User manual PALM III - APPLICATIONS

Applications Handbook for the Palm IIITM Organizer Copyright Copyright © 1998 3Com Corporation or its subsidiaries. All rights reserved. 3Com, the 3Com logo, Palm Computing, Graffiti and HotSync are registered trademarks, and PalmPilot, Palm III, Palm OS, Palm, the Palm Computing platform logo, the PalmPilot logo and the Palm III logo are trademarks of Palm Computing Inc., 3Com Corporation or its subsidiaries. Other product and brand names may be trademarks or registered trademarks of their respective owners. This product is not manufactured by Pilot Corporation or Pilot Corporation of America, manufacturers and distributors of writing instruments. Disclaimer and Limitation of Liability 3Com Corporation and its subsidiaries assume no responsibility for any damage or loss resulting from the use of this handbook. 3Com Corporation and its subsidiaries assume no responsibility for any loss or claims by third parties which may arise through the use of this software. 3Com Corporation and its subsidiaries assume 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 "3Com End User Software License Agreement" contained in the Basic Handbook for the Palm III Organizer before using the accompanying software program(s). Using any part of the software indicates that you accept the terms of the 3Com End User Software License Agreement. 3.5" Software Diskettes 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 may obtain 3.5" diskettes. See "Technical Support, Service and Repair" in the Basic Handbook for the Palm III Organizer for the phone number to obtain these diskettes, or complete and mail (or fax) the diskette offer card supplied in the Palm III organizer product package. P/N: 405-0293 A/N: 423-0208 Page ii Applications Handbook for the Palm III Organizer Contents Chapter 1: Address Book Getting Started With Address Book Entries .....................................2 Working With Address Book Entries ................................................5 Address Book Menu Commands .....................................................10 Chapter 2: Calculator Using the Calculator Screen ..............................................................13 Calculator Menu Commands ...........................................................15 Chapter 3: Date Book Scheduling an Event ..........................................................................18 Rescheduling an Event ......................................................................22 Setting an Alarm for an Event ..........................................................22 Scheduling Repeating Events ...........................................................23 Marking a Private Event ....................................................................25 Deleting an Event ...............................................................................25 Changing the Date Book View .........................................................26 Date Book Menu Commands ............................................................29 Chapter 4: Expense Creating an Expense Item .................................................................33 Entering Receipt Details ....................................................................35 Show Options ......................................................................................38 Transferring Your Data to Microsoft Excel .....................................39 Expense Menu Commands ...............................................................44 Chapter 5: HotSync® The HotSync Process and the HotSync Manager ..........................47 Performing a HotSync Operation for the First Time .....................48 Conducting a Local HotSync Operation .........................................50 Selecting HotSync Setup Options ....................................................50 Customizing HotSync Application Settings ...................................54 Conducting a HotSync Operation via Modem ..............................55 Conducting HotSync Operation via a Network ............................59 Creating a User Profile ......................................................................59 Using File Link ....................................................................................61 Chapter 6: Mail Setting Up Mail on the Desktop .......................................................63 Synchronizing Mail with your E-Mail Application .......................66 Opening Mail on your Palm III organizer ......................................66 Viewing Messages ..............................................................................66 Creating Messages ..............................................................................68 Contents Page iii Looking Up an Address .................................................................... 70 Adding Message Details ................................................................... 72 Sending Messages .............................................................................. 75 Editing an Unsent Message .............................................................. 76 Draft Messages ................................................................................... 77 Filing a Message ................................................................................. 78 Deleting Messages ............................................................................. 78 Message List Options ........................................................................ 80 HotSync Options ................................................................................ 82 Creating Special Filters ..................................................................... 84 Defining Filter Strings ....................................................................... 86 High-Priority Messages .................................................................... 88 Truncating Messages ......................................................................... 88 Mail Menu Commands ..................................................................... 89 Chapter 7: Memo Pad Working With Memos ....................................................................... 94 Arranging Memos .............................................................................. 95 Marking a Private Memo .................................................................. 96 Deleting a Memo ................................................................................ 97 Memo Pad Menu Commands .......................................................... 