Smart Parts Mobile for Pocket PC User's Manual
Contents
1. Client ABC Manufacturing AB Manufacturing 3215 Main Street Address Source EFD Long Beach CA 90746 SEE 626 585 3989 Phone rrr EHDRDRwq Elan 4 Horley Prim Contact Class Private Corporation 100 000 000 Income Industry Manufacturing Emplovees 250 Revenue 0 00 Est Date 05 14 1993 Prim Contact Elan A Horley Income 100 000 000 Tax 65 SIC 1234 Edit Tools Edit F J EE T E Bi aa 27 Business Phone Number 1 From the Contact Details tab tap the Phone tab to display the Phone Summary 2 Tap New to open the Phone Details dialog box 3 Tap the Type drop down arrow to specify the phone type 4 Enter the remaining phone information and then tap OK to save the additions Business Address 1 From the Contact Details tab tap the Address tab to display the Address List tab 2 Tap New to open the Address Details dialog box 3 Tap the Type drop down arrow to specify the address type SmartOffice SmartOffice Mobile Pocket PC User Guide Page 21 4 Enter the remaining address information and then tap OK to save the additions Note Both the preferred Phone Number and preferred Address are displayed on the Contact Details tab of the Contact record Business E mail Web Address Adding an e mail web address for a Business record is identical to the steps required in adding an Individual Contact record Please refer to the Contact E mail section Modifying a Business Record Modifying a Business r2. 447 70 692 413 Tools amp v E T E lt l 27 SmartOffice SmartOffice Mobile Pocket PC User Guide Page 38
3. From the Activity Details tab L F Smart ffice Contact Adams Frank Place Green street 4q 2 40 Starts OF 15 2004 12 00 PM Y Duration 60 Duration Unik Minutes Y Y Type Appointment SubType Approach Wew Seen ha Priority Normal Alarm 15 Status Active Private r Tracked l Edit Tools E From the SmartOffice Mobile Main screen select Calendar to open the Agenda View calendar listing all the activities scheduled for the current date displayed Tap the Activity to be modified to display the Activity Detail tab in read only mode Tap Edit to switch the Activity Details tab to Edit mode Modify the information as necessary and then tap OK to save the changes H SmartOffice a SmartOffice Frank Adams 4opointment Approach Mew Seen OF 15 2004 12 00 PM 60 Minutes Green street Meeting with client to discuss about new Contact Place Starts Duration Duration Unit insurance policies Edit Tools T E E lt m Type SubType Priority Alarm Status Private Activity Edit Tools SmartOffice SmartOffice Mobile Pocket PC User Guide Page 26 Adams Frank Green street OF 15 2004 12 00 PM 60 Minutes Appointment 4oproachiNew Seen Normal 15 Actie L Deleting an Activity from the Calendar There are three ways to delete an activity From the AgendaView 1 From the SmartOffice Mobile Main screen select Calendar
4. NAK be Age 32 000 Income Title Mrs Address Mame Adams Margaret Employer Ace Building Job Title Accounting Department Birth Date 03 19 1942 E z Details Phone Address E Mail Details Phone Address n a Eli BI h ET G27 Modifying a Contact s Phone Number 1 From the Contact Details tab tap the Phone tab to open the Phone Summary 2 Tap the number for modification to open the Phone Detail dialog box SmartOffice SmartOffice Mobile Pocket PC User Guide Page 16 3 Modify the information as necessary and then tap OK to save the changes Modifying Contact Address 1 From the Contact Details tab tap the Address tab to open the Address Summary 2 Tap the address for modification to open the Address Detail dialog box 3 Modify the information as necessary and then tap OK to save the changes Modifying E mail Address 1 From the Contact Details tab tap the E mail tab to open the E mail Summary 2 Tap the address for modification to open the E mail Detail dialog box 3 Modify the information as necessary and then tap OK to save the changes Deleting a Contact Record 1 From the Contact Details tab tap Edit to open the Details tab 2 Tap Tools and select Delete to open the Record Deletion Confirmation dialog box 3 Tap Yes to delete the selected Contact record 1233 4 di ae SmartOffice Contact Type Client Sub Type B Contact Type Client Sub Type B Title Mame
5. Sereke d a e 31 PRC TIAN NOS DD DD r annette a r a 33 Adding a Timed Activity from the Activity LOg 4 44 541 E4 4 44 k Kaal kar zali anek lk ba Mal an aak k k za kb bda 33 Adding an Non timed Activity from ToDo eke keke keke k k k ke 34 wekl AG c N r r rrrcrrerrrrr r rrr e E 34 kule NNN aes oe A E a ad ah a ae ast eas Na at eh a ae a 36 nesla N D N Dk l rerrrrrW WW_w_oO_o_o _oe EA 37 SmartOffice SmartOffice Mobile Pocket PC User Guide Revised 8 26 2005 SmartOffice SmartOffice Mobile Pocket PC User Guide Revised 8 26 2005 Introduction E Z Data Inc s SmartOffice Mobile for Pocket PC is a robust application developed for devices running Microsoft s Pocket PC operating system Using iAnywhere Solutions Ultralite database with MobiLink Server SmartOffice Mobile for Pocket PC is used to seamlessly synchronize SmartOffice data with Pocket PC devices The following record types can be synchronized using SmartOffice Mobile for Pocket PC Contact Individual Contact Business Calendar SmartPad Policies Investment Installing SmartOffice Mobile for Pocket PC L 3 From the side menu click User Setup and select Installations to open the Installations spreadsheet User Preferences User Management Record Sharing Installations Homepage Personalization The Install
6. Suffix Greeting Employer SOUFCE Sub Source Job Title Birth Date Delete Mrs dams Margaret Do you want to delete the selected Contact entry 7 Margaret Ace Building Referral Sub Source Job Title Accounting Department Birth Date O3 19 1942 Age 62 Ae Accounting Department 03 19 1942 Details Deta Send E mail to Contact Edit Tools Deleting a Contact s Phone Number Edit Tools E 1 From the Contact Details tab tap the Phone tab to open the Phone Summary 2 Tap the number to be deleted to display the Phone Detail tab 3 Tap Tools and select Delete to open the Record Deleting Confirmation dialog box 4 Tap Yes to delete the selected address SmartOffice SmartOffice Mobile Pocket PC User Guide Page 17 HF SmartOffice ae SmartOffice Phone Summary Margaret Adams Phone Details Margaret Adams Residence 626 962 2037 Type Residence Residence Fax 626 585 3550 Business 626 987 7288 SmartOffice Do you want to delete the selected phone number 7 New fo k v EE E E Bla fat i Edit Tools Deleting a Contact s Address 1 From the Contact Details tab tap the Address tab to open the Address Summary 2 Tap the address to be deleted to open the Address Detail tab 3 Tap Tools and select Delete to open the Record Deleting Confirmation dialog box 4 Tap Yes to delete the selected address SmartOffice i SmartOffice Address Summary Margaret 4dams
