User manual HANDSPRING VISOR PRO PC

VisorTM Handheld User Guide Windows Edition Copyright Copyright © 2001 Handspring, Inc. All rights reserved. Portions copyright © 1998-2001 Palm, Inc. or its subsidiaries. All rights reserved. Handspring, Springboard, Visor, the Handspring logo, and the Springboard logo are trademarks of Handspring, Inc., and may be registered in some jurisdictions. Graffiti, HotSync, and Palm OS are registered trademarks, and the HotSync logo and Palm are trademarks of Palm, Inc., or its subsidiaries. All other trademarks are the property of their respective owners. Disclaimer and limitation of liability Handspring, Inc. and its suppliers assume no responsibility for any damage or loss resulting from the use of this handbook. Handspring, Inc. and its suppliers assume no responsibility for any loss or claims by third parties which may arise through the use of this software. Handspring, Inc. and its suppliers 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: For warranty information and a copy of the End User License Agreement applicable to your Handspring product, please see the Handspring web site at www.handspring.com/support/ug_warranties.jhtml. If you would like a copy of these materials mailed to you, or if you have any questions, please contact Handspring Customer Support. The information included on this web site sets forth Handspring's sole and complete warranty and software licensing obligations with respect to your Handspring product. Use of the product indicates your acceptance of the terms of the warranty and the End User License Agreement. Software download available PalmTM Desktop software is supplied on a CD-ROM disc. If you do not have access to a CD-ROM drive for your computer, you can download the Palm Desktop software from www.handspring.com. Page 2 VisorTM Handheld User Guide Contents About This Guide ....................................................................................9 Chapter 1: Introduction to Your VisorTM Handheld ...........................11 Getting to know your handheld........................................................11 What is a Visor handheld? .............................................................11 System requirements ......................................................................12 Upgrade information ......................................................................12 Visor components ...........................................................................14 Charging the battery ...........................................................................18 Connecting the cradle .....................................................................18 Tapping and typing ............................................................................20 Tap with the stylus to get things done .........................................20 Elements of the handheld interface ..............................................21 Opening applications .....................................................................22 Using menus ....................................................................................23 Four ways to enter data ..................................................................26 Customizing your handheld..............................................................30 Palm Desktop software ..................................................................31 Using your handheld with Microsoft Outlook ...........................32 Using your handheld with another PIM .....................................32 Installing a Springboard module ..................................................33 Chapter 2: Entering Data in Your Handheld .......................................35 Using Graffiti writing to enter data ..................................................35 Writing Graffiti characters .............................................................35 Graffiti tips .......................................................................................37 The Graffiti alphabet .......................................................................38 Writing capital letters .....................................................................39 Writing numbers .............................................................................39 Graffiti numbers ..............................................................................40 Writing punctuation marks ...........................................................40 Writing symbols and extended characters ..................................41 Writing accented characters ..........................................................42 Accent strokes ..................................................................................42 Additional non-English characters ...............................................42 Navigation strokes ..........................................................................43 Graffiti ShortCuts ............................................................................43 Using the onscreen keyboard ...........................................................44 Using your computer keyboard ........................................................45 Importing data .....................................................................................45 Using an external keyboard ...............................................................46 Contents Page 3 Chapter 3: Managing Your Applications .............................................47 Using the Applications Launcher..................................................... 47 Selecting applications ..................................................................... 47 Switching between applications ................................................... 47 Categorizing applications .............................................................. 47 Changing the Applications Launcher display ............................ 49 Choosing preferences ......................................................................... 50 Installing and removing applications .............................................. 50 Installing add-on applications ...................................................... 50 Installing games .............................................................................. 53 Removing applications .................................................................. 53 Removing Palm Desktop software ............................................... 55 Security................................................................................................. 55 Assigning a password .................................................................... 56 Changing or deleting a password ................................................ 56 Locking your handheld ................................................................. 57 Recovering from a forgotten password ....................................... 58 Chapter 4: Overview of Basic Applications.........................................59 Date Book ............................................................................................. 60 Date Book Plus .................................................................................... 61 Address ................................................................................................ 62 To Do List............................................................................................. 63 Memo Pad ............................................................................................ 