synchronize data with your handheld the alarm is also set to go off on your handheld The default setting for alarms on Palm Desktop software is off If you wish to be reminded by these onscreen alarms you must turn on the alarm setting NOTE This setting affects all users on Palm Desktop software 1 Choose Preferences from the Palm Desktop menu on Mac OS X or from the Edit menu on Mac OS 9 2 Click the Alarms button in the Preferences dialog box Click Alarms Preferences t amp B 5 E Decor General Addresses Dialing Date Book Alarms Fonts Alarms WW ser alarm on new events Minutes a beforehand W show alarm dialogs Note This setting applies to all users on this computer D Cancel c OK 3 3 Select the check box for Show alarm dialogs NOTE You can change the alarm settings for an individual event in the Event dialog box 4 Click OK You want to set this alarm to go off at the original time of the event 9 AM to remind you that the event changed 27 Chapter2 Tutorial 1
131. ing time needed to complete the HotSync operation With HotSync technology you can do the following m Synchronize the data from applications on your handheld with the corresponding modules on your computer and vice versa m Install applications and add files from your computer to your handheld or if your handheld has an expansion card slot to an expansion card inserted in your handheld m Manage one or more handhelds with a single computer m Keep your data safe by automatically creating backup copies of all your data each time you synchronize NOTE You can also use the Merge feature to merge the data of two data files so that each data file contains all the data from the other A dialog box shows the progress of the merge If conflicts occur Palm Desktop software prompts you for assistance See online Help for detailed information about the Merge feature During a HotSync operation your computer receives a synchronize command from your handheld An application in the background called the Transport Monitor is always working after you enable it to detect a HotSync connection from your handheld When the Transport Monitor recognizes the connection it calls the Conduit Manager to oversee the HotSync operation 141 Chapter 12 HotSync Operations If an application synchronizes data between your computer and your handheld the application uses a conduit to transfer the data The Conduit Manager another background ap
132. int As Mailing Labels Poy ae Choose which E items to print Which Addresses 23 Addresses in re Choose the Which Address Primary L H address to print Choose the Label Form Avery 5160 5260 9 type of label Address Layout Formal Business rey Start printing on label Choose the address layout to o l Preview Cancel print If the sheet has some labels missing Click to print type the label to start with P From the Print As pop up menu choose Mailing labels Choose the addresses you want to print mailing labels for from the Which Addresses pop up menu All 23 Addresses Choose to print all addresses the addresses currently muto shown in list view the addresses you ve selected or 5 Selected Addresses unha those you ve marked in the address list Decide what address you want to use for your mailing labels Primary is the default name for the address on the left side of the address card and Secondary is the default name for the address on the right If you have chosen other address names in Address preferences choose that name from the Which Address pop up menu Prints the person s primary address on the label Secondary Prints the person s secondary address on the label Both Prints two sets of labels one with each address Business Home Choose a specific address School Work Choose at p
133. iod of minutes hours or days before midnight beginning of the day of the untimed event Editing events Changes you make to events are updated on your handheld the next time you perform a HotSync operation Changing an event s date You can change the date of an event by either dragging the event to another date on Week or Month view in Date Book or by double clicking the event to display the Event dialog box If the event is selected use the gripper to drag it to another date 64 Editing events 1 Monday 2 Tuesday 3 Wednesday CS Drag the event to another date Changing an event s time or duration You can change the time of an event by dragging the event to another time slot 1 Monday 2 Tuesday Janet Lin Cad agency Drag the event to another time slot You can change the duration of an event by increasing or decreasing the size of the eventbox 1 Monday 2 Tuesday 1 Monday 2 Tuesday Janet Lin fad agency Drag the border down Drag the border up to to lengthen the event shorten the event Or you can double click the event near the edge of the event box and then change the time or duration in the Event dialog box Moving untimed events To move an untimed event select the event and drag it to a new date in the Week or Month view You see an outline of the event as you drag it Changing a repeating event s interval To change the frequency of a repeating event double click
134. is chapter for information about how the fields in the Other Information section transfer to your handheld The Comments field is an excellent place to note brief information that is unique to a particular person If you have information that is likely to apply to many of your contacts for example a spouse or partner children favorite colors consider creating a custom field for that information You can store more extensive information in a memo that is attached to the Address Book item For more information see Chapter 5 and Chapter 9 When you add or change information the modification date is displayed in the lower right corner of the address card Changes you make to items in the address list are updated on your handheld after a HotSync operation 45 Chapter 3 Working with Address Book When you expand the Phones section you ll see check boxes to the right of each telephone number Select one of these check boxes and that telephone number appears in the Instant Palm Desktop menu Deselect the check box to remove the telephone number from that menu For more information see Working with addresses in Chapter 13 m First Dennis Last Copley Name section for Prefix Mr v suffix Ph D v name title and Nickname Scooter com pany Title Senior Research Scientist T Company International Bakery information Division Research and Development Phones section for a Ext Egi te
135. ktop Software 3 PHOOULIMCINOCUICS eeren epu oen ee aeese Freee ose eee ates PPPTQC S 3 POMCSS BOOK pec to nssee eigenen EE E E S E 3 Date DOOM rn 4 iSi our 625 oeoan ee or ota ed eo ose eas ee ees eg tees tes eeeee 5 HO UBOAE qM Sos ose neta s Web e es OH ee oeane sera teeoase Heeaes 6 Opening and quitting Palm Desktop software 00 00 0000 0005 6 Using Palm Desktop software with your handheld Lsuusuuun 7 Creating and opening user data files 0 0 cece eee eee 7 Opening eXIS DB les aapeoor wor orden cede caer oeiueteaeeeens dde dre 7 Savile MNES e A S a e eusaeesevare sess 8 Closing windows and files iise reri erp t du reaa aa atia eaaa qupd E 8 Chan ine yonr MUNG sspe n e ee esse NE E S 8 WSS He Ales 6c occu T E bts eat aav PPM dd 8 Creating templates from existing items 0 0 0 cee eee eee 9 Creating templates from new items 0 cece eee eee 9 Chang ine e Te pli civemiavetasags ee EEE EEEE EEEE pq eve 10 Pelting EMPICS ereere ean Ges Aya E se gag ey ate 10 siete TOOIDOP uo oce tr Se bten Sarees Pa Teh et Pee eenay uote ha ee 10 owatchunie DeBVeeD MSCS ess codra nidii aa spate bude wee ee da pdurritas d 10 Marking recordo OLIV CIC P ay40wd aos ae i anes E E 11 Hiding private records coss eats d Sane d kerta e bean ese Peer eae es 11 Dee PrClelenCes nquassau e dene eam P EQUES PED RE EQIRE d AES RA au EDU 12 Setting general preferences e
136. lder on your computer and start HotSync Manager In the HotSync Controls tab select Enabled Close the HotSync Software Setup dialog box Changing conduit actions The HotSync Manager uses conduits to transfer data between the applications or databases on your handheld and its counterpart in Palm Desktop software on your computer In general you don t need to change the default conduit settings The main reason to change the default settings from a two way to a one way transfer would be to overwrite all of an application s data on your handheld or computer 144 Changing conduit actions You specify synchronization rules by selecting Conduit Settings from the HotSync menu Select the conduit Address Book Date Book Memo Pad or To Do List and then click the Conduit Settings button eos Conduit Settings User Samuel Corning m ed Conduit Settings M Conduit Name a Last HotSync Next HotSync Action T Address Book never Synchronize amp Backup never Backup amp Date Book never Synchronize e Install never Install Files amp Memo Pad never Synchronize amp To Do List never Synchronize The Conduit Settings dialog box gives you choices for synchronizing each conduit Select the application then select one of the following HotSync actions Synchronize the files on the handheld and desktop two way Desktop overwrite the handheld one way Handheld overwrite the desktop one way Do nothing HotSync action
137. lephone and fax wok i 555 3234 L numbers Click box Home 11813 555 8752 O to show number in Fax gt O15 555 4587 O Instant Palm m I Desktop menu 2 Work re Address section Street 1120 West Park Road Bldg A for address City Wichita v state Ks E information Zip 67800 Country USA 7 E Address section AA for address Street 438 Needham Dr information a City Wichita F State KS T Other Information Zip 67890 Country USA vl section for e comments e mail web site birthday Email copley intbakery com Birthday Now 6 Age category and 29 Web Site Custom 3 information you Custom 4 Custom 5 choose Categories Employees Ea Ea Using and changing selection lists Some fields in the address card provide a pop up menu from which you can choose an entry instead of having to type one Those fields have a triangle next to them Click the triangle and choose one of the entries from the pop up menu When you type in a field that has a selection list whatever you type is added to the pop up menu You can turn this feature off See Setting Address Book preferences in this chapter PuLd Leu Providence San Diego E San Francisco San Jose Street 1 120 West Park Santa Fe Ega Tampa TEE Ee Choose an entry Zip E7230 L from the pop up menu Edit Menu To automatically add newly entered items to the Email Web Site and Custom fields selection lists choose
138. lete Setup Cancel Save Click for more printing options After you create a layout it appears in the Fax Layout pop up menu Formal Business Informal Personal wv My fax layout New layout Add Mew Layout eS Click to edit this layout To change or delete a layout choose it from the Fax Layout pop up menu then choose Edit Layout from the pop up menu Make the changes you want then click Save or click the Delete button if you want to delete the layout Printing memos You can choose which memos you want to print the entire set or a smaller group For more information see Selecting records in this chapter You can also print a single memo while you are viewing or editing it Choose Print from the File menu or click the Print button on the toolbar Then click the Memos button in the Print dialog box 136 Printing memos Print What to print n Si Automatic Preview Ej 5 memos on 5 single sided pages s E Addresses To Dos Memos Date Book l Choose which Which Memos 5 Memos in List meg layout you want memos to print Choose the Memo Layout Quick Print PA f Preview St Click to print Choose which memos you want to print from the Which Memos pop up menu Choose to print either all memos only those shown PEE Memos in List in the memo list view or just those you ve selected