7. to remove it is to uninstall and reinstall the SmartOffice Mobile application tT py Ut Security Information a 6 01 ok ya Application Password 6 03 ok Enter security password ah ak oe EE Password Smartofiice Mobile Enabling security on this device will encrypt the database and require a password whenever Smartottice Mobile is accessed Do you wish to enable security SmartOffice SmartOffice Mobile Pocket PC User Guide Page 3 Click the Yes button to enable security and display the Application Password screen The password is required each time SmartOffice Mobile is launched The password must be at least 6 characters with at least one alpha and one numeric character The password can be changed at any time by selecting the Security Password option from the main SmartOffice Mobile menu pam SmartOffice JIE Ha SmartOffice B contacts Change security password aE ke Calendar Password To Do igh Sica G ven st Ria Beatin ek 28 SOENS JIR GINA Sei bi lt i aY S a i r s a E s mepe t 4 a Synchronize 1233 1 2 3 4 5 6 7 8 9 0 ESER Ena nanan nun Security Password AP a s d f u hh j k IT 2Z shift z lt v nb rn m z uaa i te When running SmartOffice Mobile for the first time enter the database Office Name and database User Name in lower case letters in the Synchronization Options screen Also specify the appropriate sy
8. EET 13 Mila aC ontact va N NA DJJJJJJJ m__ax x n 16 Delete a Contac Record i 5x455 1224y N ene annie tees ana one Sessa dai y N ben 17 Creanna a Bus mess OMLAC ERC CONC a ae l b ee oa cata Ke e O 5 kan 19 ModiTyino a B smess RECOM s544 55 4 45k1 54051 0 al ne da Ka l ke al n kend KEN K a ai n 6a KEN eki aa 22 Deletine 2 Business RoCo Ay suda aA e Kl eee We ein e S KAK e e a se n n 22 Calendar oe a a a a a nbanenwanaes Wei ddenetesheabenesaassieeiaaase 23 ASIN Tr r r N 23 DI VIE W sk ces Senseo cc ts n ead cae seated ne cas sia tet Se ede a e neee cad le en ele b en yeb Weke dek ele en ki 23 WCC Wo ney n i e bee K r a Ee ne SO WE elb KO 0R eN e0 b00 a ne RR S E e See AN O eka 24 Ms had DD rrr e erda 24 Adding an Activity fromthe Calendar sesionin n wa key d RA E eae ei eee aa k 25 Modityins air Activity from the Calendar 4 5 444454443345414 cada 511 aided lara i Sk ak Rakin Zan da 25 Delene an Acti ity tom tne Calendar i k s ena e per kb h ben S ROKE b yes i 27 TOD ee DD DD eh eden aa eh aie 29 PROGINS A TODO HOLE Axin l eyane eee k n e KE KEN be N ea en e E ar kek n te n e ede NENN 29 Modiby ine a TOD OCI xy k n cle MOK 40M y ke u e tiene S N datlagsae a 30 Dele tare TOD sayi Kaka a nan aaa tes e ahe K ka E neato d a nena nA ab waa Ke hak
9. PC User Guide Page 10 SmartOffice Personal a nathy Brad Ackerman Joseph 4ckerman Kathleen Ackerman Kenneth 4ckerman Marianne Adam Chris Adams Frank dams Margaret Adams william Adcock Martin Adcock Sarah Afable Patty Alexander Felicia Alexander Mark Alexander Sherman Alonzo Helena Fab cae fuh j ik mn opa rst arw eyz EZ Ji a 160 626 799 2951 626 1984 0382 626 555 12713 626 433 0928 626 962 2032 626 512 1231 213 449 D771 625 370 4410 626 555 1333x 626 745 6598 818 112 2311 626335 232334 626 555 3222x Alonzo Helena Recent Personal Business All Contacts 4ckerman Marianne Adam Chris Adams Frank Adams Margaret Adams William Adcock Martin Adcock Sarah Afable Patty Alexander Felicia Slexander Mark Slexander Sherman There are four different list screens to display the records 6z6i522 1160 62607 99 295 1 6261984 0382 626 555 1213 Tima ona rst wae 626 433 D928 626 962 2032 6269512 1231 213 449 0771 626 370 441 626 555 1333 6261745 6598 S180112 231 1 6261335 3334 626 555 3222x e Recent Only the recently added or changed records Individual Contacts and Business Contacts are displayed on this list e Personal Individual Contact records are listed here e Business Business Contact records are listed here e All Contacts Individual Contacts and Business Contacts records a
10. Setup Outlook S nE 2 Select the Perform a full refresh of the data from SmartOffice radio button to transfer data that meets the synchronization criteria to appropriate database tables E Smart ffirce PAIS mehd dedates fhe SmartOice program on the mobile device 4 Full Refresh wodaties al records based on the s lection criteria An Update wil download af pek aed modified records to fhe device Update Mobile Device with Changes Update Mobile Device with new records and modifications ie Perform a full refresh of the data from SmantOftice 3 Perform Synchronization with the PDA to complete the initial synchronization 4 Complete the following steps to add new information from SmartOffice e From the SmartOffice side menu click Synchronization and select Update Mobile Device to open the Update Mobile Device with Changes dialog box e Select the Update Mobile Device with new records and modifications radio button to populate any additions made in SmartOffice to the database table so they will be synchronized on the next Synchronization Any data added modified in SmartOffice Mobile on the PDA is added to SmartOffice on the next synchronization E Smart ffirce PAIS meh dedates fhe SmartOice program on the mobile device 4 Full Refresh updates al records based on the s lection criteria An Update wil download af pek aed modified records to fhe device Update Mobile Device with Changes ir Update Mobile Device with