98 Chapter 8: Preferences Buttons Preferences ......................................................................... 102 Digitizer Preferences ....................................................................... 105 Formats Preferences ........................................................................ 105 General Preferences ......................................................................... 106 Modem Preferences ......................................................................... 109 Network Preferences and Palm TCP/IP Software ...................... 110 Owner Preferences ........................................................................... 124 ShortCuts Preferences ..................................................................... 125 Chapter 9: Security Assigning a Password ..................................................................... 128 Hiding Private Entries ..................................................................... 129 Showing Private Entries .................................................................. 130 Locking Your Palm III Organizer .................................................. 130 Changing or Deleting a Password ................................................. 131 Recovering from a Forgotten Password ....................................... 132 Page iv Applications Handbook for the Palm III Organizer Chapter 10: To Do List Opening the To Do List ...................................................................133 Working With To Do Items .............................................................134 To Do Item Details ...........................................................................136 Deleting a To Do Item ......................................................................137 To Do Show Options ........................................................................138 To Do List Menu Commands .........................................................139 Appendix A: Expense Templates Expense Templates ...........................................................................143 Appendix B: Creating a Custom Expense Report About Mapping Tables ....................................................................147 Customizing Existing Sample Templates .....................................148 Determining the Layout of the Expense Report ..........................149 Analyzing Your Custom Expense Report .....................................150 Programming the Mapping Table .................................................151 Using Applications Other Than Microsoft Excel .........................156 Expense File Details .........................................................................156 Appendix C: Non-ASCII Characters for Login Scripts Use of ^char ......................................................................................157 Carriage Return and Line Feed ......................................................157 Literal Characters .............................................................................158 Index Index....................................................................................................159 Contents Page v Page vi Applications Handbook for the Palm III Organizer Chapter 1 Address Book The Address Book enables you to keep names, addresses, phone numbers and other information about your personal or business contacts. With the Address Book, you can: s Quickly look up or enter names, addresses, phone numbers and other information. Enter up to five phone numbers (home, work, fax, car, etc.) or e-mail addresses for each name. Define which phone numbers appear in the Address List screen for each Address Book entry. Attach a note to each Address Book entry where you can enter additional information about the entry. Assign categories to your Address Book entries, so you can quickly sort and view your entries in logical groups. Press the Address Book button on the front panel of the Palm IIITM connected organizer to display the Address Book on the screen. s s s s To open the Address Book: s L IC AT IO LC U L AT 12 ab c M ENU 3 F IND Address button Chapter 1 R AP S CA P N O Page 1 Getting Started With Address Book Entries An Address Book entry is where you store name and address information about people or businesses. Your Palm III organizer makes it easy to create, edit and delete Address Book entries. Creating an Address Book Entry You can create Address Book entries on your Palm III organizer, or you can use the PalmTM Desktop software to create Address Book entries on your computer and download the entries to your Palm III organizer with the next HotSync® operation. See the "HotSync" chapter for details. Note: The Palm Desktop software also has data Import capabilities that enable you to load database files into the Address Book on your Palm III organizer. Refer to the online documentation supplied with the Palm Desktop software for details. To create a new Address Book entry: 1. Press the button on the front of your Palm III organizer to display the Address List screen. 2. Tap the New button to display the Address Edit screen. Cursor at Last name Tap New 3. Enter the last name of the person you want to add to your Address Book. Page 2 Applications Handbook for the Palm III Organizer Note: Your Palm III organizer automatically capitalizes the first letter of each field (except numeric and e-mail fields). You do not have to use the Graffiti® capital stroke to capitalize the first letter of the name. 4. Use the Next Field Graffiti stroke to move to the First Name field. Next Field You can also move to any field by tapping it directly. Note: 5. Enter the person's first name in the First Name field. 6. Repeat steps 4 and 5 to enter the other information that you want to include in this Address Book entry. 7. Tap the arrows to move to the next page of information. 8. After you finish entering information, tap the Done button to return to the Address List screen. Tap Done Tip: You can create an Address Book entry that always appears at the top of the list by beginning the Last name (or Company name) field with a blank space. For example, you might create an " If Found Call" entry that contains your name and phone number in case you lose your Palm III organizer. Chapter 1 Page 3 Editing an Address Book Entry After you create an Address Book entry, you can update it or enter additional information any time. To edit an Address Book entry: 1. Tap the Address Book entry that you want to change to display the Address View screen for that entry. 2. Tap the Edit button (or anywhere on the screen) to display the Address Edit screen. 3. Tap any field (Address, City, etc.) and enter or change the information. 