64 Calculator............................................................................................. 65 CityTime............................................................................................... 66 Expense................................................................................................. 67 Chapter 5: Common Tasks ....................................................................69 Creating records.................................................................................. 69 Editing records .................................................................................... 70 Entering text .................................................................................... 70 Edit menu ......................................................................................... 70 Deleting records .................................................................................. 72 Other ways to delete records ........................................................ 72 Purging records................................................................................... 73 Exchanging and updating data: HotSync operations.................... 74 Performing a HotSync operation for the first time .................... 74 Categorizing records .......................................................................... 76 System-defined and user-defined categories ............................. 77 Finding records ................................................................................... 80 Looking up Address records ........................................................ 80 Using Find ....................................................................................... 83 Using Phone Lookup ...................................................................... 84 Page 4 VisorTM Handheld User Guide Sorting lists of records ........................................................................87 Making records private ......................................................................88 Hiding and masking private records ...........................................88 Attaching notes ....................................................................................91 Choosing fonts .....................................................................................92 Chapter 6: Application Specific Tasks .................................................93 Date Book .............................................................................................94 Scheduling an event ........................................................................94 Rescheduling an event ...................................................................98 Setting an alarm for an event ........................................................98 Scheduling repeating or continuous events ................................99 Changing the Date Book view .....................................................102 Working in Week View ................................................................102 Working in Month View ..............................................................104 Working in Agenda view .............................................................104 Spotting event conflicts ................................................................105 Date Book menus ..........................................................................106 Date Book Plus...................................................................................109 Working in Week View with Text ..............................................109 Working in Year View ..................................................................110 Working in List View ...................................................................111 Working with floating events ......................................................111 Working with To Do items ..........................................................113 Using the Daily Journal ................................................................114 Using templates .............................................................................115 Using snooze alarms .....................................................................116 Selecting the default Date Book ..................................................116 Date Book Plus menus ..................................................................116 Address ...............................................................................................125 Creating an Address entry ...........................................................125 Duplicating an entry .....................................................................126 Selecting types of phone numbers ..............................................127 Changing Address Entry details .................................................127 Address menus ..............................................................................128 To Do List ...........................................................................................131 Setting priority ...............................................................................131 Checking off a To Do item ...........................................................132 Changing To Do item details .......................................................132 Setting a due date ..........................................................................133 To Do Show Options .....................................................................134 To Do List menus ..........................................................................135 Memo Pad...........................................................................................136 Reviewing memos .........................................................................136 Contents Page 5 Memo Pad menus ......................................................................... 137 Calculator........................................................................................... 138 Selecting the Calculator mode .................................................... 138 Using the Basic Calculator buttons ............................................ 138 Displaying Recent Calculations .................................................. 139 Using the Advanced Calculator mode ...................................... 139 Using the Advanced Calculator buttons ................................... 140 Creating a custom view ............................................................... 149 Calculator menus .......................................................................... 150 CityTime............................................................................................. 151 Setting your home city ................................................................. 151 Selecting remote cities .................................................................. 152 Adding cities ................................................................................. 152 CityTime menus ............................................................................ 153 Expense............................................................................................... 154 Changing the date of an Expense item ...................................... 155 Entering receipt details ................................................................ 