11. to edit mode 4 Make the necessary modifications and then tap OK to save the changes baren SmartOffice Margaret Adams ToDo 4pproach New Seen oF 15 2004 Thu california shopping for birthday party Priority Status Private Tracked Ackivity Edit Tools Edit Tools ff E ji lt A m A Deleting a ToDo There are two main ways to delete a ToDo From the ToDo List tab Contact Place ToDo Date Type SubType r SmartOffice dams Margaret california oF 15 2004 To Do Approach Mew Seen Mormal Active LI T E 1 From the SmartOffice Mobile Main screen select ToDo s to open the ToDo List which shows all the ToDo s scheduled for the current date shown Hold the stylus down on a ToDo to open a menu with Edit Delete and Cancel options 3 Select Delete to open a Delete Record confirmation message Tap Yes to delete the activity SmartOffice SmartOffice Mobile Pocket PC User Guide Page 31 Do you want to delete the selected Activity From the Activity Details tab 1 From the SmartOffice Mobile Main screen select ToDo s to open the ToDo List which shows all the ToDo s scheduled for the current date a Tap a ToDo to be deleted which displays the Activity Details tab in read only mode 3 Tap Tools and then select Delete Activity to open a Delete Record confirmation message box 4 Tap Yes to delete the activity SmartOffice Mar
12. Address Details Margaret Adams Residence 2314 Ash Drive Address Type Residence Monterey Park LA 91754 Business 967 E 21st Street CmartOftice Los Angeles CA 90024 Do you want to delete the current address zip 91754 Remarks Preferred New fe v EE i amp i lt a fat Edit Tools Deleting a Contact s E mail Web Address 1 From the Contact Details tab tap the E mail tab to open the E mail Summary 2 Tap the address to be deleted to open the E mail Detail tab 3 Tap Tools and select Delete to open the Record Deleting Confirmation dialog box SmartOffice SmartOffice Mobile Pocket PC User Guide Page 18 4 Tap Yes to delete the selected address AT SmartOffice sz 12 36 0D HS Smart ffice a 12 36 E Mail Detail Margaret Adams E Mail Detail Margaret Adams Type E Mail bi Type E Mail Address margaret_adams demoimhotm SmartOffice Do you want to delete the selected Webaddress 7 Preferred Delete Deta Send E mail to Contact E Mail Edit Tools E Edit Tools Creating a Business Contact Record There are two ways to create a new Business Contact record From the Contact Summary screen 1 From the SmartOffice Mobile Main screen select Contacts By default the Personal Individual Contact Summary tab should be displayed 2 Tap New to open the Record Type dialog box 3 Select the Business option and then tap OK to display the Details tab Enter the business inf
13. SmartOffice Mobile for Pocket PC User Guide ue T l SmartOffice SmartOffice Mobile Pocket PC User Guide Revised 8 26 2005 Copyright 1998 2004 E Z Data Inc All Rights Reserved No part of this documentation may be copied reproduced or translated in any form without the prior written consent of E Z Data Inc All product names are trademarks of their respective manufacturers or organizations 918 E Green Street Pasadena CA 91106 Web http www ez data com Telephone 626 585 3505 Fax 626 440 9097 U S toll free fax 800 779 3123 Revised 7 29 2004 SmartOffice SmartOffice Mobile Pocket PC User Guide Revised 8 26 2005 Table of Contents Hall al l i ler N NA N DD DD DD 1 Installing SmartOffice Mobile for Pocket PC M K KK K 1 Accessing SmartOffice Mobile on the Pocket PC Device id keke ke 3 Running SmartOffice Mobile for the First Time L eke 3 SVMCHLOMIZAUION Ola ONS DM ccccZcvzv amp W amp X W a wa Wa aR rRr aXsXSXsX dv 5 Setting Up SmartOffice Mobile Synchronization Criteria Eke keke ku 6 Preparing Data for Synchronization ssis a a k aa nan aka S RE kak aw lan ake iken wan a Ta lan 9 Smar ONCE Mobile Wait Scree N yk k44 SA N kal n dis s la be k det ye kk Eb be 10 eji D N E DD DD rra 10 Creatine an Individual Contact So Ol 4 5x1 11445152 Mayi k n y n kn
14. ah k mn ose ist prao ale ae ica Medical Facility Paladian Alfred Paladian Mark ete 0098 8001335 1452 Parkinson Pricilla Patel vishwas Peterson Morma Peterson Shelly Peterson Sophia P t Corporation Phoenix 800655 9944 636 623 0675 800335 1452 626 542 3524 704 647 B661 310 287 9388 23 1 2 a a s s z slo n l Tab t ple CAP f Shiftjz x c vjbjnjim 7 cuj j i eltel So iia ok a SmartOffice All Contacts jack Fab coe fah 1k mn opa st ew oe acae Ta NE We Kathleen Ackerman Kenneth 4ckerman Marianne ease 0382 626 555 1213 123 1 2 3ala 5 lslzlslolnl TsTe Tabjajwjejr t y ujijojeji I CAPjajsjdajfjajhjijkjijij shift z x c v bjnjm Z ctuj j te last name begins with B SmartOffice Personal ae nathy Brad Ackerman Joseph Ackerman Kathleen Ackerman Kenneth 4ckerman Marianne Adam Chris 4dams Frank dans Margaret Adams William Adcock Martin Adcock Sarah Afable Patty Alexander Felicia Alexander Mark Alexander Sherman Alonzo Helena Fab cae fuh j ik mn opa rst arw eyz 42 11 58 a 626 a 160 6261799 2951 626 984 0382 626 555 1213 626 433 0928 626 962 2032 626 512 1231 213 449 D771 6261370 4410 626 555 1333x 626 745 6598 818 112 2311 6261335 3334 626 555 3222x taoca anes nsong Deana Ansong Judy nsong Lynn Anthony Brian Antil
15. als tabs on the PDA Please note that Policy information displayed here cannot be added modified or deleted from the PDA The information is read only Accessing Policy Information 1 From the Contact Details tab select the Policy icon to open the Policy Summary tab 2 Tap the Policy Name to display the Policy Detail tab 3 Tap Tools and select the Show Interested Parties option to display the Interested Parties tab 4 Tap OK twice and then tap Tools to select the Display Totals option to display the Policy Totals tab SmartOffice SmartOffice Mobile Pocket PC User Guide Page 36 Joseph Ackerman Plan Name Total Coverage Total Coverage 1 012 l l Home Insurance p567 kak pee ihe Safe Driver Plan 1 700 Policy P325166 Business Owner 240 LAT 450 Preferred Life 1 300 100 000 Policy Date 02 25 2001 American Lewel 10 9 600 500 000 Policy Type Life Status Inforce Mode Prem Semi Annual i506 00 Basic Face 400 000 00 MetCE 449 999 05 Cash Value 175 412 59 Tools ES EGR li lt a al 27 Tools FES H E f Ti Aa 7 Joseph Ackerman Life Benefit 449 999 Primary Contact Self Primary Insured Self A a 171 312 ner Self Annual Premium 2 126 Payor Self Beneficiary Son D I Benefit Beneficiary Daughter i Annual Premium to Absolute Assignee Wire Annuity Value 40 Annual Premium L Tools amp H E E BH lt A ft A Tools f E IY E ih bad Investments S