4. After you finish, tap the Done button to return to the Address List screen. Deleting an Address Book Entry There are two ways to delete an entry: use the Menu Commands (described in the "Record Menu" section of this chapter) or use the Address Entry Details dialog. To delete an entry with the Address Entry Details dialog: 1. Tap the Address Book entry that you want to delete to display the Address View screen for that entry. 2. Tap the Edit button to display the Address Edit screen. 3. Tap the Details button to open the Event Details dialog. 4. Tap the Delete button to open the Delete Address alert. 5. Tap the OK button to confirm you want to delete the entry. Page 4 Applications Handbook for the Palm III Organizer Working With Address Book Entries Your Palm III organizer enables you to quickly find your Address Book entries, group them by category, and display the entries by name or company name. You can also choose the type of information you want your entries to include and exchange Address Book information with other 3Com® connected organizer users. Looking Up Address Book Entries When working with the Address Book, the scroll button on the front panel of the Palm III organizer makes it easy to navigate among your address entries. In the Address List screen, the scroll button moves up or down an entire screen of address entries. If you hold down the scroll button, you accelerate the scrolling so that it displays every third screen. In the Address View screen, the scroll button moves to the previous or next address entry. You can also use the Address List Look Up feature to quickly scroll to any of your Address Book entries. To Look Up an Address Book entry: 1. Display the Address List screen. 2. Enter the first letter of the name you want to find. Look Up line Note: The letter appears on the Look Up line and the list scrolls to the first entry that begins with that letter. If you write another letter, the list scrolls to the first entry that starts with those two letters. For example, writing an "s" might scroll to "Sands," and writing "sm" might scroll further to "Smith." If you sort the list by company name, the Look Up feature scrolls to the first letter of the company name. 3. Tap any entry to view its contents, or use the carriage return stroke to view the selected entry. Chapter 1 Page 5 Choosing Types of Phone Numbers Your Palm III organizer enables you to choose the types of phone numbers or e-mail addresses that you associate with an Address Book entry. Any changes you make will apply only to the current Address Book entry. To choose other types of phone numbers in an Address Book entry: 1. Tap the Address Book entry that you want to change to display the Address View screen for that entry. 2. Tap the Edit button to display the Address Edit screen for that entry. 3. Tap the pick list next to the label you want to change. Tap triangle 4. Tap the new label you want to use. Assigning Address Categories Categories can help you file individual Address Book entries into groups for easy review. You can assign and edit categories in the Address Book or by using the Categories pick list in the Details dialog (see "Using Categories" in the Basic Handbook for the Palm III Organizer for a complete description of categories). To assign a category to an Address Book entry: 1. Tap the Address Book entry you want to assign to a category. 2. Tap the Edit button in the Address View screen to display the Address Edit screen. 3. Tap the pick list in the upper-right corner and tap the category that you want to assign to the Address Book entry. Page 6 Applications Handbook for the Palm III Organizer Sorting by Name or Company You can sort the entries in the Address List screen by Company and Last Name, rather than by Last Name and First Name. These settings do not change your Address Book data in any way; they merely change the view. To sort the entries in the Address List screen: 1. Display the Address List screen. 2. Tap the icon to open the Address Book menus. 3. Tap Preferences from the Options menu to open the Address Book Preferences dialog. 4. Tap the setting that you want for the Address List screen. 5. Tap the OK button to display the Address List screen with your new setting. Note: Entries with no company name sort by last name. Changing Address Entry Details The Address Entry Details dialog provides a variety of options that you can associate with an Address entry. To open the Address Entry Details dialog: 1. Tap an Address Book entry to display the Address View screen for that entry. 2. Tap the Edit button to display the Address Edit screen. 3. Tap the Details button to open the Address Entry Details dialog. Chapter 1 Page 7 4. Select any of the following settings: Show in List Choose which type of phone or other information appears on the Address List screen for the current entry. Your options are: Work, Home, Fax, Other and E-mail. Assign the entry to a particular category. Your options are: Business, Personal, QuickList, Unfiled and Edit Categories. Hide this entry when the security features are turned on. Category Private Beaming Address Entries to Other 3Com Connected Organizers The IR port on your Palm III organizer enables you to beam Address Book entries to other 3Com connected organizers. You can beam any of the following: s Business card. A specially designated entry containing information you want to exchange with business contacts. You can send your business card quickly with one-touch beaming. s Current address entry. The entry currently selected on your Palm III organizer. For example, you may want to beam the name of a business contact to a coworker who also uses a Palm III organizer. s Category of address entries. All of the entries that you have assigned to the selected category. For example, you might want to share your list of restaurants with a friend. Note: For more on the IR port, see "Beaming Information to Other 3Com Connected Organizers" in the Basic Handbook for the Palm III Organizer. To select a business card: 1. Create an Address Book entry containing the information you want on your business card. 2. Tap your business card entry to display the Address View screen for that entry. 3. Tap the icon to open the Address Book menus. 4. Tap Select Business Card from the Record menu, and tap Yes to accept this entry as your business card. Page 8 Applications Handbook for the Palm III Organizer To beam a business card: 1. Tap your business card entry to display the Address View screen for that entry. 2. Tap the icon to open the Address Book menus. 