139. ments Holes 3 reg on Outside Select these lt lt options to show Print Across Two Pages Also Print S Date p h E W Page Number you where to 7 cut Lines punch holes and W Centered on page cut away excess Font Geneva e Paper size 9 D tod m f Delete Setup Cancel Apple LaserWriter LaserWriter Plus Hewlett Packard DeskWriter For the LaserWriter LaserWriter Plus and DeskWriter these are the general steps m Print one side of the page m Reverse the order of the pages m Print the other side of the page Follow the instructions in Chapter 11 for printing Follow these steps after printing has begun 1 If you re using pre punched paper feed the paper in the printer so that the holes enter the printer first Edge with the holes ulli enters the printer first The printed pages come out of the printer in reverse order and printed side up The first page printed for example January April or the A s if you re printing addresses is at the bottom of the stack While the first side is printing you see a message on the screen 2 Waituntil all the pages have printed and then remove the printed pages 156 Apple Personal LaserWriter Hewlett Packard LaserJet IIP and IIIP 3 Reverse the order of the pages The first page that was printed should be on top of the stack of pages the last page should be on the bottom of the stack 4 Insert the page
140. n cards may hold applications that use files other than the Palm application files In order for your handheld to recognize such a file you must launch the application that uses these files at least once 149 Chapter 12 HotSync Operations Archiving data you delete from your handheld When you delete an item from your handheld you have the option to have the item archived on your computer during the next HotSync operation The archive only contains items you delete from the handheld items deleted from the handheld through synchronization with Palm Desktop software are not archived NOTE Records that are deleted or purged from the handheld are archived only if the option Save archive copy on PC is selected for that record on the handheld during the purge or deletion The archive file is called User Data Archive and is located in the Users folder in the folder with the name corresponding to the name of your handheld For example if you entered Jane Garcia as your username the archive file is located in the folder called Jane Garcia in the User folder Resolving HotSync conflicts After performing a HotSync operation you may receive a message that indicates errors occurred If you have errors select View Log from the HotSync menu to display a description of these errors After you correct the errors perform another HotSync operation to ensure you corrected all errors For more information see troubleshooting in the HotSy
141. n the Palm folder on your computer and start HotSync Manager Click the Connection Settings tab of the Hot5ync Software Setup dialog box Select the On check box next to Printer Port or Modem Port depending on which port you connected to Click Settings select Serial in the Settings dialog box select the speed select the modem if you are using one and click OK Click the HotSync Controls tab and enable the Transport Monitor if it is not already enabled Close the HotSync Software Setup dialog box Sharing a port with the cradle cable and another device In order to perform HotSync operations you must have the Transport Monitor enabled on your computer By default the Transport Monitor is enabled whenever you start your computer Keep this default behavior if your HotSync cradle cable is always connected to a port that you use exclusively for HotSync operations If however you use the same port for other devices such as an AppleTalk network connection or a printer cable besides the cradle cable disable the Transport Monitor and then enable it manually whenever you connect the cradle cable to perform a HotSync operation To disable Transport Monitor from the HotSync menu select Setup In the HotSync Controls tab select Disabled Under HotSync Options deselect the check box for the option Enable HotSync software at system startup Close the HotSync Software Setup dialog box To manually enable the Transport Monitor open the Palm Fo
142. nc Manager online Help 150 Using the Instant Palm Desktop Application This chapter explains the basics of using the Instant Palm Desktop application About the Instant Palm Desktop application The Instant Palm Desktop application provides you with quick access to many of the most frequently used features of Palm Desktop software and HotSync Manager You can display or hide the Instant Palm Desktop menu by choosing Preferences from the Palm Desktop menu in Mac OS X or from the Edit menu in Mac OS 9 Click General and then select the Show Instant Palm Desktop menu checkbox In Mac OS 9 you must restart your computer for this change to take effect When the Show Instant Palm Desktop checkbox is selected in Preferences you can display the Instant Palm Desktop menu In Mac OS X click and hold the Palm Desktop icon in the dock when Palm Desktop is running or hidden In Mac OS 9 click the Instant Palm Desktop menu icon in the upper right corner of the screen NOTE In Mac OS X the Instant Palm Desktop menu is only available when Palm Desktop is currently running or hidden In Mac OS 9 the Instant Palm Desktop menu is also available when Palm Desktop is not running HotSync None b Visit Palm on the Web Find Address Create E 10 AM Appointment with Dan Gerhard 5 PM Janet Lin Ad Agency Trade Show Day 1 Inventory Revise delivery schedule Order equipment Denise Garcia W 814 555 7777 In Mac OS X
143. nc operations 2480 0 peas dne tar dde ace ES igisi 141 Accessing HotSync Manager ouuosqueswwsqserc necessest ee bein tide 142 Preparing for the first HotSync operation 0 0 0 0 2 eee 143 Connecting a USB cradle cable to a USB port 0 00 0008 143 Connecting a serial cradle cable to a USB port 0004 143 Connecting a serial cradle cable to a serial port 0 144 Sharing a port with the cradle cable and another device 144 Changing conduit achons cauuecywacsscie pote qu ear den and ENEE SE pE eee eam 144 Performing a local cradle cable HotSync operation 146 About the Gata file x 4 ara Er 9C d ode b dob d tede RR ded 146 Synchronizing multiple data files 0 0 eee eee eee 147 viii Contents Synchronizing multiple handhelds to one computer set up for multiple Aur M rm 148 Log inas The EODUEe dS Bl srsirssirerid ririri seer eee eeek an heed 148 Installing applications on your handheld or an expansion card 149 Archiving data you delete from your handheld 000 150 Resolving HotSync COMMIS acce docks dives wes iore ten ade irs 150 Chapter 13 Using the Instant Palm Desktop Application 151 About the Instant Palm Desktop application 0 0 000 151 Working WII GCG PeSSOB onary oo 5954 itta geo Ge ROSES SHEE eee 152 Creating items from the Instant Palm Desktop menu
144. need you can create a new layout Make sure the Print As pop up menu shows the type of Date Book view layout you want to create Day Week or Month Then choose Add New Layout from the Layout pop up menu The Printing Layout dialog box appears Choose which items to print Printing Layout Type a name for the new layout Daily Date Book Layout My daily view Select paper size orientation and type of output What to Print Size 8 5 x 11 Portfolio ka VI Events z vents Orientation Portrait Ea kal Untimed Events vi Output Single sided rey NI Attachments Holes None j on Outside Select punch Print Across Two Pages Also Print Wf Date holes kal Page Number C Cut Lines Rl Centered on page Font Chicago e Select font font Size 12 f F Bald size and font style Delete Setup Cancel Click for more printing options If printing double sided monthly Date Book click to spread each month across two pages After you create and name a layout it appears in the Layout pop up menu Ed New layout Quick Print Add New Layout Edit Layout Click to edit this layout Margins Setup Paper Planner Interview To change or delete a layout choose it from the Layout pop up menu then choose Edit Layout from the pop up menu Make the changes you want then click Save or cl
145. nstead of to your printer select Print to Clipboard as PICT You can then paste the fax image from the Clipboard into another software application For example if you have a document created in another software application that you want to fax from your computer you can create the fax cover sheet copy the fax cover sheet to the Clipboard then paste it into the other document Changing printing layouts for fax cover sheets If the fax layout arrangement isn t what you need you can create a new one From the Fax Layout pop up menu choose Add New Layout The Fax Layout dialog box appears 135 Chapter 11 Printing Choose how you want Type a name for the new fax layout recipient s information to appear Fax Layout Fax Layout MN fax lay aut From Section mM To Section Name Samuel Corning Name Full Name a Title Administrative Assistant E Title Enter your name Company Company International Bakery and other Phone Work 803 555 7 Phone 812 555 2736 information Fax Home 513 555 MA Fax 812 555 2737 Oo Sample Samuel Corning Foni Administrative Assistant Choose font Helveti International Bakery r Titles elvetica si fa 7 Bald Work 803 555 7911 size and style Body Helvetica Ped 10 A E eoa Home 513 555 1987 information IBI i r De
146. nt Now let s attach the memo you just created the one listing the supplies you need with the Denise Garcia event 34 Creating attachments 1 Click the Date Book button on the toolbar until you see the Week view 2 Find the event that says Meeting with Denise Garcia It s in January 2002 in the morning The day it appears in your Date Book can vary Date Book Bakery January 2002 14 Monday 15 Tuesday 16 Wednesday 17 Thursday National Bread week Meeting with gt Denise Garcia 4 Shrink the size of the Memo List window and the Week view window so you can see the memo list and the event at the same time Date Book Bakery January 2002 14 Monday 15 Tuesday 16 Wednesday 17 Thursday 18 Friday National Bread Week AM c 10 gt z Meeting with U Staff meeting Denise Garcia 11 J E 12 eoe Memo List Bakery Noon ves TREES zorzMemos EA Aeg YaIM eMe Tue 777 s Dase eBoy TTE Make a list of Make a list Notes for 110 02 StaffMeeting January 9 2002 We re doing supplies Due of supplies Note Regarding Mew products m January 22 2002 So far the re Jan 15 Supplies needed January 15 2002 20 sacks of f Another resolution list January 1 2002 Jan 1 200 es Tire notes January 16 2002 The cars tire Grocery list January 24 2002 Skin mikEgc Mote on phone call with SoniaLong January 23 2002 an 15 200
147. ok To Do List and Memo Pad You can also select fonts and font sizes for memo text and the Date Book views Choose Preferences from the Palm Desktop menu in Mac OS X or from the Edit menu in Mac OS 9 and then click the Fonts button Click Fonts Preferences gt un BH XQ 3 5 E Decor General Addresses Dialing Date Book Alarms Fonts Address List Font Geneva e Size s fa Ch oose th e T font type To Do List Font Geneva i Size 9 E and font Memo List Font Geneva Size 9 Geneva size for Memo Body Font Geneva i Size 2 i ite ms fro m Daily Date Book Font Geneva e Size 9 fe the po p u p Weekly Date Book Font Geneva i Size 9 a menus Monthly Date Font Geneva e Size 2 fe Fry g eR 9 P 0 Cerme wm 13 Chapter 1 Introducing Palm Desktop Software Setting decor preferences A decor is a background that you can apply to the onscreen appearance of Date Book views and the list views in the other modules To set a decor choose Preferences from the Palm Desktop menu in Mac OS X or from the Edit menu in Mac OS 9 and then click the Decor button Choose a decor from the list Click Decor Preferences ps e Er w uo amp g Decor General Addresses Dialing Date Book 5ystem Appearance Cave Dude Diamond Plate Emerald City Gray Stripes Kid Stuff Linen Midnight Nouveau Plain Gray Red Chile Peppers d Wednesday January 1997 Alarms 2 Thursday Rose