16. ations spreadsheet displays all available installation options From this spreadsheet click the SmartOffice Mobile for Palm and Pocket PC link to open the Install SmartOffice for Mobile devices dialog box Select the Click here to download and install SmartOffice Mobile for Pocket PC option to begin the installation file download Smart ffire Ez Install SmantOffice for Mobile devices Install SmantOffice for Mobile devices by selecting the following links SmantOffice files will be installed on your device before synchronization Click here t download and install SmarntOttice Mobile for Palm Click here t download and install SmarntCttice Mobile tor Pocket PC From the File Download dialog box click the Open button to start the installation Alternately the installation file can also be saved to the PC and installed from the saved location SmartOffice SmartOffice Mobile Pocket PC User Guide Page File Download cP Some files can harm your computer lf the file information below looks suspicious or You do not fully trust the source d not open or save this file File name 82m ppc exe File type Application From 192 J BET S7 This type of file could harm your computer if it contains malicious code Would vou like to open the file or sawe it to pour computer Save Cancel More Info Always ask before opening this type of file 4 Click the Yes button to install the SmartOffic
17. ckerman SmartPad Detail Joseph Ackerman 1 Type Mutual FundsMame Fidelit Appointment Completed at 2 Type BuyShare LO00 0Name 07 08 2004 3a Type Sell Av ERAGE COST rShar New FES 7 E Pp lt al 27 Deleting a SmartPad Note There are two ways to delete SmartPad Notes From SmartPad Summary 1 From the Contact Details tab tap the SmartPad icon to open the SmartPad Summary tab listing all the SmartPad entries for the selected Contact 2 Tap and hold on the SmartPad entry to open a menu with Edit Delete and Cancel options 3 Select Delete to open the Delete Record confirmation message box Tap Yes to delete the entry From SmartPad Detail screen 1 From the Contact Details tab tap the SmartPad icon to open the SmartPad Summary tab listing all the SmartPad entries for the selected Contact Tap on the entry to be deleted to open the SmartPad Detail tab 3 Tap Tools and select Delete to display the Record Deletion Confirmation box Tap Yes to delete the entry SmartOffice SmartOffice Mobile Pocket PC User Guide Page 35 BS SmartOffice SmartPad Detail Joseph Ackerman Created On OF 15 2004 15 59 PM Created On O7 15 2004 15 59 PM Appointment Completed at oy 08 2004 4 Do you want to delete the selected SmartPad entry Delete Send E Mail To Contact Edit Tools Policies SmartOffice Mobile is used to display the Policies Policy Details Interested Parties and Policy Tot
18. ddress Duration Duration Unik Minutes Phone Type SubType Source Birth Dake Age Income Type Appointment SubType Approach New Seen Priority Normal Alarm 15 Status Active Private T i SCE Details Adding an Non timed Activity from ToDo 1 From the Contact Details tab tap the ToDo icon to open the ToDo List tab 2 Tap New to open the Activity Details tab 3 Enter the necessary information for the activity and tap OK to see the added activity on the ToDo List tab H 7 SmartUlTice Martin Adcock To Do Contact Place ToDo Date Type SubType Priority Status Private Tracked Marianne Ackerman N 07 15 2004 To Do 4oproachiNew Seen MHormal Active n Activity SmartPad SmartOffice Mobile is used to view add and delete SmartPad records that are synchronized with the SmartOffice database Note that only those SmartPad entries that are added with SmartOffice Mobile for Pocket PC that are not synchronized with SmartOffice can be modified SmartOffice SmartOffice Mobile Pocket PC User Guide Page 34 Adding a SmartPad Note 1 From the Contact Details tab tap the SmartPad icon to open the SmartPad Summary tab listing any existing SmartPad entries for the selected Contact 2 Tap New to open the SmartPad Detail tab 3 Enter some notes and tap OK to see the added entry on the SmartPad Summary tab a SmartOffice SmartOlfice SmartPad Summary Joseph A
19. e SmantPad entries for last 3 months SmantPad Notes Only E Warning Downloading a large number of martPad entries can dramatically increase the time required to synchronize SmartOffice SmartOffice Mobile Pocket PC User Guide Page 7 6 The final Synchronization Setup Wizard screen is a review of the information selected for synchronization If all of the information is correct click the Finish button E Smart ffice SmatOtice Mobile Device Download Description Synchronization will be based on the selected criteria BES Selected Contacts BES Chrents A Cihrents Filter has been selected BE All Activities for the next 30 days and previous 30 days BES three SmartPad s per Contact To change the selection click the Back button Click the Finish button to save the Setup 7 After the initial setup is complete perform an ActiveSync operation to Synchronize the data with the SmartOffice Mobile database on the Pocket PC device SmartOffice SmartOffice Mobile Pocket PC User Guide Page 8 Preparing Data for Synchronization After the synchronization criteria have been selected perform an initial synchronization From the side menu click Synchronization and select Update Mobile Device to open the Update Mobile Device with Changes dialog box synchronization Smartlttice MWabile Setup Syne Smartatfice Mobile Mobile Device Setu Update Mobile Device smartLink
20. e application using the default application install directory The progress bar shows the application being installed Add Remove Programs x Select a program s check bos if you want to install it on pour mobile device or clear the check bos if you want to remove the program from your device Note IF a program that you installed is not listed the program was not designed to be used on your mobile device Installing Applications Install E Data Inc SmartOfhice and other pending installations using the default application install directory Ho Cancel Space available on device M Install program into the default installation folder Remove from both locations To remove the selected program from both p your device and this computer click Remove DY ma te 5 Once the progress bar is complete click the OK button from the Application Downloading Complete dialog box SmartOffice SmartOffice Mobile Pocket PC User Guide Page 2 Accessing SmartOffice Mobile on the Pocket PC Device Tap the Start menu to display the program list and then tap SmartOffice to open the program Hal Start eS ActiveSync a Calendar E Contacts Running SmartOffice Mobile for the First Time When launching SmartOffice for the first time the Security Information screen is displayed Security can be either enabled or disabled for the device Once security is enabled the only way