3. Tap Beam Business Card from the Record menu to beam your card to another 3Com connected organizer. Tip: You can press the your card. button for about two seconds to beam To beam the current entry: 1. Tap an Address Book entry that you want to beam to display the Address View screen for that entry. 2. Tap the icon to open the Address Book menus. 3. Tap Beam Address from the Record menu to beam the current entry to another 3Com connected organizer through the IR port. Tip: You can set the full-screen pen stroke to beam the current entry. See "Pen Preferences" for details. To beam the current category: 1. Display the Address List screen. 2. Tap the pick list in the upper-right corner and tap the category you want to beam to display the entries in that category. 3. Tap the icon to open the Address Book menus. 4. Tap Beam Category from the Record menu to beam the entries in the current category to another 3Com connected organizer through the IR port. Chapter 1 Page 9 Address Book Menu Commands The Address Book includes menu commands to make it fast and easy to perform common file and editing tasks. This section explains the menu commands that are specific to the Address Book. Refer to "Using Menus" in the Basic Handbook for the Palm III Organizer for information about menu commands that are common to all of your Palm III organizer applications. Record Menu When you select the Record menu, its commands appear on the screen. The menu commands are slightly different depending on the current screen. Address List Address View Delete Address Opens an alert dialog prompting you to confirm deletion of the current entry. Tap the OK button to delete the entry from your Palm III organizer, or tap the Cancel button to close the alert dialog and keep the entry. Note: By default, your Palm III organizer removes the entry from the Address Book, but retains a copy of the entry and transfers it to an archive file on your computer the next time you perform a HotSync operation. To remove the entry completely, clear the Save archive copy on PC check box. Attach Note Opens the Address Book Note dialog where you can create a Note for the current entry. Page 10 Applications Handbook for the Palm III Organizer Delete Note Opens an alert dialog prompting you to confirm deletion of the Note attached to the entry. Tap the OK button to delete the Note, or tap the Cancel button to close the alert dialog and keep the note. Beams the current Address Book entry to another 3Com connected organizer through the IR port. Beams all Address Book entries in the current category to another 3Com connected organizer through the IR port. Enables you to select the current Address Book entry as your business card. To beam your business card to other 3Com connected organizers, use the Beam Business Card command. Sends the current business card to another 3Com connected organizer through the IR port. You can also initiate this command by holding down the Address Book button for at least two seconds. This is a convenient way to exchange business cards with other 3Com connected organizer users. Beam Address Beam Category Select Business Card Beam Business Card Options Menu When you select the Options menu, its commands appear on screen. Address List Address View Font Opens the Select Font dialog where you can choose a different font (text) style for your Address Book entries. See "Choosing Fonts" in the Basic Handbook for the Palm III Organizer for details. Chapter 1 Page 11 Preferences Opens the Address Book Preferences dialog. s Remember last category. Determines how the Address Book appears when you return from another Palm application (Memo Pad, To Do List, etc.). If you select this check box, the Address Book shows the last category you selected. When you clear it, the Address Book shows the address entries for all categories. List By. Determines whether address entries sort by last name, first name or by company name, last name in the Address List screen. s Rename Custom Fields Enables you to define custom field names. Each Address Book entry contains four "custom fields" that you can rename. Any changes you make to the names of the custom fields appear in all of your Address Book entries. About Address Book Shows version (revision) information for the Address Book application. Page 12 Applications Handbook for the Palm III Organizer Chapter 2 Calculator The Calculator enables you to perform basic calculations. You can also store and retrieve values in the Calculator's memory. To opening the Calculator: s Tap the screen. icon next to the Graffiti® area to open the Calculator Using the Calculator Screen The Calculator is designed to perform addition, subtraction, multiplication and division operations. To use the Calculator screen: s Use your fingers or the stylus to tap the Calculator buttons that appear on the screen. Chapter 2 Page 13 Special Calculator Buttons The Calculator includes several buttons to help you perform calculations. Clears the last number you entered. Use this button if you make a mistake while entering a number in the middle of a calculation. This button enables you to re-enter the number without starting the calculation over. Clears the entire calculation and enables you to begin a fresh calculation. Toggles the current number between a negative and positive value. If you want to enter a negative number, enter the number first and then press the +/- button. Places the current number into Memory. Each new number you enter with the M+ button is added to the total already stored in memory. The number that you add can be either a calculated value, or any number you enter by pressing the number buttons. Pressing this button has no effect on the current calculation (or series of calculations); it merely places the value into memory until it is recalled. Recalls the stored value from memory and inserts it in the current calculation. Removes any value that is stored in the Calculator memory. Page 14 Applications Handbook for the Palm III Organizer Calculator Menu Commands The Calculator supports the Copy and Paste commands. You can use these commands to copy a value from the Calculator and paste it into another application on your Palm III organizer. Similarly, you can copy values from other applications on your Palm III organizer, such as Expense, and paste the values into the Calculator. For additional information on the Copy and Paste commands, see "Using Menus" in the Basic Handbook for the Palm III Organizer. Recent Calculations The Recent Calculations command enables you to review the last series of calculations, and is particularly useful for confirming a series of "chain" calculations. To display the Recent Calculations: 1. Tap the icon to open the Calculator menus. 