155 Customizing the Currency pick list ........................................... 156 Show Options ................................................................................ 158 Transferring your data to Microsoft Excel ................................ 159 Expense menus ............................................................................. 163 Chapter 7: Communicating Using Your Handheld............................165 Managing desktop E-Mail away from your desk ........................ 165 Setting up Mail on the desktop ................................................... 166 Synchronizing Mail with your E-Mail application .................. 168 Opening the Mail application on your handheld .................... 168 Viewing e-mail items ................................................................... 168 Creating e-mail items ................................................................... 169 Looking up an address ................................................................ 172 Adding details to e-mail items ................................................... 173 Storing e-mail to be sent later ..................................................... 177 Editing unsent e-mail ................................................................... 177 Draft e-mail .................................................................................... 178 Filing e-mail ................................................................................... 179 Deleting e-mail .............................................................................. 180 Removing e-mail from the Deleted folder ................................ 180 Purging deleted e-mail ................................................................. 180 Message list options ..................................................................... 181 HotSync options ............................................................................ 183 Creating special filters ................................................................. 184 Truncating e-mail items ............................................................... 188 Mail menus .................................................................................... 189 Beaming information........................................................................ 190 Page 6 VisorTM Handheld User Guide Chapter 8: Advanced HotSync® Operations ....................................193 Selecting HotSync setup options.....................................................193 Customizing HotSync application settings ...................................195 IR HotSync operations ......................................................................197 Preparing your computer for infrared communication ..........197 Configuring HotSync Manager for infrared communication .199 Performing an IR HotSync operation .........................................201 Returning to serial cradle HotSync operations .........................201 Conducting a HotSync operation via modem...............................202 Preparing your computer ............................................................203 Preparing your handheld .............................................................204 Selecting the conduits for a modem HotSync operation .........205 Performing a HotSync operation via a modem ........................206 Conducting a HotSync operation via a network ..........................207 Connecting to your company's dial-in server ...........................207 Performing a dial-in network HotSync operation ....................209 Performing a network HotSync operation via a LAN .............209 Using File Link...................................................................................210 Creating a user profile ......................................................................210 Chapter 9: Setting Preferences for Your Handheld .........................213 Viewing preferences .........................................................................213 Buttons preferences...........................................................................214 Pen preferences ..............................................................................214 HotSync buttons preferences .......................................................216 Connection preferences ....................................................................216 Connection Types ..........................................................................217 Setting modem configurations ....................................................218 Digitizer preferences.........................................................................220 Formats preferences ..........................................................................221 Country default .............................................................................221 Time, date, week start, and numbers formats ...........................221 General preferences...........................................................................222 Auto-off delay ................................................................................222 System, alarm, and game sounds ...............................................222 Network preferences and TCP/IP software..................................223 Selecting a service .........................................................................224 Entering a user name ....................................................................224 Entering a password .....................................................................225 Selecting a connection ..................................................................226 Adding telephone settings ...........................................................226 Connecting to your service ..........................................................229 Creating additional service templates .......................................230 Adding detailed information to a service template .................230 Contents Page 7 Creating a login script .................................................................. 233 Deleting a service template ......................................................... 235 Network preferences menu commands .................................... 235 TCP/IP troubleshooting .............................................................. 236 Owner preferences............................................................................ 237 ShortCuts preferences ...................................................................... 238 Creating a ShortCut ...................................................................... 238 Editing a ShortCut ........................................................................ 239 Deleting a ShortCut ...................................................................... 239 Appendix A: Maintaining Your Handheld .........................................241 Caring for your handheld................................................................ 241 Battery considerations...................................................................... 242 Resetting your handheld ................................................................. 243 Performing a soft reset ................................................................. 243 Performing a warm reset ............................................................. 