21. ecord is identical to the steps required in modifying an Individual Contact record Please refer to the Modifying a Contact Record section Modifying a Business Phone Number Modifying a Business phone number is identical to the steps required in modifying an Individual Contact phone number Please refer to the Modifying a Contact s Phone Number section Modifying a Business Address 1 From the Contact Details tab tap the Address tab to display the Address Summary 2 Tap the address for modification to open the Address Details dialog box 3 Modify the information as necessary and then tap OK to save the changes Deleting a Business Record 1 From the Contact Details tab tap Edit to open the Details tab 2 Tap Tools and select Delete to display the Record Deletion Confirmation box 3 Tap Yes to delete the selected Contact record Deleting a Business Phone Number 1 From the Contact Details tab tap the Phone tab to open the Phone Summary 2 Tap the Number to be deleted to open the Phone Detail tab 3 Tap Tools and select Delete to display the Record Deleting Confirmation dialog box 4 Tap Yes to delete the selected address Deleting a Business Address 1 From the Contact Details tab tap the Address tab to open the Address Summary 2 Tap the Address to be deleted to open the Address Detail tab 3 Tap Tools and select Delete to display the Record Deleting Confirmation dialog box 4 Tap Yes to delete the selected address Deletin
22. g a Business E mail Web Address 1 From the Contact Details tab tap the E mail tab to open the E mail Summary 2 Tap the address to be deleted to open the E mail Detail tab 3 Tap Tools and select Delete to display the Record Deleting Confirmation dialog box 4 Tap Yes to delete the selected address SmartOffice SmartOffice Mobile Pocket PC User Guide Page 22 Calendar The Calendar views are AgendaView DayView WeekView and MonthView AgendaView The AgendaView is used to display a combination of timed and non timed activities for a specific day The AgendaView for a previous or future day is displayed by tapping the left or right arrows Christine Barnaby To Do 02 25 PM 60 Minutes Kenneth Ackerman Appointment 03 00 PM 60 Minutes DayView Select Calendar from the SmartOffice Mobile Main screen to open the Day View Calendar The Day View is used to display the activities for a specific day The DayView for a previous or future days activities is displayed by tapping the left or right arrows hristine Barnab enneth Ackerman Meeting T SmartOffice SmartOffice Mobile Pocket PC User Guide Page 23 WeekView The WeekView is used to view activities for a specific week Previous or future weeks activities can be displayed by tapping the left or right arrows MonthView The Month View is used to display activities for a specific month The MonthView for previous or future months acti
23. garet Adams ToDo Approach New Seen Martin Adcock To D OF 15 2004 Thu california shopping for birthday party Delete Activity History Edit Tools T E li lt A d SmartOffice SmartOffice Mobile Pocket PC User Guide Page 32 Margaret Adams To Do Approach New Seen Martin Adcock To Do Do you want to delete the selected Activity Edit Tools F F E ji lt a d Activity Log The Activity Log is a list of the activities linked to a particular contact that is used to display add and modify activities Adding a Timed Activity from the Activity Log Adding an activity from either Calendar or Activity Log is nearly identical The main difference is that when adding an activity from the Activity Log it is linked to a Contact 1 From the Contact Details tab tap the Activity Log icon to open the Activity Log tab listing any existing activities for the selected Contact Tap New to open the Activity Details tab 3 Enter the necessary information for the activity and tap OK to see the added activity on the Activity Log tab SmartOffice SmartOffice Mobile Pocket PC User Guide Page 33 r ng SmartOffice T j La a SmartOffice Mrs Kathleen Ackerman Architect Architect Hibbelll 488 5 Oakland Avenge Pasadena CA 91101 626 984 0382 Client A Referral 01703 1955 43 110 000 Contact Kathleen Ackerman california OF 15 2004 03 36 PM 60 Place Starts A
24. ief OF Staff Birth Date O2f27 1950 Oye BUBE Details Phone Address Mall Dr Joseph Ackerman Chief OF Staff Medical Joseph M Ackerman M O Inc 144 Wilshire Blvd Suite 250 Address Los Angeles TA 90007 626 799 2951 Phone JAackermnant bobbisnek com E Mail Clienti A Type SubType Referral Source 022711950 Birth Date ot Age 375 000 Income Edit TEV E T E fad SmartOffice SmartOffice Mobile Pocket PC User Guide Page 13 From the New menu in the SmartOffice Mobile Main screen 1 From the New menu select Contact 2 Tap New to open the Record Type dialog box 3 Select the Individual option and then tap OK to display the Details tab r ke Calendar To Do vr BP s3 N sn a Calendar To Do Contact Type Sub Type Title Name Suffix Greeting Employer SOUFCE SuUb Source Job Title Birth Date Be cr ae Edit Tools El Age Details par SmartOffice Moshe ay BAe So in aera Ku ie ede g i i a a 3 wd e Client B Mrs Adams Margaret Margaret Ace Building Referral Accounting Department 03 19 1942 Contact Phone Number oe xw a 7 SmartUlTice z z nr Select the type of contact to be added from the following options a SmartOffice a Individual Business Mrs Margaret 4dams Accounting Real Estate Department Ace Building 2314 4sh Drive Monterey Park CA 91754 626 962 2032 margaret adams