148. ontinuous events Create untimed events Change event durations Add change and move To Do List items Set alarms Mark completed tasks Create attachments New Date Book events and changes in already existing events are transferred to Date Book on your handheld when you perform a HotSync operation Viewing Date Book Date Book contains three views Day Week and Month All three views show you events You can quickly switch between the different views by clicking one of the tabs at the right edge of the Date Book window or repeatedly clicking the Date Book button on the toolbar 59 Chapter 4 Working with Date Book Using Day view To view a single day click the Day tab in Date Book or choose Date Book from the View menu and then choose Day A check mark indicates a completed To Do Listitem Click to move to the The colored line extends as the day progresses and shows the current hour 0090 Date Book Bakery previous or next day Tuesday April 23 2002 The white zone indicates your work hours If you have a small monitor you can set a To Dos C revise delivery schedule L order equipment Lunch with Hans Date Book preference to display more hours in the event area u1uo w l XIM NE j Your tasks are listed in this area by their priority Event Using Week view To view several days at a time click the Week tab in Date Book or choos
149. op software m Mac OS X From the Palm Desktop menu choose Quit m Mac OS 9 From the File menu choose Quit Using Palm Desktop software with your handheld Using Palm Desktop software with your handheld Palm Desktop software shares information with four built in applications on your handheld Address Book Date Book Memo Pad and To Do List The information is exchanged when you perform a HotSync operation The modules in Palm Desktop software provide more features than the applications on your handheld For information about how your information is transferred to your handheld during a HotSync operation see the chapters in this guide that describe each module The first time you perform a HotSync operation with a new handheld or one that has been hard reset the following occurs m Ausername in Palm Desktop software is added to your handheld m A folder for the username is created in the Users folder inside the Palm folder For example if you entered Jane Garcia as your username a folder called Jane Garcia is created in the Users folder A file called User Data is created in the Jane Garcia folder This is the data file that stores all your information NOTE Usernames appear in the User pop up menu on the right side of the toolbar You can change users by selecting a new name in the pop up menu Each subsequent time you perform a HotSync operation HotSync Manager reads the username from the handheld and synchronizes th
150. ord s content you are prompted to attach the addresses to the new record For example if you created an event called Lunch with Heidi and your Address Book includes Heidi Shaw and Heidi Lee the Auto Attachments dialog box opens Date Book Bakery April 2002 Ts Monday 2 Tuesday 3 Wednesday Auto Attachments Select the Check addresses to attach Item or items you want to attach to the record Ci Heidi Shaw Popular Promotions Ltd S Heidi Lee Finest Flours Inc 3 If you don t want to see this dialog box you can change the way attachments are created For more information see Setting attachment preferences in this chapter Creating attachments You create an attachment when you want to associate one record with another or a record to a file on your computer Attaching one existing record to another The easiest way to create an attachment is to drag an existing record onto another record using the icon in its title bar For example you can drag an address card onto an event to attach the two to each other 100 Creating attachments There are five ways to attach an existing item to another existing item m Locate both records arrange the windows so both are visible then drag and drop one onto the other If you want to attach two records of the same type such as a Io Do List item to another To Do List item in the task area in Date Book press Option as you drag Click the icon
151. p software requires more memory NOTE f you run out of memory while performing a HotSync operation increase the allocation for the Conduit Manager application not Palm Desktop software The Conduit Manager is the application that manages HotSync operations It is located in the Palm folder To change the memory allocation 1 If Palm Desktop software is open quit the application 2 Open the Palm folder 3 Click the application icon once To change the memory allocation for Palm Desktop software click the Palm Desktop icon To change the allocation for Conduit Manager click the Conduit Manager icon NOTE If you click the application icon twice you start the application If that happens choose Quit from the File menu and try again 4 From the File menu choose Get Info 5 In the Get Info dialog box choose Memory from the Show pop up menu 6 Double click the Preferred Size box You see the size highlighted in the box 7 Type a number such as 5000 to change the memory size 8 Close the Palm Desktop Info window The next time you start Palm Desktop software the amount of memory you specified is available for the application For more information on managing memory refer to the documentation that came with your computer 15 Chapter 1 Introducing Palm Desktop Software 16 Tutorial With Palm Desktop software and your handheld you can keep track of names addresses telephone numbers e mail addres
152. ple net Click to copy all of Click to copy the fields to the Copy All OK the selected Clipboard field s to the Clipboard 153 Chapter 13 Using the Instant Palm Desktop Application To remove an address from the Instant Palm Desktop menu display the appropriate address card and deselect the box next to the phone number You can do this from either the Instant Palm Desktop address card or the address card in Palm Desktop software Dan Gerhard Red Wheat Milling Click to remove the item from the Instant Palm Desktop menu Phones wj Work 805 555 2478 Creating items from the Instant Palm Desktop menu You can create an event To Do List item address or memo from the Instant Palm Desktop menu Choose Create from the Instant Palm Desktop menu and then choose the type of item you want to create from the submenu HotSync Rosie Woo b Visit Palm on the Web Find Address Address You can create an event To To Do Do List item address or events M e 10 AM Appointment with Dan Gerhard sm memo from the Instant 5 PM Janet Lin Ad Agency timed Event Palm Desktop menu Trade Show c M revise delivery schedule Inventory order equipment Addresses Denise Garcia W 814 555 7777 Show In Finder Quit 154 Printing Double Sided Pages You can print on both sides of a page to produce compact printed output You print one side first then you are prompte
153. plication on your computer manages each conduit You work only with HotSync Manager The background applications are called automatically when they are needed You can connect your handheld with your computer to perform a HotSync operation in various ways Cradle cable HotSync operation The most commonly used method also called a local HotSync operation The cradle cable connects to a USB or serial port on your computer For the first HotSync operation you must perform a local HotSync operation IR HotSync operation If your handheld uses Palm OS software 3 3 3 5 or later its infrared IR port supports the IICOMM implementation of the IrDA standards for infrared communication This means that you can use the IR port to perform HotSync operations and you don t need your HotSync cradle cable This is especially useful if you travel with an infrared enabled laptop NOTE Atthe time of this writing the current release of Mac OS X does not enable you to perform IR HotSync operations Check the documentation for your release of Mac OS X to find out if this situation has changed Modem HotSync operation Uses two modems one connected to your handheld the other to your computer Use a modem HotSync operation to synchronize data when you want to dial directly into your computer from a remote location Accessing HotSync Manager HotSync Manager works closely with Palm Desktop software but it is a separate application You can acces
154. r Mini Address Book 123 Chapter 11 Printing Choose the addresses you want to print from the Which Addresses pop up menu Choose to print all addresses the hr d ENTE TITTEETUERTDEERS addresses cu is ntly shown in list view r e 5 Selected Addresses addresses you ve selected orthose you ve APRS ESS marked in the address list After you have decided which addresses you want to print choose a layout from the Layout pop up menu Avery 41307 Avery 41357 Choose a print layout Franklin Classic Sranblin Clascic Sceidad Choose Quick Print for letter sized pages Add New Layout Edit Layout Margins Setup Paper Planner Interview If you have chosen to print a Mini Address book you see different options in the Layout pop up menu v Mini Book L a Choose Mini Book to print a book Ultra Mini Book approximately 2 75 x 4 25 Add New Layout Choose Ultra Mini Book to print a book IER suas approximately 2 x 2 25 Margins Setup Paper Planner Interview Finishing mini address books Mini address books are set up to print on standard letter sized paper They are also set to print double sided so your addresses print on both sides of the paper This is accomplished by printing on one side of the paper first then re feeding the paper so the printer can print on the other side See Appendix A for information on printing double sided pages with your printer
155. rch Scientis International Bakery uE etse iste Research and Development E Fax 912 555 4587 L Click th e butto n a Work ka c Home Address e above the address 438 Meedham Dr treet est Park koa Wichita KS 67890 Bldg A you want to use Us A oes City Wichita v State KS v Zip 67850 Country USA T Other Information Email copleyi intibakery com Birthday Mow amp Web Site www intlbakery com Categories Employees Marked Private Modified Jan 10 2002 53 Chapter 3 Working with Address Book The first time you use this feature a message appears suggesting you personalize the letter template Click OK then click Personalize in the Attach Letter dialog box Attach Letter Select a letter template and click Attach To customize a template with your return address click Personalize Choose the word processor Word Processor 4 ClarisWorks m choose ClarisWorks for Apology Letter Template A AppleWorks Employment Appl Rec Template Employment Offer Template Choose the template you want Lit Request Cover Template Overdue Pmt Request Template Referral Request Template Sales Call Followup Template 3 Click to put your ak Cae address in the letter to use rp e The letter template opens in your word processor It contains instructions for personalizing it When you have finished personalizing the letter template return to the Attach Letter dialog box C
156. rint time Decide which address to use when the label prints 130 Printing mailing labels After you have decided which Address Book items and addresses you want to print choose a label size from the Label Form pop up menu v Avery 5160 5260 Avery 5161 5261 Avery 5162 5262 Avery 5163 Avery 5164 Avery 5267 Choose a label size Avery 5660 Avery 5661 Avery 5662 Avery 5663 Avery 5664 Avery 5667 Add New Layout Edit Layout Choose how you want the addresses to appear by choosing from the Address Layout pop up menu By default Formal Business uses the person s full name and includes a company name in the address Informal Personal uses only the person s first and last name and excludes a company name in the address You can change address layouts see Changing printing layouts for mailing labels in this chapter Formal Business p Choose an address layout Informal Personal Add New Layout Edit Layout If you are working with a label sheet that has some labels missing you can type a number into the Start printing on label box to indicate on which label on the sheet printing should begin To determine the correct number count the labels across first then down If you are unsure how to print labels consult the user guide that came with your printer To prevent wasting labels you can check size spacing and formatting by printing on a plain piece of paper first before feeding any l