2. Tap Recent Calculations from the Options menu to display the Recent Calculations screen. 3. After you finish reviewing the dialog, tap the OK button to close the Recent Calculations dialog and return to the Calculator. Chapter 2 Page 15 Page 16 Applications Handbook for the Palm III Organizer Chapter 3 Date Book The Date Book enables you to quickly and easily schedule appointments or any kind of activity associated with a time and date. With the Date Book, you can: s Enter a description of your appointment and assign it to a specific time and date. Display a chart of your appointments for an entire week. The Week View feature makes it easy to spot any potential scheduling overlaps or conflicts. Display a monthly calendar to quickly spot days where you have morning, lunch or afternoon appointments. Set an alarm to sound prior to the scheduled activity. Create reminders for events that are based on a particular date, rather than time of day. Birthdays and anniversaries are easy to track with your Palm IIITM connected organizer. Attach notes to individual events for a description or clarification of the entry in your Date Book. s s s s s To open the Date Book: Press the Date Book button on the front panel of the Palm III organizer to display the Date Book screen. L IC AT IO LC U L AT 12 ab c M ENU 3 F IND Date Book button Chapter 3 R AP S CA P N O Page 17 Scheduling an Event An event can be any kind of activity that you associate with a day. When the Date Book screen first appears, it shows the current date and a list of times for a normal business day. You can enter a new event on any of the available time lines. When you create an event, its description appears on the time line, and its duration is automatically set to one hour. You can easily change the start time and duration for any event. You can also include events in your Date Book that occur on a particular date but have no specific start or end times, such as birthdays, holidays and anniversaries. These are referred to as untimed events. Untimed events appear at the top of the Date Book screen with a diamond in the time list. You can have several untimed events on a particular date. To schedule an event for the current day: 1. Tap the time line that corresponds to your event in the Date Book screen. Tap a time line Time bar shows duration Enter event 2. Use the stylus to write Graffiti® character strokes (or the on-screen keyboard) to describe your event. You can enter up to 255 characters. 3. If your appointment is longer or shorter than an hour, tap the time of the event to open the Set Time dialog. If your appointment is one hour long, skip to step 7. Page 18 Applications Handbook for the Palm III Organizer Note: You can also open the Set Time dialog (to select a start time) by making sure no event is selected, and then writing a number on the number side of the Graffiti writing area. Tap the time of an event 4. Tap the time columns on the right side of the Set Time dialog to set the Start Time. Start Time highlighted Tap to scroll to earlier hours Tap to change hours Tap to change minutes Tap to scroll to later hours 5. Tap the End Time box, and then tap the time columns to set the End Time. 6. Tap the OK button to confirm your selection and close the Set Time dialog. 7. Tap a blank area of the screen to de-select the event. A vertical line appears next to the time, indicating the duration of the event. Chapter 3 Page 19 To schedule an event for another day: 1. Select the date you want for the event by doing one of the following: s Tap the day of the week that you want in the Date Bar at the top of the Date Book screen. If necessary, tap the Previous week or Next week scroll bars to move to another week. Previous week Next week Tap to select the day of the current week s Tap the Go To button to open the Go to Date dialog. Select a date by tapping a year, month and day in the calendar. Previous year Next year Tap to scroll to earlier hours Tap to scroll to earlier hours Tap to select current date s Press the scroll button on the front panel of the Palm III organizer to scroll to another day. Press the upper half of the button to move to the previous day or the lower half to move to the next day. 2. After you locate the date, follow the steps described in the previous section, "To schedule an event for the current day." Page 20 Applications Handbook for the Palm III Organizer To schedule an untimed event: 1. Select the date that you want for the event as described in the previous section, "To schedule an event for another day." 2. Tap New to open the Set Time dialog. 3. Tap OK, so that no start or end times are defined for the new event. Note: You can also create a new untimed event by making sure no event is selected, and then writing letters in the Graffiti writing area. 4. Enter a description for the event (which appears at the top of the Date Book screen). New untimed event No time selected 5. Tap a blank area on the screen to de-select the untimed event. Note: If you create an event and decide later that there is no particular start or end time, you can easily change it to an untimed event. Tap the time of the event in the Date Book screen, tap the No Time button, and then tap the OK button to confirm your selection and close the Set Time dialog. Chapter 3 Page 21 Rescheduling an Event You can easily make changes to your schedule with your Palm III organizer. To reschedule an event: 1. Tap the event you want to reschedule. 2. Tap the Details button to open the Event Details dialog for that event. 3. To change the time, tap the Time box and select the new time as described earlier in this chapter. 4. To change the date, tap the Date box and select the new date as described earlier in this chapter. 5. Tap the OK button to close the Event Details dialog and return to the Date Book screen. Setting an Alarm for an Event The Alarm setting enables you to set an audible alarm for events in your Date Book. You can set an alarm to sound minutes, hours or days before an event. The default Alarm setting is 5 minutes before the time of the event, but you can change this to any number of minutes, hours or days. When you set an alarm, an icon appears to the far right of the event with the alarm. When the alarm tone sounds, a reminder message also appears on the Palm III organizer screen. To set an alarm for an event: 1. Tap the event to which you want to assign an alarm. 2. Tap the Details button to open the Event Details dialog for that event. 3. Select the Alarm check box in the Event Details dialog to activate the alarm. 