25. inutes k SmartOftice Kenneth Ackerman Appointment 03 00 PM 60 Minutes Do you want to delete the selected Activity Edit Tools fF RET Ad From the Activity Edit tab edit mode 1 oe ae Te From the SmartOffice Mobile Main screen select Calendar to open the AgendaView calendar which lists all the scheduled activities for the current date Tap an activity to be deleted to display the Activity Detail tab in read only mode Tap Edit to switch Activity Details tab to edit mode Tap Tools and select Delete to open a Delete Record confirmation dialog box Tap Yes to delete the activity SmartOffice SmartOffice Mobile Pocket PC User Guide Page 28 f SmartOffice y 7 Smart ffice Christine Barnaby Contact Barnaby Christine To Do ApproachiMew Seen Place new york 07 15 2004 02 28 PM 60 Minutes Starts 07 15 2004 02 28 PM new york Duration 60 Duration Unik Minutes Type To Do SubType Approach New Seen Priority Normal Alarm 15 Status Active Private r Delete i Send E mail to Contact Edit Tools F E ji lt a XV Edit Tools pam SmartOffice a 2 54 Contact Barnaby Christine Place new york SmartOftice Do you want to delete the selected Activity Alarm 15 Status Active Private r Tracked l H Edit Tools El ToDo From the SmartOffice Mobile Main screen select ToDo s to open the non timed activities list Addi
26. le Eugene ntosen Robert Arias Emily Arliss Jill Arreita Amy Arrieta Michael Arrieta Sandy Arron John Ashcraft Michael Aon Jennifer as Samuel SmartOffice SmartOffice Mobile Pocket PC User Guide Page 12 Tap the alphabet tab to find a Contact record Tapping ab highlights the first Contact whose last name begins with A Tap ab again and it highlights the first Contact whose P 2342 808 821 5718 213 123 1324 818 388 7111 310 237 4882 818 965 4455 213 555 4444x 3731355 0098 626 991 2313 6261557 8904 S62 698 5674 213 987 0984 21355 6945 o 6521 11555 3555 Creating an Individual Contact Record There are two ways to create a new Contact Record From the Contact Summary tab 1 From the SmartOffice Mobile Main tab select Contacts By default the Personal Individual Contact Summary tab is displayed i Tap New to open the Record Type dialog box 3 Select the Individual option and then tap OK to display the Edit screen 4 Enter the required Individual Contact information and then tap OK to display the Detail tab P SmartOffice z z ur OD Za Smart llice 4 12 08 ok Contact Type Client Select the type of contact to Sub Type be added from the following Title Dr kara Name Ackerman Joseph a Individual Suffice areeting Joe Business z Emplover Joseph M Ackerman M Source Referral ER Sub Source Job Title Ch
27. martOffice Mobile can display the Investment Summary Investment Details and Investment Totals tabs on the PDA Note The Investment Details tab is intended to display investments with share and cost information The Variable Annuity information is limited due to this restriction The investment information is read only Accessing Investment Information 1 From the Contact Details tab select the Investment icon to open the Investment Summary tab 2 Tap the Investment Name to display the Investment Details tab SmartOffice SmartOffice Mobile Pocket PC User Guide Page 37 3 Tap OK and then tap Tools to select the Display Totals option to display the Investment Totals tab HF SmartOffice 4 HF SmartOffice Investment Summary Joseph Ackerman Investment Detail Joseph Ackerman Investment Mame pees Values bd Security Type Bonds ATT 3 8 2010 138 339 Invest Mame ATT 5 8 2010 American Skandia 131 766 General Electric Capital Corp 44 655 Account 00234567956 Amgen Corporation 51 562 Purchase Cost 129 999 99 Cash 60 000 oe AT amp T 63 257 Tax Basis 129 999 Federal Mat Mtg 4ssn Mtn 50 143 Sh Dat 136 815 168 010772004 United States Treasury Bills 485 395 NL amp Wan American Funds U S Govt 17 402 Price Date 101 11 03 19 2004 American High Yield 13 309 ine 138 339 Tools E vy EH Bad 27 Tools Hi EH T El lt l 7 ae SmartOffice Investment Totals Joseph Ackerman t674 90735
28. mmunicate with the MobiLink Server The options are TCP IP HTTP or HTTP using a web server An additional checkbox is displayed when HTTP is selected This information will be provided by E Z Data for SmartOffice Online users and by the IT department of corporate users SmartOffice Login Information The Office User and Password for accessing SmartOffice must be entered in the appropriate fields To enter the password tap the Password button enter and confirm the SmartOffice login password and tap the OK button If the SmartOffice One Card System eOCS is being used with SmartOffice select the eOCS User checkbox to enable One Card System Outcomes when tracking activities MobiLink Server Details The host URL or IP address and port assigned to the MobiLink Server must be entered in order to synchronize successfully This information is provided by E Z Data for SmartOffice Online users and by the IT department of corporate users Once the correct information has been entered on the Synchronization Options screen tap the OK button to save the information Setting Up SmartOffice Mobile Synchronization Criteria 1 From the side menu click Synchronization and select Mobile Device Setup to launch the Synchronization Setup Wizard synchronization smatlttice Mobile Setup Syne SmartOrtice Mobile Mobile Device Setup Update Mobile Device 2 From the first screen of the Synchronization Setup Wizard click the Next button 3 Ch
29. nchronization and MobiLink Server information Note Only one database can be used for synchronization SmartOffice SmartOffice Mobile Pocket PC User Guide Page 4 Synchronization Options To open the Synchronization Options screen continue as follows 1 From the SmartOffice Mobile Main screen tap Tools to list the following options Synchronize Sync Configuration and About SmartOffice Mobile 2 Select Syne Configuration to open the Synchronization Options screen SmartOffice si Contacts ka Calendar To Do Security Password About SmartOffice Mobile From the Synchronization Options screen enter the following information e Office Name SmartOffice Office Name e User Name SmartOffice User Name e Password Enter the SmartOffice User Password e Select the communication method used to connect to the MobiLink Server TCP IP or HTTP e Host Enter the IP address of the MobiLink Server e Port Enter the Communication Port Note The SmartOffice System Administrator should provide the communication method host IP address and port number SmartOffice SmartOffice Mobile Pocket PC User Guide Page 5 4 SmartOffice iia GD F Synchronization Options Office Name carl User Name admin tHE HE HE HE HE PE RE Password _ eOcs User 2 ubiLir k Server Details G TOPP C HTTP ET Web Server Host 192 168 2 171 Pork 2447 Protocol Select the communication protocol used to co