157. rities list fonts and list font sizes by choosing Preferences from the Palm Desktop menu in Mac OS X or from the Edit menu in Mac OS 9 Click General Preferences k amp jj E Decor General Addresses Dialing Date Book Alarms Fonts W show Instant Palm Desktop menu F Give warnings on deletion C Print in calor Sound effects volume Medium req Toolbar Docked Date format Long January 23 2002 Auto attachments e Do not auto attach addresses Attach all matching addresses Confirm all matching addresses o Confirm only multiple matching addresses Choose the New to do priority Ere 3 derat Private records Show req priority setting for new items m Cancel Click Fonts to set font and font size information for list views Click Fonts Preferences E E BF B i A Decor General Addresses Dialing Date Book Alarms Fonts Address List Font Geneva ka Size gt fA To Do List Font Geneva m Size 3 fA Sel f Memo List Font Geneva Ea Size s fA Ee PN Memo Body Font Geneva m Size re fA list view Daily Date Book Font Geneva i Size re fA Weekly Date Book Font Geneva m Size re fa Monthly Date Font Geneva red Size re fA f Cancel ok gt 3 84 Working with Lists This chapter explains the basics of working with list views for addresses memos and To Do List i
158. rking with To Do List setting priorities for To Do List items To prioritize To Do List items in the To Do dialog box choose a priority from the Priority pop up menu Highest mu D v Medium Choose a priority Low Lowest The color of the box next to a item indicates the item s priority Palm Desktop Palm Desktop Handheld priority color priority Highest Red 1 High Orange 2 Medium Gray 3 Low Green 4 Lowest Blue 5 When you sort items uncompleted items appear first followed by the completed items Within those two groups the items sort by priority from highest to lowest After a HotSync operation the item appears in the To Do List application on your handheld with the priorities numbered Changing the interval of repeating To Do List items You can change how often an item repeats in Date Book In the To Do dialog box choose a new interval from the Repeat Task pop up menu You may select the end date and change or delete it entirely If you delete the end date the item repeats indefinitely Adding or changing categories for To Do List items To change a To Do List item s category click the left Category pop up menu in the To Do dialog box then choose a different category If you would like to add a second category selection or change an existing one click the right Category pop up menu and choose a category The second category is not transferred to your handheld during a HotSync operation If the item ha
159. rks 53 104 applications attaching files from 103 exporting data to 110 importing data from 107 archiving handheld data 150 attachments 99 attaching records 100 automatic 100 Index deleting 104 files 103 letters 53 memos 72 transferring to your handheld 99 viewing 104 auto completion in typing entries 47 auto dialing 54 153 automatic attachments 100 backgrounds See decors birthdays 46 49 button bar 10 C capitalization automatic 47 categories 96 98 characters text 13 cities 46 Claris Organizer 107 ClarisWorks 53 104 colors of categories 98 columns in list views 90 completed To Do List items 81 86 conduit definition 144 settings 144 continuous events 62 custom fields 45 47 custom filters 87 D data backing up 41 exporting 110 importing 108 161 Index databases ClarisWorks 108 FileMaker Pro 108 Date Book adding To Do List items to 77 application on your handheld 66 described 4 navigating in 59 61 93 preferences 67 printing 118 119 dates changing 64 formatting 12 moving to specific 93 selecting 114 day planners 117 138 Day Runner day planners 117 Day view 4 60 days changing in Week view 60 67 Day Timer day planners 117 decors 14 default options 12 deleting attachments 104 categories 98 events 66 from handheld 150 memos 72 To Do List items 82 DeskWriter 156 dialing 54 from Instant Palm Desktop menu 153 preferences 56 double sided printing 155 160 E e mail
160. rnational Bakery wen Soo 7211 H 513 555 1987 NOTE A list view is not available for Date Book information events 85 Chapter 7 Working with Lists Viewing a list To display one of the list views choose Address List Memo List or To Do List from the View menu or click the Addresses Memos or To Dos buttons on the toolbar a z Ti Addresses Memos To Dos Viewing selected records You can change a list to display only the records you want By creating a filter you can show certain records in a list while hiding others You can type your own special criteria for the filter or use preset choices After you ve done that you can view and print only the special list of records you ve created You create a filtered list by clicking the button next to a column heading and then choosing a filter from the pop up menu For example you can show only your high priority To Do List items m To Do L View All To Dos ka g e e Task Bp F Click to display a pop up menu E Make another resolution list Lowest Take car for new tires High Prepare For Sales review meeting Mediurn Sort Clean desk Medium Call Lei Medium No Filter O Call Kathy confirm lunch Medium Custom Filter Highest Choose the filter you want BE Medium Low Lowest 06 09 View Untitled ka lella 8 Task dori C The list displays only PrepareForNewproductemeetg High Jan the items you specify Take car for new tires High
161. s as well as events memos and To Do List items relating to them You can assign up to two categories to each item a primary category and a secondary category The primary category is the pop up menu on the left the secondary category is the one on the right You can use primary and secondary categories however you choose NOTE Only the primary category for a record is transferred to your handheld when you perform a HotSync operation 18 Assigning a category e i Susan Kenwood 711 24 of z4 Susan Kenwood Phones Owner c work 304 555 9966 The Candlelight Restaurant E Home 605 555 3322 Work Address Home Address 466 West Ave 647 Southwest Main Cheylan WY 22232 Wichita KS 67290 LEA US 4 B E Comments Lores our caraway bread Email Birthday May 26 Age 25 Web Site v Custom 3 v Custom 4 v Custom 5 v Categories Customers Primary category Secondary category You can easily assign color code information For example you can have items with the category Office appear in blue and items with the category Friends Family appear in green The color of an item is based on its primary category If you have a color printer and have selected the correct print options color coded items will print in color too Eight categories are already created and you can add remove or change them at any time Nome Bl Business Bl Customers Bl Employees Nl Friends Fam
162. s company or a combination of these You can choose between copying the primary address stored in the address section on the left side of the address card or the secondary address stored in the address section on the right side of the card Can t Undo 3b 7 Cut 36x Copy C Select All 36A Copy Special P Name Company amp Address Primary Name Company amp Address Secondary a aeu LIL Duplicate Address 3D Name amp Address Primary Delete Address 36 x Name amp Address Secondary Mark All Full Name Unmark All B Categories gt If you want to copy the information in one field only click that field to select it make sure the text in the field is highlighted then choose Copy from the Edit menu 50 Transferring addresses to your handheld Transferring addresses to your handheld New Address Book items and changes to existing items are transferred to the Address Book application on your handheld when you perform a HotSync operation This operation also moves new items from the Address Book into the Palm Desktop software address list and synchronizes all changes made on either the handheld or the computer The following list shows the details of the data transfer for addresses between your computer and your handheld Palm Desktop software items Last name First name Prefix Suffix Nickname Title Company Division Phone 1 and extension Phone 2 and extension
163. s HotSync Manager in the following ways In Palm Desktop software from the HotSync menu choose the command you want In the Palm folder double click the HotSync Manager icon This opens the HotSync Software Setup dialog box From the menu in Instant Palm Desktop application choose HotSync 142 Preparing for the first HotSync operation Preparing for the first HotSync operation Before you can perform your first HotSync operation you must connect the HotSync cradle cable to your computer How you make this connection depends on the following m The kind of HotSync cradle cable you have Your cradle cable has either a USB connector or if the cradle cable is an older model a connector that requires an adapter to make it work with either a USB port or a serial port If you re not sure what kind of cradle cable you have consult the documentation that came with your handheld m The kind of port on your computer that you want to connect to a USB port ora serial port There are three kinds of connections you can make A USBcradle cable to your computer s USB port B Serial cradle cable to your computer s USB port C Serial cradle cable to your computer s serial port If you need to make connection B or C and lack the necessary hardware visit the store at the Palm web site to learn about peripherals that enable you to make the connection From the Help menu in Palm Desktop software choose Visit Palm on the Web NOT
164. s a category selected and you want to remove the category click the Category pop up menu and choose None 80 Marking completed To Do List items v None Bl Gusiness Bl Customers Bl Employees NH Friends Family dl Personal dl Phone Call BU suppliers EU Travel Bl Work Edit Categories Choose a new category Categories are a useful way of organizing your To Do List items providing more flexibility when you view or print your To Do List For example you could choose to view or print only items that relate to customers You can add categories to fit your needs and even assign colors to categories Moving To Do List items in Date Book To help you see at a glance what you need to do you can rearrange the listings of your items in the Day or Week views within Date Book Click the item you want to move and drag it to its new position in the list You can also move a To Do List item from one date to another in Week or Month view by dragging the item from its current date to a new one Marking completed To Do List items After you finish an item you can mark it as being completed This is useful when sorting To Do List items you can separate items which have been completed from those which haven t To mark an item as completed select the Completed check box in the To Do dialog box You can also select the box next to an item in To Do List or in the Day or Week views in Date Book To Do dialog box To Do Lis
165. s back into the paper tray printed side up Make sure to feed the same edge in the printer as you did in step 2 5 Click Print Backs Apple Personal LaserWriter Hewlett Packard LaserJet IIP and IIIP For the Personal LaserWriter SC NT LS and the LaserJet IIP IIIP these are the general steps m Printone side of the page m Reverse the order of the pages m Print the other sides of the pages NOTE Ifthe printer has a face up tray these steps assume the tray is closed Follow the instructions in Chapter 11 for printing Follow these steps after printing has begun 1 If you re using pre punched paper feed the paper in the printer so that the holes enter the printer first Edge with the holes a enters the printer The printed pages come out of the printer with the first page at the bottom of the stack and the printed side down The first page printed for example January April or the A s if you re printing addresses is at the bottom of the stack While the first side is printing you see a message on the screen instructing you to remove the pages and reinsert them as appropriate 157 Appendix A Printing Double Sided Pages 2 Wait until all the pages have printed and then remove the printed pages 4 Insert the pages back into the paper tray printed side down 5 Click Print Backs Apple LaserWriter l series Hewlett Packard LaserJet Ill and IID For the LaserWriter II SC NT NTX F G and the LaserJ