4. Tap the Alarm units pick list to select Minutes, Hours or Days. 5. Select the "5" and enter any number from 0 to 99 (inclusive) as the numeric alarm setting. Page 22 Applications Handbook for the Palm III Organizer Enter numeric setting here Tap here to select alarm unit 6. Tap the OK button to close the Event Details dialog and return to the Date Book screen. Note: You can set a silent alarm for an untimed event. In this case, the alarm triggers at the specified period of minutes, hours or days before midnight (beginning) of the day of the untimed event. No audible alarm sounds for an untimed event; instead, the reminder message appears on the screen of the Palm III organizer. For example, you could create a reminder for an untimed event that occurs on February 4th. If the alarm reminder is set for 5 minutes, the alarm reminder appears at 11:55 PM on the night of February 3rd. The reminder remains on the screen until you turn on your Palm III organizer and tap the OK button to dismiss it. Scheduling Repeating Events The Repeat function enables you to schedule events that recur at regular intervals. A birthday is a good example of an event that repeats annually. Another example would be a weekly guitar lesson that falls on the same day of the week and the same time of day. After you enter a repeating event, a icon appears to the far right of the event. Chapter 3 Page 23 To schedule a repeating event: 1. Tap anywhere on the text of an event in the Date Book screen. 2. Tap the Details button to open the Event Details dialog. 3. Tap the Repeat box in the Event Details dialog to open the Change Repeat dialog. Tap the Repeat box 4. Tap Day, Week, Month or Year in the Change Repeat dialog. 5. Enter a number that corresponds to how often you want the event to repeat in the "Every" area. For example, if you select Month and enter the number "2," the event repeats every other month. 6. If you want to specify an ending date for the repeating event, tap the End on pick list and tap Choose Date. Use the Date Picker to select an end date. 7. Tap the OK button to close the Change Repeat dialog and activate your settings. Considerations for the Repeat Function s If you change the start date of a repeating event, your Palm III organizer calculates the number of days you have moved the event. Your Palm III organizer then automatically changes the end date to maintain the duration of the repeating event. s If you change the repeat type (e.g., daily to weekly) of a repeating event, past occurrences (prior to the day on which you change the setting) are left alone and your Palm III organizer creates a new repeating event. s If you change the date of an occurrence of a repeating event (e.g., from January 14th to January 15th) and apply the change to all occurrences, the new date becomes the start date of the repeating event. Your Palm III organizer adjusts the end date to maintain the duration of the event. Page 24 Applications Handbook for the Palm III Organizer s If you change other repeat settings (e.g., time, alarm, private) of a repeating event and apply the change to all occurrences, your Palm III organizer creates a new event. The start date of this new event is the day on which the setting is changed. Past occurrences (prior to the day of the change) are left alone and not changed. If you make a change to one occurrence of a repeating event (e.g., time), that occurrence no longer shows the Repeat icon. s Marking a Private Event You can designate a specific event as "private." When you activate the Security features, your Palm III organizer hides all private entries and you must enter a password to display them on the screen. To mark an event as private: 1. Tap the event you want to mark as private. 2. Tap the Details button to open the Event Details dialog for that event. 3. Select the Private check box. 4. Tap the OK button to close the Event Details dialog and return to the Date Book screen. Deleting an Event There are three ways to delete an event from the Date Book application: simply delete the text of the event, use the Menu Commands (described in the "Record Menu" section later in this chapter), or use the Event Details dialog. Note: If you delete the text of a repeating event, you delete all instances of that event. If you use the Menu Command or the Event Details dialog, you can delete one occurrence of the event (as an exception) or all occurrences. To delete an event with the Event Details dialog: 1. Tap anywhere in the text area of the event to delete. 2. Tap the Details button to open the Event Details dialog. 3. Tap the Delete button to open the Delete Event alert. 4. Tap the OK button to confirm you want to delete the event. Chapter 3 Page 25 Changing the Date Book View In addition to displaying the calendar for a specific day, you can also display your Date Book by the week or month, and you can display the current time. To toggle through the different views: s Press the Date Book button repeatedly to display the next view. Tap the date in the Date Book title bar to display the current time. Tap the date Current time displays To display the current time: s Note: After a few seconds, the title bar reverts to show the date. Working in Week View The Week View shows a chart of your events for an entire week. This view lets you quickly review your appointments and available time slots. In addition, the graphical display helps you spot overlaps and conflicts in your schedule. To display the Week View: 1. Tap the Week View button in the Date Book screen to display the Week View. Week view 2. Tap the navigation controls to move forward or backward a week at a time, or to display details of an event. Note: The Week View also shows untimed events and events that are before and after the range of times shown. Page 26 Applications Handbook for the Palm III Organizer Previous week Next week Tap for that day Bar indicates event above display Dot indicates untimed event Bar indicates event below display 3. Tap any of your events to show a description of the event. Event details Tap to show Event details If you want to reschedule an event, tap and drag the event to a different time or day. You can tap a blank time on any day to move to that day and have the time selected for a new event. Or you can tap any of the days and dates that appear at the top of the Week View to move directly to that day without selecting an event. The Week View shows the time span defined by the Start Time and End Time in the Date Book Preferences settings. If you have an event before or after this time span, a bar appears at the top or bottom of that day's column, and these on-screen scroll arrows appear if your scheduled events go beyond the displayed