30. new records and modifications C Perform a full refresh of the data from SmantOftice SmartOffice SmartOffice Mobile Pocket PC User Guide Page 9 SmartOffice Mobile Main Screen When the SmartOffice Mobile application is launched after the initial setup and synchronization is complete the application opens to the SmartOffice Mobile Main screen SmartOffice Mobile is a menu driven application and the menu is accessible from the Main tab 4 Smart f ce ESTETI X lt 4 Contacts s ke Calendar qi i To Do Yil at a x ae N7 ezz Smart New Tools g7 In the SmartOffice Mobile Main screen there are four icons Contacts Calendar ToDo and Synchronize There are also two menu options New and Tools Contacts add a new Contact record and view existing Contact records Calendar add an Activity and view existing Activity information ToDo s add a ToDo and view existing ToDo information Synchronize perform synchronization New menu add new Contacts Activities and ToDo s Contacts By default when the Contacts icon is selected from the SmartOffice Mobile Main screen the Personal Individual Contact Summary tab is displayed The Contact Summary tab can display records in four different categories Recent Personal Business and All Contacts These options can be selected by tapping the drop down arrow next to the Personal option SmartOffice SmartOffice Mobile Pocket
31. ng a ToDo Item 1 From the SmartOffice Mobile Main screen select ToDo s to open the non timed activities list Tap New to open the Activity Details tab 3 Enter the non timed activity information and then tap OK to save the activity SmartOffice SmartOffice Mobile Pocket PC User Guide Page 29 H 7 Smart ffice Contact Place ToDo Date Type SubType Priority Status Private Tracked Margaret Adams To Do party Margaret dams california OF 15 2004 To Do 4o0proach Wew Seen Normal Active n Modifying a ToDo Item There are two ways to modify a ToDo From the ToDo List 1 From the SmartOffice Mobile Main screen select ToDo s to open the ToDo List which H 7 SmartOffice Subject Activity Reason shopping for birthday party Shows all the ToDo s scheduled for the current date shown 2 Hold the stylus down on a ToDo to open a menu with Edit Delete and Cancel options 3 Tap Edit to open the Activity Details tab in edit mode Make the necessary modifications and then tap OK to save the changes SmartOffice SmartOffice Mobile Pocket PC User Guide Page 30 From the Activity Edit tab 1 From the SmartOffice Mobile Main screen select ToDo s to open the ToDo List which shows all the ToDo s scheduled for the current date shown 2 Tap the ToDo to be modified to display the Activity Details tab in read only mode 3 Tap Edit to switch the Activity Details tab
32. oose to synchronize all contacts or selected contacts and click the Next button If All Contacts is selected continue with step 4 When choosing the Selected Contacts option the Filter Set Selection dialog box opens Select a set or filter of contacts to synchronize SmartOffice SmartOffice Mobile Pocket PC User Guide Page 6 Smart ffire x Filter Set Selection Select contacts to synchronize based on a filter or set Filter Set Filter Clents 4 Clients 4 Select a date range of future and past activities for synchronization Click the OK button to continue There are two different ways to download the activities Select the All option to download all types of activities or select the Timed option to download only the timed activities and click the Next button E Smart ffire SmatOtice Mobile Device Octnhaty Selection Select the type and date range of activities to be synchronized Activity Type A Activity Date Range Het days Frewious 5 From the SmartPad Selection screen set the number of SmartPad entries to synchronize Alternately a range in months or just SmartPad entries manually added as notes can be synchronized Click the Next button E Smart ffirce SmantOfice Mobile Device martPad Selection Select the number of SmantPad entries to download for each contact specify martPad Downloading Options 1 2 3 4 5 E Ff 8 9 oe Oo e 8 e e e
33. ormation and then tap the Phone and Address tabs to enter the corresponding information 5 Tap OK to save the information and display the Contact Details tab SmartOffice SmartOffice Mobile Pocket PC User Guide Page 19 ri 7 SmartOffice SmartOffice Select the type of contact to Name ABC Lite be added from the following Source zar Industry O Individual Class Employees 150 Revenue 0 00 Est Date EN Prim Contact Monica Scot Income E Business Tax SIC Details Phone Address Wi 950 5 Pepper St Address P O Box 950 Los Angeles TA 90024 S25 466 8989 Phone AEE aA apal corn E Mail Monica Scott Prim Contact Edit amp H E hf lt l 27 From the New menu in SmartOffice Mobile Main screen 2 3 4 From the New menu select Contact Tap New to open the Record Type dialog box Select the Business option and then tap OK to display the Details tab Enter the business information and then tap the Phone and Address tabs to enter the corresponding information 5 Tap OK to save the information and display the Contact Details tab SmartOffice SmartOffice Mobile Pocket PC User Guide Page 20 z SmartOffice f Ha SmartOffice i Contacts Select the type of contact to ke Calendar i be added from the following options el ToDo O Individual di as Ata Tae ayna cs ze za Ge dede sae AS aa Business HF SmartOffice jz 2 22 ok