166. s for 1 10 97 Staf Mee January 8 2002 we re doing very well and things bok Business Eroployees Staff January 16 2002 None Tire notes January 16 2002 The car s tires are worm out aidreed t Personal i7 Note Regarding Mew products January 22 2002 So far the new product kok very go Business Grocery list January 24 2002 Skin mikEggstlatrreaEiroecolPastal Personal The paper clip pop up menu indicates this memo is attached to another item For more information about working with memos in list view for example sorting them see Chapter 7 70 Browsing memos Browsing memos To browse through a series of memo cards click the h buttons in the memo card or press 8 Left Arrow to go to the previous memo and Right Arrow to go to the next memo The arrows are dimmed when you reach the first card or last card Click to move to the of amp next memo card To browse the memo list press Up Arrow or Down Arrow or use the scroll bars If you have many memos you may find it useful to browse your memo list by first sorting or filtering the memos Selecting memos To change delete or duplicate a memo first select it in the memo list To select Do this All memos Choose Select All from the Edit menu One memo Click the memo Many memos Press 3 and click the memos Consecutive memos Click the first memo and then Shift click the last memo Changing memos After you create a memo you can change the followin
167. se Print from the File menu or click the Print button on the toolbar Then click the Addresses button in the Print dialog box Print What to print p w Automatic Preview 1 Choose Be A REA 23 envelopes um E fe Eu Envelopes Se d Addresses To Das Memos Date Lm Print As Envelopes ji E Choose Address Book items to print Which Addresses PET URL Which Address Primary A gt m o Choose which address to print Envelope Form Business 10 Address Layout Formal Business m Return Address Your Address e l aama e if m l Preview Cancel Choose the type of envelope address layout and return address to print Click to print From the Print As pop up menu choose Envelopes Choose the addresses you want to print envelopes for from the Which Addresses pop up menu Choose to print all addresses the v Address in Fist addresses currently shown in list view 5 Selected Addresses the addresses you ve selected or those 6 Marked Addresses you ve marked in the Address list To print an envelope for one address display the address card or select the address in the address list Choose the selected address in the Which Addresses pop up menu All 23 Addresses 23 Addresses in List Selected address Samuel Corning International Bakery 8 Marked Addresses 126 Printing envelopes If the p
168. ses events memos and to do lists If you like to roll up your sleeves and learn by doing this tutorial is for you After you finish it you will have a solid understanding of how Palm Desktop software works In this tutorial you are the owner and manager of International Bakery Ltd You sell baked goods to delicatessens caf s and homes Your business is growing nicely and you need to keep track of information about your customers suppliers personal life and family so nothing gets overlooked You carry your handheld on calls to customers and to suppliers After you have installed Palm Desktop software you need to open the tutorial file 1 Find the file called Bakery in the Tutorial folder which is in the Palm folder 2 Double click the file s icon l The file opens Next you need to go to the place in the file where the calendar information is 1 Click the Go To button amp 3 on the toolbar at the top of the screen 2 lype 1 1 02 in the box 3 Click OK Now let s put the software to work Creating an item in Address Book The moment you finish installing the software the telephone rings and it s Susan Kenwood a new customer The first thing to do is create an address card for her 1 Click the New Address button 99 on the toolbar A new address card appears where you can type the customer s information 2 Notice the Name section of the card is expanded to make typing easier Also the First field is selected
169. sk with Kathy meet ing Jan 20 Prepare For a kon s Birthday Take car for Staff meeting Due Jan 30 1 10 M Staff riety Pamela s Pamela s Birthday Due Birthday About the modules Memo Pad You can attach any record to a Date Book event For example you can attach a client s address card to an event so that you can quickly jump to this information if you need it You can set events to appear once or repeat over an interval you set You can create events to show special days such as anniversaries birthdays and vacations An event can span one day or several Example You created an event for an upcoming meeting You can specify how far in advance of the meeting you want an onscreen alarm reminder to display Palm Desktop software does not need to be running for this alarm reminder to display For regularly scheduled meetings you can create a repeating event so you need only type the item once The rest of the events are created based on the repeat interval you specify Event Title Meeting with Denise Garcia IG amp Repeat Event Date March 11 2002 Every Monday re From 10 00AM to 1100AM Until April 22 2002 Ed I I Fi L No Time 1 oa ie W set Alarm 15 Minutes Prior rey Categories J Suppliers re ka Private I0 a a Y Delete f Add Another Cancel Create memos during telephone calls meetings or whenever you nee
170. t eo 7 E M mi lunch View All To Dos T aag Task m Take car for new tires Ca all Kathy confirm lunch L Prepare For Staff meeting wf Prepare For Sales review meeting E F3 Repeat To Do Mark item as completed Ft Date Book Bakery ry 22 2002 Take car for serw ice mw lean desk Take car for service immi lean desk Meri oampleted Cs ca Larry Completed Jan 17 Jan 173 LI Call Sarah o LJ Prepare for Sales review meeting ball Sarah Day view Week view 81 Chapter 6 Working with To Do List After you mark items as completed you can sort the completed and uncompleted tasks in Day or Week view in Date Book by clicking the To Do label The uncompleted items appear at the top of the list and the completed items move to the bottom Within those two groups the items are sorted by priority from highest to lowest J 00O call Lei I eee C call Kathy Week view zerwice confirm lunch L Clean desk O call Larry C Call Sarah CI Prepare for Sales review meeting Click to sort completed 4 and uncompleted items l Day view 0 009 Date Book Bakery Tuesday January 22 2002 AP Cl Take car for service Ll Clean desk 10 M Call Larry Completed Jan 17 vf Call Sarah Completed Jan 17 5 LJ Prepare for Sales review meeting The next time you perform a HotSync operation the items are upda
171. t transferred to your handheld Categories for events are not available on your handheld To best use categories between your handheld and your computer use the first category in Palm Desktop software to identify how you want the items grouped when they are transferred to the handheld Then use the second category to indicate the more refined groups you may want to use for searching and printing features in Palm Desktop software If you move an item on your handheld to a different category and then perform a HotSync operation the item is moved to the new category in Palm Desktop software 97 Chapter 8 Finding and Categorizing Information The following list shows the details of the data transfer for categories between your computer and your handheld Palm Desktop software Transfer to handheld as categories First category Category Each application on the handheld can store up to 15 categories If more categories with records assigned to them are found in Palm Desktop software the records in the 16th and later categories are placed in the Unfiled category on the handheld Second category Does not transfer to the handheld Category colors Do not transfer to the handheld Changing category name or color You can change the name of a category including the preset categories or the color you ve assigned to it Choose Categories from the Edit menu and then Edit Categories from the submenu In the Edit Categories dialog box
172. t option from the Which To Dos pop up menu in the Print dialog box For more information on using the Find feature see Chapter 8 Selecting records to print You can select records by viewing a list pressing and holding the key and clicking the records you want to print so they are highlighted in color The records don t have to be next to each other when you select them This is a good temporary way to select individual records These selections are not saved when the file is closed eos To Do List Bakery View All To Dos 28 To Dos Show All Task s Priority s Date Categories Completed Call Lei Medium January 21 2002 Business Ah ji LC Take car for new tires High January 20 2002 Personal 1 Clean desk Medium January 20 2002 Personal O Call Kathy confirm lunch Medium January 24 2002 Mone m Far Saks review reti Medium January 20 2002 Business Prepare for bakery training Medium January 22 2002 Mone rt DFi FD Ala mnn 2 12 2 1LI1 Bae die eee ee Ue um m i2 Selected items To print the selected records choose the corresponding option in the selection pop up menu in the Print dialog box For more information on selecting items see Chapter 7 Marking addresses If you are working with addresses you can select records more permanently by marking them To mark records view the address list then click the boxes next to the records you want to print eoe Address
173. tach from the Create menu and then choose Instant Attach If there is an address record that matches the record it is offered as an attachment 101 Chapter 9 Working with Attachments m Locate the first record click and hold the paper clip pop up menu a select the Attach To operation and then the Existing Item submenu Indicates the number of attachments this record has i amp Mr Dennis Copley Ph D Click and hold down the Li Mr Dennis Copley l paper clip pop up menu x 2 of 23 9 Hr Dennis Copley Ph D Phones Scooter c work 9123 555 3234 Senior Research Scientist International Bakery Research and Development amp Home 3123 555 8752 f Fax 913 555 4587 Home Address Work Address 435 Needham Dr 1120 West Fark Road Wichita KS 67290 Bldg USA Wichita KS 67890 USA eo E Mr Dennis Copley Ph D to display attachment a gt rou options Attach To P Existing Item Detach M New Address ezearch an eve nsnprniern New To Do Home Address New Memo 435 Needham Dr Wichita KS 67290 New I rinm US A New Untimed Event File Other Information Attaching new records to existing records To create a new record and automatically attach it to an existing record select the existing record and choose Attach to from the Create menu or from the paper clip pop up menu Then choose New Event New To Do New Address New Memo or File Or drag the e