time range. Chapter 3 Page 27 Spotting Event Conflicts in Week View With the ability to define specific start and end times for any event, it's possible to schedule events that overlap (an event that starts before a previous event finishes). In this case, any event conflict (time overlap) appears in the Week View as overlapping bars. The Day View displays bracketed bars to the left of the conflicting times. Event conflicts Working in Month View The Month View screen shows which days have events scheduled. Dots and lines in the Month View indicate events, repeating events and untimed events. Previous/next month Dashed line indicates daily repeating Dots on right side indicate events Dot below date indicates untimed events Month view button Tap any day that appears in the Month View screen to move directly to that day with the Day View screen. Tap the arrows at the top to move forward or backward a month. Tap the Go to button to open the Date Picker and choose a different month. Page 28 Applications Handbook for the Palm III Organizer When the Month View is on the screen, you can use the scroll button on the front panel of the Palm III organizer to move between months. Press the upper half of the button to display the previous month, or press the lower half to display the next month. Note: You can control the dots and lines that appear in the Month View. See "Options Menu" later in this chapter. Date Book Menu Commands The Date Book includes menu commands to perform common file and editing tasks. This section explains the menu commands that are specific to the Date Book. See "Using Menus" in the Basic Handbook for the Palm III Organizer for information about menu commands common to all of your Palm III organizer applications. Record Menu When you select the Record menu, its commands appear on screen. New Event Creates an event and opens the Set Time dialog where you can choose start and end times for the new event. If you do not enter start and end times, it creates a blank untimed event. Opens an alert dialog, prompting you to confirm that you want to delete the current event. You must tap an event before you use the Delete Event command. Tap the OK button to delete the event from your Palm III organizer, or tap the Cancel button to close the alert dialog and keep the event. Delete Event Chapter 3 Page 29 Note: By default your Palm III organizer removes the event from the Date Book, but retains a copy of the event and transfers it to an archive file on your computer the next time you perform a HotSync® operation. To remove the event completely, clear the Save archive copy on PC check box. Attach Note Delete Note Opens the Note dialog, where you can create a Note for the current event. Opens an alert dialog, prompting you to confirm that you really want to delete the Note attached to the event. Tap the OK button to delete the Note from the memory of your Palm III organizer, or tap the Cancel button to close the alert dialog and return to the Date Book. Opens an alert dialog, prompting you to confirm that you want to purge events older than a certain time period -- based on the current date on the internal clock on the Palm III organizer. You can use the Purge command to conserve memory on your Palm III organizer. The default setting for the Purge alert is to "Save archive copy on PC." This setting removes events from the Date Book, but retains copies and transfers them to an archive file on your computer during the next HotSync operation. Note: The Purge command also deletes repeating events if they end before the date that you activate the Purge command. Beam Event Beams the current event to another 3Com® connected organizer through the IR port. See "Beaming Information to Other 3Com Connected Organizers" in the Basic Handbook for the Palm III Organizer for more information. Purge Page 30 Applications Handbook for the Palm III Organizer Options Menu When you select the Options menu, its commands appear on screen. Font Opens the Select Font dialog where you can choose a different font (text) style for your Date Book entries. See "Choosing Fonts" in the Basic Handbook for the Palm III Organizer for details. Enables you to set the range of times that appear in the Date Book, and to automatically activate alarms for each event. Preferences s Start/End Time. Enables you to define the start and end times for the Date Book screens. If the time slots you select do not fit on one screen, you can tap the arrows to scroll up and down. Alarm Preset. Automatically sets an alarm for each new event. The alarm for untimed events is defined by minutes, days or hours before midnight of the date associated with the event. Alarm sound. Controls the type of tone the alarm generates when it sounds. s s Chapter 3 Page 31 s Remind me. Defines how many times the alarm sounds. The choices are: Once, Twice, 3 times, 5 times and 10 times. Play every. Defines how often the alarm sounds. The choices are every: Minute, 5 minutes, 10 minutes and 30 minutes. s Display Options Allows you to change the Date Book's appearance and which events display. s Show Time Bars. Activates the time bars that appear in the Day View. The time bars show the duration of an event and illustrate event conflicts. Compress Day View. Controls how times appear in the Day View. When Compress Day View is off, all time slots display. When it is on, start and end times display for each event, but blank time slots toward the bottom of the screen disappear to minimize scrolling. Month View settings. These check boxes apply to the Month View of the Date Book. You can activate any or all of these settings to show that you have Timed, Untimed or Daily Repeating events in the Month View only. s s Phone Lookup Activates the Phone Lookup feature. See "Using Phone Lookup" in the Basic Handbook for the Palm III Organizer. Shows version (revision) information for the Date Book application. About Date Book Page 32 Applications Handbook for the Palm III Organizer Chapter 4 Expense The Expense application enables you to keep track of your expenses and then transfer the information to a spreadsheet on your computer. With the Expense application you can: s Record dates, type of expenses, amount spent, payment method and other details associated with any money that you spend. Create categories for your expenses, such as business and personal expenses associated with a range of dates. Keep track of vendors (companies) and people involved with each particular expense. Log miles traveled for a particular date or expense category. Sort your expenses by date or expense type. Transfer your expense information to a Microsoft® Excel spreadsheet (version 5.0 or later) on your computer. (Microsoft Excel is not included with the Palm IIITM connected organizer package.) s s s s s To open Expense: 1. Tap the 2. Tap the icon to open the Applications Launcher. icon to display the Expense List screen. Creating an Expense Item Expense enables you to record the date, expense type and the amount that you spent. You can sort your expense items into categories or add other information that you want to associate with the item. Chapter 4 Page 33 To create an expense item: 1. Tap the New button in the Expense List to create a new item. Cursor of new item Tap New Note: You can also create a new expense item by writing on the number side of the Graffiti® pad while in the Expense List screen. The first number you write begins your new expense item. 2. Enter the amount of the expense. 