34. re listed here There are three ways to search for a Contact Individual or Business record e Use the vertical scrollbar to scroll up and down the Contact list Once the appropriate record is found tap the Contact s name and the Contact Details tab a SmartOffice Personal Abernathy Brad Ackerman Joseph Ackerman Kathleen Ackerman Kenneth Ackerman Marianne Adam Chris Adams Frank dams Margaret Adams William Adcock Martin Adcock Sarah Afable Patty Slexander Felicia Alexander Mark Alexander Sherman Alonzo Helena Fab cde fah ik mn apa rst pow ez p26 522 1160 626 984 0382 626 555 1213 6261433 0928 6261962 2032 6261512 1231 2134400771 626 370 4410 626 555 1533 626 745 6598 818 112 2311 6261335 3334 626 555 s222 a SmartOffice iia a Dr Joseph Ackerman Chief OF Staff Medical Joseph M Ackerman M O Inc 144 Wilshire Bilyd Suite 250 Address Los Angeles CA 90007 626 799 2951 Phone J4ckerman bobbisnet com E Mail Client A Referral 02 27 1950 ot 375 000 Type SubType SOUFCE Birth Date Age Income Jedit 2 I8 E j 7 SmartOffice SmartOffice Mobile Pocket PC User Guide Page 11 e Enter a portion of the business name or individual contact s last name in the search field provided on the top right hand corner to display the matching Contact record SmartOffice 11 53 Qa a cae f
35. t Line 1 2314 Ash Drive Los Angeles CA 90024 Line 2 Line 3 city Monterey Park State C Country ip Remarks Preferred New fF Es EE i E lt a al 27 edit Tools El Contact E mail Web Address 1 From the Contact Details tab tap the E mail tab to open the E mail Summary 2 Tap New to open the E mail Details dialog box SmartOffice SmartOffice Mobile Pocket PC User Guide Page 15 3 Tap the Type drop down arrow to select either the E mail or Web Site option 4 Enter the remaining address information in the Address field Note The preferred E mail Web Site is displayed on the Contact Details tab a SmartOffice q 12 21 4 E Mail Detail Margaret 4dams AF SmartOffice 4q 12 21 E Mail Summary Margaret Adams E Mail margaret_adamsddemo Type E Mail Web Site www Wwisadarn com Address margaret _adanstdemomhotm Preferred Edit Tools New EP E n E ji d 7 Modifying a Contact Record 1 From the Contact Details tab tap Edit 2 Modify the contact s information and tap OK to save the changes SmartOffice 4 12 13 OD AF Smartoffice 42 12 12 ok Mrs Margaret 4dams Contact Type Client Accounting Department Sub Type B Real Estate Ace Building 2314 4sh Brive Monterey Park CA 91754 Suffix 626 962 2032 Phone Greeting Margaret margaret_adams demo h E Mail Client B Type SubType Referral Source Source Referral 03 19 1942 Birth Date Sul S R
36. tdemoi n Client B Referral 03719 1942 12 13 ok Address Phone E Mail Type SubType Source Birth Dake Age Income Edit E E n E lt a al 27 SmartOffice SmartOffice Mobile Pocket PC User Guide Page 14 Tap the Type drop down arrow to specify the phone type From the Contact Details tab tap the Phone tab to open the Phone Summary Tap New to open the Phone Detail dialog box Enter the remaining phone information and then tap OK to save the additions AF Smartoffice q 12 14 OD BAF Smartoffice 2 12 15 ok Phone Summary Margaret Adams Phone Details Margaret Adams Residence 626 962 2032 Residence Residence Fax 626 585 3550 Business 626 987 7288 Area Code 626 Dial Wurmber 962 2032 Extension Remarks Preferred New 2 F v EE p EF lt a dl 2 Edit Tools E Contact Address 1 From the Contact Details tab tap the Address tab to open the Address Summary Tap New to open the Address Detail dialog box Tap the Type drop down arrow to specify the address type a I Enter the remaining address information and then tap OK to save the additions Note The preferred Phone Number and Address are displayed on the Contact Details tab AF SmartOffice K 12 17 OD AF Smart llice 12 19 0D Address Summary Margaret Adams Address Details Margaret Adams Residence 2314 Ash Drive Address Type Residence Monterey Park CA 91754 Business 967 E 21st Stree
37. to open the AgendaView calendar listing all the activities scheduled for the current date displayed 2 Hold the stylus on an Activity to open a menu with the options Edit Delete and Cancel 3 Select Delete to open the Delete Record confirmation message box Ek Yes to delete the activity Frank Adams 12 00 PM 60 Miili Christine ne a 02 28 PM 60 Mil 2E Kenneth Ackerman Appointment Do you want to delete the 03 00 PM 60 Minutes selected Activity From the Activity Detail tab read only mode 1 From the SmartOffice Mobile Main screen select Calendar to open the AgendaView calendar listing all the scheduled activities for the current date displayed Tap the activity to be deleted to display the Activity Detail tab in read only mode 3 Tap Tools and select Delete Activity to open a Delete Activity Record confirmation message box 4 Tap Yes to delete the activity SmartOffice SmartOffice Mobile Pocket PC User Guide Page 27 Ma SmartOffice Frank Adams Frank Adams Appointment Appointment Approach New Seen 12 00 PM 60 Minutes business lunch 07 15 2004 12 00 PM 60 Minutes Christine Barnaby To Do 02 28 PM 60 Minutes Steen alert Kenneth Ackerman Appointment Meeting with client to discuss about hew 03 00 PM 60 Minutes insurance policies Delete Activity r re SmartOffice Frank Adams Appointment ApproachiNew Seen Christine Barnaby To Do 7 eee 02 28 PM 60 M
38. vities can be displayed by tapping the left or right arrows July z004 SmartOffice SmartOffice Mobile Pocket PC User Guide Page 24 Adding an Activity from the Calendar 1 From the DayView calendar tap New to open the Activity Details tab 2 Enter the activity information and then tap OK to save the activity a SmartOffice HF SmartOffice a 2 36 uk Contact Frank Adams Subject business lunch Activity Reason Place Green street Starts OF 15 2004 12 00 PM Duration 60 Meeting with client to discuss about new insurance policies Duration Unit Minutes Type Appointment SubType Approach New Seen Priority Normal Alarm 15 Status Active Private r Edit E a Modifying an Activity from the Calendar There are two ways to modify an activity From the AgendaView 1 From the SmartOffice Mobile Main screen select Calendar to open the AgendaView calendar listing all the activities scheduled for the current date displayed Hold the stylus on an Activity to open a menu with the options Edit Delete and Cancel 3 Tap Edit to open the Activity Details tab in edit mode Modify the information as necessary and then tap OK to save the changes SmartOffice SmartOffice Mobile Pocket PC User Guide Page 25 SmartUffice 12 00 PM Edit Delete Cancel Christine Barnaby Derza PM 60 Minutes Kenneth Ackerman Appointment 03 00 PM 60 Minutes
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