174. ted on your handheld Deleting To Do List items To delete an item click it in the To Do List and then choose Delete from the Edit menu You can also click the Delete button on the toolbar Confirm your choice by clicking Delete when the dialog box appears The next time you perform a HotSync operation this item is deleted from your handheld You can also click the Delete button in the To Do dialog box to delete existing items For more information about archiving items you delete from your handheld see Archiving data you delete from your handheld in Chapter 12 Transferring To Do List items to your handheld To Do List items are transferred to the To Do List application on your handheld when you perform a HotSync operation This operation also moves new items from the To Do List on your handheld into the To Do List in Palm Desktop software and synchronizes changes made in either the handheld or your computer 82 Transferring To Do List items to your handheld The following list shows the details of the data transfer between your computer and your handheld Palm Desktop software items Item text Priority Completed check box Item date Carry Over After Due check box Repeat To Do check box Categories To Do List items created in Date Book Remind check box Private Attachments such as memos events or addresses File attachments Transfer to To Do List on handheld as Item text Priority
175. telephone number format you have specified in the Address preferences dialog box You can specify the default area code in the Address preferences dialog box When you do that the area code is inserted when you type a telephone number without one Type the seven digit telephone number then press Tab or click out of the field The local area code appears and the telephone number is formatted NOTE Telephone numbers do not format automatically unless you specify a default area code in Address preferences Setting custom field options In the Other Information section at the bottom of the address card you can customize the Birthday Email Web Site and Custom fields To make it easier to use these fields you can change their names by clicking the y button and choosing Field Options from the pop up menu 47 Chapter 3 Working with Address Book s Comments Email copley sintlbakery com T Birthday Mov amp Age 23 Web Site v Custom 3 vi Custom 4 Custom 4 F Categories Employees ai Choose Field Edit Menu p Options to change Field Options the field name Custom Field Options Field Name custom4 Type the new field name here Capitalization First Letters M Choose how you want entries capitalized Select to automatically add entries you type to the pop up menu MW Automatically add new items to menu J AppleScript Button Script File Button Icon EME mai P l
176. tems About list views When you view lists of your addresses memos and To Do List items you see the information in rows and columns Each row represents a record Each column represents a field used for typing and storing information about one of these records You can double click a record at any time to view or change it Memo list eos Memo List Bakery View All Memos ee 5 of 5 Memos Shorn Al lel Title Body IE Categories T Another resolution list i January 1 2002 Jan 1 200 1208 aM Get more eue Personal Notes for 1 10 02 Staffleetng January 9 2002 Were doing very well and things ok god Business Empkiees Tire notes January 16 2002 The car s tires are worm out and reed tobe Personal To Do List eoe To Do List Bakery View All To Dos ce amp To Dos Show All telele Task Liam to Tal Categories Completed E Make another resolution list Lowest January 1 2002 Personal January 12 2002 Take car for new tires High January 20 2002 Personal Prepare For Sales review meeting Medium January 20 2002 Business Address list e t Address List Bakery View All Addresses 23 of 23 Addresses Show Al BHHL Full Mame wit Company Phone Phone 2 ds d O Kim Chen The Candlelight Restaurant Ww A08 Season H 503 555 4655 hal O Mr Dennis Copley Ph D International Bakery wO1ZISOE z224 H 913 555 8752 hal Samuel Corning Inte
177. text e Cancel OK 3 NOTE Filters are not case sensitive To display fields that Choose Example Contain the filter text Contains To find all names with son in them type son Thompson Gleason and Sonders are found Start with the filter text Starts With To find all the names that start with son type son Sonders is found but not Thompson End with the filter text Ends With To find all the names that end with son type son Thompson and Gleason are found but not Sonders Are exactly the filter Is To find only the name Sonders type text sonders Only those addresses with this name are found but not Thompson or Gleason Do not exactly match Is Not To find all addresses except those with the the filter text name Sonders type sonders Do not contain the filter Doesn t To find all addresses except those with text Contain son in them type son Miller Jones and Smith are found but not Thompson or Sonders 87 Chapter 7 Working with Lists To display fields that Choose Example Are blank Is Empty Choose to find all addresses with a blank name field Are not blank Is not Empty Choose to find all addresses with a completed name field You can also use the Find feature to view selected records For more information see Chapter 8 NOTE After creating filters you can save the resulting view if you think you ll
178. the Edit menu in Mac OS 9 Click the General button and then choose None from the Toolbar pop up menu Switching between users The User pop up menu is on the right side of the toolbar User pop up menu OW Heip Lig a e a Janice Ross Had ER e JI n User EBERT TIRES n Shipping Today Date Book Print Find Delete Warehouse Supply Edit Users If you are the only person using Palm Desktop software on this computer your name is the only name you see 10 Marking records private If others use the computer the User pop up menu shows the name of the person who most recently used it NOTE Always check the pop up menu to be sure you are using the correct data especially before performing a HotSync operation Click the User pop up menu to do the following m Select from a list of available users and profiles m Create delete or modify users and profiles Marking records private You can mark any record private Then depending on whether you select to show or hide private records in Preferences Palm Desktop software either displays or hides the records To mark a record private open the record select Private and click OK When you transfer a private record to your handheld during a HotSync operation the record may become hidden or masked depending on the options you select in your handheld s Security application NOTE Masking of private records is available only on handhelds using Palm OS software version 3
179. the Print button on the toolbar When you print while viewing a card the Print As pop up menu is set to print address cards While viewing an address card you can choose to print the information in other ways such as on an envelope fax cover sheet or label Changing printing layouts for lists of addresses If the available printing layouts aren t what you need you can create a new layout From the List Layout pop up menu choose Add New Layout The Printing Layout dialog box appears Select spacing options Printing Layout g ey Type a name for the Space between lines 0 lines Size 8 5 x 11 Portfolio ka Select paper size Orientation Landscape a orientation and type Ti Fit horizontally to one page Output Single sided me of output Column Setup Holes None Ei en Outside Select pu nch eum inam Also Print T Date holes tunm zl Page Number C Cut Lines W Centered on page Select font Font Geneva font size and size 9 B eod font style e Delete f Setup gt Cancel Click for more printing options 122 Printing address books After you create and name a layout it appears in the List Layout pop up menu Franklin Monarch Franklin Monarch 2 sided vw My address list Quick Print New layout Add New Layout Edit Layout Click to edit this layout Margins Setup Paper Planner
180. the basics of working with To Do List to track the tasks you need to do About To Do List Using the To Do List module you can keep track of tasks you need to accomplish You can set completion dates for these items so they are displayed with your daily schedule in Date Book You can also see them in a to do list and organize that list by date category or priority To Do List items can repeat at specific intervals and you can assign one or two categories to each item After a HotSync operation To Do List items you create in Palm Desktop software appear in To Do List on your handheld To Do List items with due dates do not appear in the Date Book application on the handheld If the Date Book on your handheld has Agenda View however you can view events and To Do List items together Agenda View is available on handhelds using Palm OS software version 3 5 or later Adding To Do List items To add a new item choose To Do from the Create menu or click the New To Do button on the toolbar Choose a priority Type what you need to do Click when an item is completed Ej Title Nem To Do Priority Medium re n F Completed Enter the date the item is due MW schedule To Do U Repeat To Do Date Enter a different date or WB carry Over After Due select a date from the C Remind calendar pop up LL Click to show the e __ M item in Date Book if C Privat
181. the original file will be overwritten and then click Save If you are working with a new file choose Save As from the File menu Type a name for the file Closing windows and files You can have one file open at a time To close a file choose Close File from the File menu If you close a new file you are prompted to save it first To close a Palm Desktop window click the window s close box or choose Close Window from the File menu Closing a window does not close the file Also you can open multiple windows at the same time To exit Palm Desktop software choose Quit from the File menu Changing your mind If you make a mistake or change your mind while you are working you can undo the latest change To undo your most recent action choose Undo from the Edit menu Using templates If you have a number of similar events addresses memos or To Do items to type templates can help make your work easier A template resembles a new item except it already contains some pretyped information When you create a template you choose what pretyped information and how much is in it Using templates For example if you have to add addresses for ten people and they all work in the same location you can create a template that includes company name address and other information common to the new entries You can create a template either from an existing event address memo or To Do List item or from a new one Once
182. the toolbar Then click the Addresses button in the Print dialog box Print What to print pr NY Automatic Preview i 1 i 30 labels on 1 sheet of label paper Choose Return Addresses To Dos Memos Date Book Address Labels Print As Return Address L m l SFI Choose which r return address Return Address My return address ka TO prin e layout you want Label Layout Avery 5160 5260 P Start printing on abel 1 7 P Preview l Cancel Type a number to adjust the number of return Click to print address labels if you want fewer than a full sheet From the Print As pop up menu choose Return Address Labels Choose which return address you want to use for your labels from the Return Address pop up menu EES Choose for your address Add New Return Address Add a new return address layout Edit Return Add unn Edit an existing return address layout If you have not used a return address before choose Your Address from the Return Address pop up Then choose Edit Return Address To add a new return address choose Add New Return Address from the Return Address pop up menu See Return address layouts in this chapter for information on creating and changing return addresses 133 Chapter 11 Printing Choose a label from the Label Layout pop up menu v Avery 5160 5260 Avery 5161 5261 Avery 5162 5