244 Performing a hard reset ............................................................... 244 Appendix B: Troubleshooting Tips.....................................................247 Software installation problems ....................................................... 248 Operating problems.......................................................................... 249 Tapping and writing problems....................................................... 250 Application problems....................................................................... 251 HotSync problems ............................................................................ 252 Beaming problems ............................................................................ 256 Password problems .......................................................................... 257 Springboard module problems....................................................... 258 Technical support ............................................................................. 259 Appendix C: Creating a Custom Expense Report .............................261 About mapping tables...................................................................... 261 Customizing existing sample templates........................................ 262 Determining the layout of the Expense Report ............................ 263 Labels.............................................................................................. 263 Sections ........................................................................................... 264 Analyzing your custom Expense Report....................................... 265 Programming the mapping table ................................................... 266 Using applications other than Microsoft Excel............................. 270 Expense file details ........................................................................... 271 Appendix D: Non-ASCII Characters for Login Scripts ......................273 Other Product Information ................................................................275 Index ....................................................................................................277 Page 8 VisorTM Handheld User Guide About This Guide Welcome to the VisorTM handheld computer. This guide is designed to help you get up and running quickly on your handheld. It describes all you need to know about how to use your handheld and the applications that come with it. It walks you through: s s s s Locating all the parts of your handheld Viewing and entering data Using your handheld with your computer Personalizing your handheld with your own preference settings After you become familiar with the basic functionality of your handheld, you can use the rest of this guide as a reference for less common tasks, for maintaining your handheld, and also as a source of information if you have problems operating it. Page 9 Page 10 Chapter 1 Introduction to Your VisorTM Handheld This chapter explains the physical buttons and controls on your VisorTM handheld computer, how to use your handheld for the first time, and how to use HotSync® technology to synchronize your handheld and PalmTM Desktop software. Getting to know your handheld What is a Visor handheld? With your Visor handheld, you will no longer have trouble getting to meetings and appointments on time, remembering people's names and personal details, or keeping track of all the items on your to do list. Your handheld can help you improve your track record in all these areas, both at work and at home. You can enter all your schedule details in Date Book Plus so you can view them by the day, week, month, year, or in list format; you can even set an alarm to remind you of important meetings. Keep all your contact names, addresses, phone numbers, and other details in Address, so you can find them as soon as you need them. Add your tasks to To Do list, prioritize them so you don't overlook them, and assign them a due date. To make sure you don't lose any of this important information, you can synchronize your data with Palm Desktop software on your computer so you always have a backup copy. You can set different levels of security for your handheld so unauthorized eyes cannot view your data. When you are out of the office, track your expenses for your expense reports; then transfer the data to your computer to print it out. You can write, edit, and view your e-mail, and then synchronize your e-mail with your desktop E-Mail application when you return to your office. Chapter 1 Page 11 System requirements To install and operate Palm Desktop software, your computer system must meet the following requirements: Minimum requirements s Windows 98, Windows Me, Windows 2000, (for USB cradle) --or-Windows 95, Windows 98, Windows Me, Windows 2000, or Windows NT 4.0 (for serial cradle) 8 MB RAM (memory) minimum, 16 MB recommended 25 MB available hard disk space VGA monitor or better CD-ROM drive (you can also download Palm Desktop software from www.handspring.com) Mouse USB port (for USB cradle) Serial port (for serial cradle) s s s s s s Optional equipment s s Modem (such as a SpringboardTM modem) Springboard expansion modules Upgrade information If you already own a Palm OS® handheld, Handspring recommends that you install the version of Palm Desktop software that comes with your Visor handheld into the same folder as your current Palm Desktop software. When you install the new version in the same folder as the previous version, all your data is preserved. If you use another personal information manager (PIM), you still need to install Palm Desktop software in order to update the HotSync Manager on your computer. You perform HotSync operations in exactly the same way, so you can quickly synchronize your old data with your new handheld. Page 12 Introduction to Your VisorTM Handheld To upgrade: 1. Synchronize your old handheld with your old Palm Desktop software. This ensures that the latest information from your handheld is on your desktop computer. 2. (Optional) To ensure against any data loss, go to the folder that stores Palm Desktop software, copy your user name folder, and store the copy outside the Palm Desktop software folder. 3. Follow the installation instructions in "Installing Palm Desktop software" later in this chapter. Be sure to install the new software in the same folder as the old software. 4. Place your new handheld in the cradle and press the HotSync button. If the Select User dialog box appears, select your user name. 5. Compare the applications on your old and new handhelds. 