3. Tap the Expense Type pick list and select a type from the list. Tap here Note: As soon as you select an expense type, your Palm III organizer saves your entry. If you do not select an expense type, it does not save the entry. Tip: A quick way to create a new expense item is to make sure that no expense item is selected in the Expense List, write the first letter(s) of the expense type, and then write the numerical amount of the expense item. This technique takes advantage of the automatic fill feature. See "Options Menu" later in this chapter for details. Page 34 Applications Handbook for the Palm III Organizer Changing the Expense Item Date Initially, expense items appear with the date you enter them on your Palm III organizer. You can use the Expense application to change the date associated with any expense item. To change the date of an expense item: 1. Tap the expense item you want to change to highlight the date. 2. Tap the date of the selected item to open the Date dialog. Tap date 3. Tap the date you want for the expense item. For more information about the Date dialog, see "Scheduling an Event." Entering Receipt Details The Expense application provides a variety of options that you can associate with an item. These options appear in the Receipt Details dialog. To open the Receipt Details dialog: 1. Tap the expense item you want to assign details. 2. Tap the Details button to open the Receipt Details dialog. Chapter 4 Page 35 3. Select any of the following options: Category Defines the category for the Expense item. The default Category is Unfiled when All is selected. Otherwise, the default is the currently selected Category. An expense item remains in the default category until you change it. Your Palm III organizer provides two sample categories, New York and Paris, to show how you might sort your expenses according to different business trips. Choose Edit Categories from the pick list to change existing or to create new expense categories. For example, you might create a category for a range of dates, such as a week or month, or you might delete or rename the New York and Paris categories. Type Opens a pick list of the expense type options so that you can change the expense type for any of your expense items. Enables you to choose the payment method used to pay the expense item. If the item is prepaid (such as airline tickets supplied by your company), you can choose Prepaid to place your expense in the appropriate company-paid cell of your printed expense report spreadsheet. See "Transferring Your Data to Microsoft Excel" later in this chapter for more information. Enables you to choose the type of currency used to pay the expense item. The default currency unit is defined in the Preferences dialog (see "Preferences Menu" later in this chapter). You can also display up to four other common types of currency. See "Customizing the Currency Pick List" later in this chapter for details. Payment Currency Page 36 Applications Handbook for the Palm III Organizer Vendor and City Enable you to record the name of the vendor (usually a company) associated with the expense and the city where the expense took place. For example, a business lunch might be at Rosie's Cafe (Vendor) in San Francisco (City). Attendees Displays the Attendees screen which resembles a memo in the Memo Pad. You can use this screen to list the people who attended the activity associated with the expense or to make notes, such as the purpose of the expense. Tap here Note: You can tap the Lookup button to display the names (and the corresponding companies) of the people in your Address Book. The Lookup button's function is similar to the Phone Lookup feature described in "Using Phone Lookup" in the Basic Handbook for the Palm III Organizer. 4. Tap the OK button to close the Receipt Details dialog and activate your selections. Chapter 4 Page 37 Customizing the Currency Pick List You can select the currencies and symbols that appear in the Currency pick list. To customize the Currency pick list: 1. Tap the Currency pick list in the Receipt Details dialog, and then tap the Edit Currencies selection to open the Select Currencies dialog. Tap Edit currencies 2. Tap each Currency pick list to choose the country whose currency you want to display on that line. 3. Tap the OK button to close the Select Currencies dialog and activate your selections. Note: If the currency you want to use is not in the list of countries, you can create your own custom country and currency symbol. See "Expense Menu Commands" later in this chapter for details. Show Options The Show Options define the sort order and other settings that relate to your expense items. To open the Show Options dialog: 1. Tap the Show button in the Expense List to open the Show Options dialog. Page 38 Applications Handbook for the Palm III Organizer Tap Show 2. Select any of the following options: Sort By Distance Show Currency Enables you to sort the Expense entries by date or expense type. Enables you to display Mileage entries in miles or kilometers. Shows or hides the currency symbol in the expense list. 3. Tap the OK button to close the Show Options dialog and activate your selections. Transferring Your Data to Microsoft Excel After you enter your expenses into the Expense application on your Palm III organizer, the PalmTM Desktop software enables you to view and print the data with your computer. Note: You need Microsoft Excel version 5.0 (or later) to view and print your Expense data using one of the provided templates. Microsoft Excel is not included with the Palm III organizer package. The procedures in this section also assume that you have installed the Palm Desktop software. See "Installing Palm Desktop Software" in the Basic Handbook for the Palm III Organizer for more information. Chapter 4 Page 39