183. then choose Add To Menu from the Locate menu To remove a record from the Locate menu choose Remove from the Locate menu Select the record you want to remove and click Remove Locate HotSync Window Help Today T Go To Date SR i Find sr Recent Bob Nguyen Bakery Middlemen Inc Denise Garcia Bakery Supplies Inc Doris Gerhard International Bakery Irfon Kohn The Spice Exchange Add To Menu Remove Working with categories Items you add to the Locate menu are listed here You can assign records and other data to categories Categories are color coded so you can easily distinguish groups of records such as projects or vendors When records are assigned a category you can easily search for different groups of items and quickly apply filters when you are viewing records in a list Assigning records to categories Create or select a record In the dialog box or information card choose a category from one or both of the Categories pop up menus To assign several records to a category at one time select the records by clicking them or by holding down the Shift key and selecting the first and last item in a block Then choose Categories from the Edit menu and a category from the submenu If an record already has been assigned a category the new category is displayed in the second Categories pop up menu 4 Memo 6 0 68 Di Title gt Time 8 45 AM amp afa sc ss Dat
184. ther fields remain in effect until you remove them too 88 Sorting lists sorting lists To sort a list by more than one column choose Sort from the View menu The Sort dialog box opens Sort Primary Company Select the primary sort field Secondary None m c Select the secondary sort field if any C Show All Fields Select to reveal any hidden fields Select the primary and secondary sort fields from the pop up menus The lists are sorted first by the primary field then by the secondary field For example if you re working with the Address list and you want it sorted by company choose Company as the primary sort If you want the list further sorted by full name within each company choose Full Name as the secondary sott If you want to sort hidden columns select the Show All Fields check box For more information see Selecting columns to display in a list in this chapter When your data is sorted the field names you sorted by appear highlighted A dotted underline appears beneath the field that is the secondary sort You can also sort using either of two shortcuts m Click the field name Click the name of the field by which you want to sort If you want a secondary sort press the Shift key and click that field name Click for a primary sort Shift click for a secondary sort oo8 Address Lis View All Addresses ka 23 of 23 Al dF 0O Kim Chen The Candlelight Restaurant d
185. ticular combination of operating system and Palm Desktop software on your computer does not enable use of a modem Click Choose dialing through the Dialing modem or speaker Preferences gt ue HH g ss 58 E Decor General Addresses Dialing Date Book Alarms Fonts Click to configure Dial through Speaker a Configure the modem Current area cde F Type the area code Si Confirm number before dialing where you are now Access cades amp calling cards Select to see the E Precede all calls 5 Confirm Dialing kal Long distance prefix 1 dialog box International prefix Set outside line 3 Long distance suffix prefix ifa ny G 4 Cancel C K Select or deselect as Set long distance suffix if any necessary if you travel with your computer Set international prefix if necessary The Precede all calls field can contain any number you must dial such as 9 for an outside line an access number for a long distance carrier or a calling card number The Long distance prefix field can contain any number you must dial to make a long distance call such as 1 56 Dialing telephone numbers Configuring your modem for dialing You can configure your modem by clicking the Configure button in the Dialing preferences panel Proper modem setup depends on your modem and the telephone service you have For information on the correct modem settings see the user
186. tion on creating AppleScripts see the documentation that came with your AppleScript developer tools 48 Creating and changing addresses You can change the items that appear in a custom field pop up menu by choosing Edit Menu Use it to add change or remove menu items from the pop up menu The Edit Menu dialog box appears Edit Menu Edit the menu items Click to delete a selected item from Custom 4 Delete the pop up menu Edit Click to edit a selected menu item f Add Click to add a new menu item to the pop up menu c Done 3 Using the Email and Weh Site fields You can send electronic mail and browse web pages automatically by using the Email and Web Site fields together with an e mail application and a web browser NOTE You must have an e mail application set up on your computer to use the Email button You must have Netscape Navigator Microsoft Internet Explorer or other browser set up to use the Web Site button In the address card click the Other Information section Type a person s e mail and web site information in the Email and Web Site fields Then click the button to the left of either field m Ihe Email button launches your e mail application creates a new e mail message and inserts the person s e mail address in the To field for you Your e mail address appears in the From field m The Web Site button launches your Internet browser inserts the person s web site address
187. tions in the Attach Existing Item dialog box Click the gripper in the dialog box and drag the selected item to another item Printing labels It s time to do some advertising You want to send flyers to a list of customers already in your Bakery file and you need to create mailing labels for them For this tutorial we ll print a test run on regular paper rather than actual labels 1 Click the Addresses button amp on the toolbar 2 With the list showing click the Print button on the toolbar 3 The first time you print you see a box asking if you use a day planner To set up your day planner choose your brand of day planner in the upper pop up menu In the lower pop up menu choose the day planner binder size you use 37 Chapter2 Tutorial If you do not use a day planner leave the upper pop up menu showing None You can always change these settings later Paper Planner Interview If you use a paper based day planner along with your Palm handheld Palm Desktop can preset its printed layouts for your binder Which brand of day planner do you use None m Which binder size do you use Canc SD a il 4 Click OK 5 When the Print dialog box opens make sure the Addresses button is selected Print What to print S Automatic Preview re B E 23 labels on 1 sheet of label paper Addresses To Dos Memos Date Book Print As Mailing Labels Ea imm Ew
188. try You can also mark items individually by clicking the box in the corner of the address card Other Information Email copleyiaintibakery com Click the box to Categories Employees mark this item X Marked Private To print the marked items choose Print from the File menu and then click Addresses From the Which Addresses pop up menu in the Print dialog box choose Marked addresses For more information on printing Address Book entries see Chapter 11 You can also mark items for sorting and filtering the address list For more information see Chapter 7 Attaching a letter to an Address Book entry You can copy the name and address from an Address Book entry into a ClarisWorks AppleWorks or MacWrite Pro template letter and then attach a copy of the completed addressed letter to the address card You must have ClarisWorks 4 0 or higher AppleWorks or MacWrite Pro 1 5v3 installed on your system The personalized letter template is stored in the Letter Templates folder within Application Support Palm Desktop NOTE The letter you create using this process is not transferred to your handheld in a HotSync operation Adding an address to a letter template Open an address card click the address you want to use for your letter then click the Attach Letter button directly above the address eo E Mr Dennis Copley Ph D CHE 2of24 Hr Dennis Copley Ph D Phones dics work 312 555 2224 enior Resea
189. turn address to appear by choosing from the Return Address pop up menu Choose to print no return address on the envelope v Your Address Choose for your address Add New Return Address Edit Return Address If you have not used a return address before choose Your Address from the Return Address pop up Then choose Edit Return Address To add a new return address choose Add New Return Address from the Return Address pop up menu See Return address layouts in this chapter for information on creating and changing return addresses If you are unsure how to print envelopes consult the user guide that came with your printer for information on envelope feeding and direction of printing 127 Chapter 11 Printing Changing printing layouts for envelopes If the Envelope Form or Address Layout arrangements aren t what you need you can create a new layout From the Envelope Form pop up menu choose Add New Layout The Envelope Layout dialog box appears Enter the width and height of the envelope Type a name for the new layout Envelope Layout Envelope Layout My envelopes Choose the Envelope Width 9 5 in x envelope Envelope Height aat in orientation E Landscape Left Choose font and Sane size for addressee Addressee Helvetica he 12 fa Bald Bald Recipient s Name Only EH Select to boldface Retumiddress Helvetica i B sod A
190. u ll see that date in the Day view 5 Scroll up or down until you see 9 AM in the events window on the left side of the Day view 6 Move the pointer to the events window The pointer becomes a crosshair 7 Place the crosshair on the line representing 9 AM then click and drag down until the box reaches 10 A one hour event is created from 9 AM until 10 AM 24 Creating an event in Date Book 8 Type Meeting with Denise Garcia inside the new event box ER Ir with Denise Garcia 9 Click outside of the event box to deselect it The Auto Attachments dialog box appears There is an address card for Denise Garcia and you can attach it to this event Auto Attachments Check addresses to attach Denise Garcia Bakery Supplies Inc D None 10 Click Attach We ll discuss attachments in more detail later in the About attachments section To change the start or end time of an event click the event to select it Drag the upper arrow up or down to change the event s start time Drag the lower arrow up or down to change the event s ending time Drag up or down If you prefer you can also change the event start or end time by double clicking the event then changing the time in the Event dialog box Click outside of the event to deselect it Meeting with Denise Garcia The paper clip pop up menu shows that this event has an attachment Leave the Day view open for the next
191. ugh printer Print What to print j niinn ne Addresses To Dos Memos Date Book Print As Address Book ka Which Addresses 8 Addresses in List Ea L Layout Quick Print ka L Preview eh Click for full screen preview s ddresses on 3 single sided Small preview of first printed page 116 Setting up printing for your day planner If you want to see a larger preview or you want to preview more than the first page of the printed information click the Preview button or click once in the preview sample when the pointer becomes a magnifying glass A dialog box opens showing you a larger preview Click to see next preview page Click to see Previous previous preview page EUM 4 Zoom Out Click to zoom in Page 1 or out 3 Total Pages Click to go to Page Setup E Setup Click to go to back OK to the Print dialog box i Print Preview C Copley Dennis Senior Research Scientist Senior Research Scientist International Bakery Research and Development Home 435 Needham Dr Wichita KS 67390 USA Work 1120 west Park Road Bldg 4 Wichita KS 67390 USA Birthday Mov amp Email copleyi intibakery corn Corning 5amuel E Setting up printing for your day planner The first time you print you are prompted to choose the page format in which you want to print Paper Planner Int