6. Beam any third party applications that did not transfer from your old handheld to your new handheld, or install them from the original files. Each handheld must have a unique name After you complete the upgrade process described above, you have two handhelds with the same name. This is an undesirable situation. Each handheld must have a unique name in order to prevent unexpected results during HotSync operations and other complications. We strongly recommend that you perform a hard reset on your old handheld. See "Performing a hard reset" in Appendix A for details. A hard reset not only erases all data from the old handheld; it also erases the name and makes that handheld a clean slate, ready to receive a new name. The next time you perform a HotSync operation with this old handheld, you are asked to give it a name. Be sure to give it a unique name. Chapter 1 Page 13 Visor components Locating front panel controls Stylus Screen Contrast control Graffiti® writing area Power button and backlight control Application buttons Scroll buttons Microphone LED Stylus Serves as the writing instrument used to enter data in your handheld. To use the stylus, slide the stylus out of the slot, and hold it as you would a pen or pencil. Displays the applications and information stored in your handheld. It is touch-sensitive and responds to the stylus. The area where you write letters and numbers using the Graffiti alphabet. See Chapter 2 to learn how to write Graffiti characters. Activates the individual applications that correspond to the icons on the buttons: Date Book Plus, Address, To Do List, and Memo Pad. See "Buttons preferences" in Chapter 9 for details on reassigning these buttons to activate any application on your handheld. Tip: If your handheld is turned off, pressing any application button activates your handheld and opens the corresponding application. Handheld screen Graffiti writing area Application buttons Page 14 Introduction to Your VisorTM Handheld LED indicator Indicates the status of the battery as it charges. When your handheld is in the cradle, the LED blinks while the battery charges and stays on after the battery is charged. When the silent alarm setting is active, the LED blinks as an alarm notification. See "Date Book Plus menus" in Chapter 6 for details. Scroll buttons Displays text and other information that extends beyond the area of the handheld screen. Pressing the bottom scroll button scrolls down to view information below the viewing area, and pressing the top scroll button scrolls up to view the information above the viewing area. Microphone For use with Springboard expansion modules that support this feature. Power button and backlight control Turns your handheld on or off and controls the backlight feature. If your handheld is turned off, pressing the power button turns the unit on and returns you to the last screen you viewed. If your handheld is turned on, pressing the power button turns the unit off. Holding the power button down for about two seconds turns the backlight on or off. Contrast Control Displays the contrast control screen where you can adjust the appearance of the screen for the clearest screen display. Depending on the lighting conditions or temperature of the environment where you use your handheld, you may need to adjust the contrast. To adjust the contrast, drag the slider or tap the arrows to increase or decrease the contrast. To fine tune the contrast, press the scroll buttons on the front panel of your handheld. Chapter 1 Page 15 Using the backlight If you have difficulty seeing the information on your handheld, you can use the backlight to illuminate your screen. To activate the backlight: s Press the power button and hold it down for about two seconds. Release the button when the backlight turns on. In addition, you can assign the full-screen pen stroke to activate the backlight. See "Pen preferences" in Chapter 9 for more information. Tip: To turn off the backlight: s Press and hold the power button for about two seconds. The backlight also turns off automatically (after a period of inactivity) with the Auto-off feature. See "General preferences" in Chapter 9 for more information. Protective cover The cover protects the Visor handheld screen when it is not in use. To remove the cover: 1. Unclip the top of the cover from your handheld. 2. Lift the cover off your handheld. To reattach the cover: 1. Insert the pegs on the bottom of the cover into the holes on the bottom of your handheld. 2. Gently press the top of the cover onto your handheld until it clicks into place. Unclip top edge to remove cover Align pegs to replace cover Page 16 Introduction to Your VisorTM Handheld Locating back panel components Springboard expansion slot protector IR port Reset button USB and serial connector Springboard expansion slot protector IR port Slides in and out of the Springboard expansion slot. You can replace the slot protector with a Springboard expansion module to add features to your handheld. Uses infrared technology to transmit data to and receive data from other Palm OS handhelds. See "Beaming information" in Chapter 7 for more information. You can also use the IR port to update the information between your handheld and computer using HotSync technology. See "IR HotSync operations" in Chapter 8 for details. Under normal use, you should not have to use the reset button. See Appendix A for information about when and how to use the reset button. The connector that connects your handheld to the cradle, which in turn connects to a USB port or serial port on your computer. This allows you to update the information between your handheld and computer using HotSync technology. Reset button USB and serial connector Chapter 1 Page 17 Charging the battery To use your handheld, you must connect the cradle and charge the battery. See "Battery considerations" in Appendix A for tips on extending the life of the battery. Connecting the cradle The cradle that comes with your handheld enables you to charge your handheld battery and to synchronize the information on your handheld using HotSync technology. Note: If your computer does not have a USB port, or it uses Windows 95 or Windows NT, you need a serial cradle to connect to your computer. You can purchase a serial cradle from www.handspring.com. To connect the cradle: 1. Plug the AC adapter cable into the back of the cradle cable connector. 2. Plug the cradle cable connector into the USB port or serial port on your computer. USB cradle and port Page 18 Introduction to Your VisorTM Handheld Serial cradle and port Note: If you are unsure about the exact location of the USB port or serial port on your computer, refer to the manual supplied with the computer. 3. Plug the AC adapter into a wall outlet. To charge the battery: 1. Connect the cradle as described in the previous steps. 2. Place your handheld in the cradle. LED Note: The LED blinks while your handheld charges. When the LED stays on, your handheld is charged. It takes about 90 minutes to fully charge a drained battery. Page 19 Chapter 1 Tapping and typing Tap with the stylus to get things done Like using a mouse to click elements on a computer screen, using the stylus to tap elements on your handheld screen is the basic action to get things done on your handheld. The first time you start your handheld, setup instructions appear on the screen. These instructions include a calibration screen, or digitizer. Calibration aligns the internal circuitry of your handheld with its touch-sensitive screen so that when you tap an element on the screen, the handheld can detect exactly which task you want to perform. Important: Always use the point of the stylus for tapping or making strokes on the handheld screen. Never use an actual pen, pencil, or other sharp object to write on the handheld screen. With your handheld turned on, you can tap the handheld screen to perform many operations, such as the following: s s s s s Open applications Choose menu commands Initiate a global Find operation Select options in dialog boxes Open the onscreen keyboards Just as you can drag the mouse to select text or move objects on your computer, you can also drag the stylus to select text. You can also use the stylus to drag the slider of any scroll bar. Page 20 Introduction to Your VisorTM Handheld