192. urrent printer Double sided offset 0 0 in Adjustment for two sided printing Adjust this setting if the cut lines on double sided printouts are not lining up L Click to set for the minimum f Minimums Eos margins allowed by your printer i4 Cancel ea If you are printing double sided pages such as you would for a mini address book and the cut lines do not line up from one side of the page to another measure the difference between the cut lines on the two sides then type one half that distance in the Double sided offset box 140 HotSync Operations When you use both a computer and a handheld to access information you want the information to be the same and the most up to date wherever you access it The HotSync operation is designed to quickly and conveniently synchronize information between your computer and your handheld See online Help for detailed information about HotSync operations Help is available from the main menu and from the Help button in dialog boxes About HotSync operations A HotSync operation is a two way exchange and update data between your handheld and your computer This two way exchange synchronizes your data which means that after a HotSync operation your data is the same on your handheld and on your computer Changes that you make on one side are made on the other HotSync Manager transfers new and changed portions of data thereby reduc
193. volume Medium Ch h h Toolbar Docked oose W et er the toolbar is Date format Long anuary 23 2002 t W oaan docked floating Auto attachments Do not auto attach addresses or hidden e Attach all matching addresses Confirm all matching addresses Choose long e Confirm only multiple matching addresses or short date New to do priority Medium P displays Private records Show 3 Caneel Choose default priority for new tasks For information on setting auto attachment preferences see Setting attachment preferences in Chapter 9 12 Setting preferences setting alarm preferences You can set the alarm preferences for your computer in Palm Desktop software Choose Preferences from the Palm Desktop menu in Mac OS X or from the Edit menu in Mac OS 9 and then click the Alarms button Click Alarms Preferences 3h amp Gu 95 E Decor General Addresses Dialing Date Book Alarms Fonts Select to automatically add an alarm Alarms W set alarm on new events for new Minutes ka beforehand events you create W show alarm dialogs select to Note This setting applies to all users on this computer display alarms on the desktop Kx he x Cancel computer The alarms for each appointment are set in the Event dialog box setting font preferences You can set different font types and font sizes for the list views in Address Bo
194. w ii lo Do SCC ING eyecieeeeatens Wap uy ERIT YeP CPV PYES RC RS 8 Ectume To Do Lis i oes 2o E T sr epsede seen see PEU beds 78 Renaming To Do List tems sdgoueubrs fari rS p EP TO ari errer ES 78 Changing dates of To Do List items 0 0 eee eee eee 79 Setting reminders for To Do List items 000 0000 00 cee 79 Setting priorities for To Do Listitems 0 000000008 80 Changing the interval of repeating To Do List items 80 Adding or changing categories for To Do Listitems 80 Moving To Do List items in Date Book 0 0 0 0 eee ee eee 81 Marking completed To Do List items 0 00 eee 81 Deletme To DG LGLI aciei qe itor epic d pta Ur one REPE TIE ES 82 Transferring To Do List items to your handheld Lsuue 82 Setting preferences for To Do List items 0 0 0 eee eee eee 84 Chapter 7 Working with Lists 0 00 0 es 85 POOLS MCWS orks sooner hot E mene Chute teheatere kh eadans 85 bisou RI 242 cage scan eek eee PTT 86 Viewing selected records a oo ose 1560504 1865 08440 6800 998 Ree ded oca 86 R miovine HGS gang arate pata Gone aiea Gan soca yn es Gant ping ane CE 88 DOMINO MGs D OQ 89 Selecting columns to display ina list llle eee 90 Resizing and reordering columns 0 0 c cece een 90 Memorizing views of selected data 0 cece cee eee eee 91 C
195. whenever you think of something you need to do but you don t know when you will be able to do it Make an item unscheduled by deselecting the Schedule To 76 Adding To Do List items Do check box in the To Do dialog box The item does not appear in any of the Date Book views and has no reminder but it appears in the To Do List eos To Do List Bakery View All To Dos 8 To Dos Show All i Task He erio Dste Categories Completed wf Make another resolution list Lowest January 1 2002 Personal January 12 2002 Take car for new tires High Unscheduled Personal Prepare For Sales review meeting Medium January 20 2002 Business Clean desk Medium January 20 2002 Personal Call Lei Medium January 21 2002 Business Call Kathy confirm lunch Medium January 23 2002 Mone Prepare For Staff meeting Medium January 24 2002 Business Prepare For New products meeting Medium January 22 2003 Business Unscheduled item When you are ready to set a date for an unscheduled item drag it from the To Do List to a day in the daily or weekly calendars The item now has a due date and appears in the Date Book views Adding To Do List items from Date Book You can add To Do List items while you re in Date Book When in Day or Week view create a new To Do List item by double clicking a blank portion of the To Do area The To Do area is on the right of the Day view and at the bottom of the W
196. xisting Item feature 0 00 00 00 00085 37 Pene ADO 225999 teeta s gue toutceetena tue Perd de sed cba a add 37 Using Instant Palm Desktop application 0 0 0 0 0c ce eee ee 39 Displaying frequently used phone numbers 0 0 0 00 02s ee 40 Backine Up VOUrCCld ses eeren sa emeted boone eater tenncueeseneae ss 41 ADDS DSCORS meen ae em meee ea eee ee ee eee ee ee eee ee ee ee 41 Where to g froni here code aos arene nein tee eee Aaa eed dubi wns 42 Chapter 3 Working with Address Book 43 About Address DOOK ieu eoo oa 3799 565 0555 oe 45545 Caos ens estatua a ees 43 Viewing i A 43 Creating and changing addresses 0 0 ccc e eee 44 Canem THEOEDUHLIOBE os sed b iir warten 9r bedbe doa Perdida gib qun Dado es 44 Using and changing selection lists 0 0 cece eee eee eee 46 Using auto completon 2 0 4 2 eed beim ene ease bad ek Oe Rae ok BW e nd 47 Using auto capitalization aue cae gue osm oda sema Hepa gee om aes gri 47 Formatting telephone numbers 0 0 0 0 c cece eee eee 47 Setting custom field options sevi ebur o EE RE OREPPP IPAE P 47 Using the Email and Web Site fields 00 00 0000 00000 49 Usine Birthday Minder P rr ETT 49 Copying Address Book information 00 0c cece eee 50 Contents Transferring addresses to your handheld 0 0000 00004 51 Marking addresses for printin
197. xisting item to the New Event New To Do New Address or New Memo button on the toolbar The new item is named by default For example if you have an Address Book item named Susan Shaw and you select that item and choose New To Do from the Attach to submenu the To Do List item is automatically named Call Susan Shaw You can type over the name if you want to change it You can also drag an address record onto the events area of Date Book to automatically create an event named Meeting with followed by the person s name When you finish creating the new record it is attached to the existing record you selected 102 Creating attachments You can create To Do List items related to existing events in Date Book Just drag the event to the To Do List area of the appropriate day and a new To Do List item attached to the event is created You can type over the default name if you want to change it ooo Date Book Bakery April 2002 1 Monday Drag the event to the To Dos area A To Do List item attached to the event is created You can also create an event related to a To Do List item by dragging an item to the events area of the calendar Attaching files to a record To attach any file on your computer to a record select the record choose Attach to from the Create menu and then choose File Find the file you want and then click Open Attach Palm Desktop Select a document ta attach From
198. y available for dialing a telephone and displays them in Dialing preferences If your computer uses a version of Mac OS X and it also has a modem but Modem is not listed in the Dial through pop up menu that is because the particular combination of operating system and Palm Desktop software on your computer does not enable use of a modem To dial a telephone number using a modem make sure your modem is connected to your computer and its power is switched on Your modem should be connected to the same line as the telephone you want to use Choose Preferences from the Palm Desktop menu in Mac OS X or from the Edit menu in Mac OS 9 and then click the Dialing button From the Dial through pop up menu choose Modem Port and click OK On Mac OS X the Modem Port option is not available if your version of does not enable modem dialing On an address card click the telephone button next to the telephone number you want to dial Phones i2 work 913 555 2224 Click to dial the telephone number If you have Confirm number before dialing selected in Dialing preferences a dialog box opens asking you to confirm that you want to dial the telephone number Otherwise the telephone dials immediately Dial Through Speaker Confirm the phone number and click Dial to call Mr Dennis Copley Ph D International Bakery Phone Number 1 913 555 3234 Correct the telephone number if necessary a Ex f Prefs Cancel Click to set Di
199. yboard shortcut if you like Then click OK The new template appears in the Create menu You can continue to create other new items with the information contained in the new template Chapter 1 Introducing Palm Desktop Software Changing a template If you need to correct the information in a template create a new one and then delete the old one Deleting templates To delete a template choose Delete Templates from the Create menu Select the template you want to remove then click Delete Click Done when you ve finished deleting templates Using the toolbar You can click the buttons on the toolbar instead of choosing menu commands to execute common actions By default the toolbar displays each button s name Move the pointer over the button to see an explanation of the button s function If you have a small monitor you can collapse the toolbar which hides button names To do this click the triangle at the left side of the toolbar Click to hide button names Select User a A w amp wu dj amp 3 amp 2 e 9 New Address Addresses New ToDo ToDos NewMemo Memos New Event GoTo Today Date Book Print Find Delete To move the toolbar hold the mouse down on the background of the toolbar and drag the toolbar to a new position If you drag the toolbar near the menu bar the toolbar automatically snaps back into the docked position To hide the toolbar choose Preferences from the Palm Desktop menu in Mac OS X or from
200. you re through experimenting with reminders you can close any open windows if you like 28 Showing the three Date Book views Showing the three Date Book views The Date Book has three views Day Week and Month First let s try the three ways to choose one of these views Then we ll examine the differences among the views To switch among the three Date Book views 1 Click the Date Book button E on the toolbar repeatedly until you have seen each view 2 Click the tabs on the right side of the Date Book until you have seen each view 3 Choose Date Book from the View menu and then choose one of the three views from the submenu You can also use the keyboard shortcuts that are listed in the menu Address List OHRA To Do List CST Memo List D N L Date Book P Day 3D week 93 W Keyboard mone M shortcuts Next Date Book 436B Desktop Memos This Week Uncompleted Today Uncompleted The three Date Book views offer you different ways of looking at your schedule m Ihe Day view shows one day s event and To Do List items On the left you see events The window scrolls to reflect the time of day On the right you see the day s To Do List Day view ooo Date Book Bakery Tuesday January 22 2002 C Clean desk 1L Take car for new tires O Prepare for Sales review meeting Sales review meeting yuo yaa Mud 29 Chapter2 Tutorial The Week view shows events and To Do List it

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