User manual PALM DESKTOP SOFTWARE FOR MAC

PalmTM Desktop Software for Mac User's Guide Copyright Copyright © 1995 - 2001 Palm, Inc. All rights reserved. Graffiti, HotSync, PalmConnect, and Palm OS are registered trademarks of Palm, Inc. The HotSync logo, Palm, and the Palm logo are trademarks of Palm, Inc. Other product and brand names may be trademarks or registered trademarks of their respective owners. Disclaimer and Limitation of Liability Palm, Inc. assumes no responsibility for any damage or loss resulting from the use of this guide. Palm, Inc. assumes no responsibility for any loss or claims by third parties which may arise through the use of this software. Palm, Inc. assumes no responsibility for any damage or loss caused by deletion of data as a result of malfunction, dead battery, or repairs. Be sure to make backup copies of all important data on other media to protect against data loss. IMPORTANT Please read the End User Software License Agreement with this product before using the accompanying software program(s). Using any part of the software indicates that you accept the terms of the End User Software License Agreement. Software Download Available 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.palm.com. PN: 406-3913A-US Contents About This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Chapter 1: Introducing PalmTM Desktop Software . . . . . . . . . . . . . . . . . . . . 3 About the modules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Date Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Memo Pad . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 To Do List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Opening and quitting Palm Desktop software . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Using Palm Desktop software with your handheld . . . . . . . . . . . . . . . . . . . . . . . 7 Creating and opening user data files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Opening existing files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Saving files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Closing windows and files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Changing your mind . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Using templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Creating templates from existing items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Creating templates from new items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Changing a template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Deleting templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Using the toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Switching between users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Marking records private . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Hiding private records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Setting preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Setting general preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Setting alarm preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Setting font preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Setting decor preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Adjusting memory in Mac OS 9 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 iii Contents Chapter 2: Tutorial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Creating an item in Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Assigning a category . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Displaying list views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Sorting items in Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Viewing selected items in Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 Finding an Address Book item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Synchronizing addresses with Address Book on your handheld . . . . . . . . . . 24 Creating an event in Date Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Moving an event . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Setting alarms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Showing the three Date Book views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Creating an untimed event . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Synchronizing events with the Date Book on your handheld . . . . . . . . . . . . . 32 Creating a To Do List item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Creating a memo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 About attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Creating attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Using the Attach Existing Item feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Printing labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Using Instant PalmTM Desktop application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Displaying frequently used phone numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Backing up your data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Applying Decors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Where to go from here? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Chapter 3: Working with Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 About Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 Viewing addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 Creating and changing addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Changing information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Using and changing selection lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 Using auto-completion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Using auto-capitalization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Formatting telephone numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Setting custom field options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Using the Email and Web Site fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Using Birthday Minder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Copying Address Book information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 iv Contents Transferring addresses to your handheld . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Marking addresses for printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Attaching a letter to an Address Book entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 Adding an address to a letter template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 Deleting addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Dialing telephone numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Dialing international numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Setting dialing preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Configuring your modem for dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Setting Address Book preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58 Chapter 4: Working with Date Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 About Date Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Viewing Date Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Using Day view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 Using Week view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 Using Month view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 Showing or hiding items in Month view . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 Adding information to Date Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 Creating a timed event . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 Creating a repeating or continuous event . . . . . . . . . . . . . . . . . . . . . . . . . . . 62 Creating an untimed event . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62 Setting alarms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Editing events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Changing an event's date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Changing an event's time or duration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Moving untimed events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Changing a repeating event's interval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Renaming events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66 Deleting events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66 Transferring Date Book items to your handheld . . . . . . . . . . . . . . . . . . . . . . . . 66 Setting Date Book, alarm, and font preferences . . . . . . . . . . . . . . . . . . . . . . . . . 67 Chapter 5: Working with Memo Pad . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 About Memo Pad . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 Creating a memo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 Viewing memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70 Browsing memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71 Selecting memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71 v Contents Changing memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71 Attaching memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72 Deleting memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72 Finding memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72 Transferring memos to your handheld . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Chapter 6: Working with To Do List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75 About To Do List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75 Adding To Do List items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75 Adding repeating To Do List items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 Adding unscheduled To Do List items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 Adding To Do List items from Date Book . . . . . . . . . . . . . . . . . . . . . . . . . . . 77 Viewing To Do List items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78 Editing To Do List items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78 Renaming To Do List items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78 Changing dates of To Do List items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 Setting reminders for To Do List items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 Setting priorities for To Do List items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80 Changing the interval of repeating To Do List items . . . . . . . . . . . . . . . . . . 80 Adding or changing categories for To Do List items . . . . . . . . . . . . . . . . . . 80 Moving To Do List items in Date Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81 Marking completed To Do List items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81 Deleting To Do List items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82 Transferring To Do List items to your handheld . . . . . . . . . . . . . . . . . . . . . . . . 82 Setting preferences for To Do List items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84 Chapter 7: Working with Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85 About list views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85 Viewing a list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86 Viewing selected records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86 Removing filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88 Sorting lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89 Selecting columns to display in a list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90 Resizing and reordering columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90 Memorizing views of selected data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91 Changing memorized views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92 Deleting memorized views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92 vi Contents Chapter 8: Finding and Categorizing Information . . . . . . . . . . . . . . . . . . . . 93 Going to a specific date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 Finding text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94 Finding addresses quickly . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94 Setting search options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94 Displaying recent records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95 Finding frequently used records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95 Working with categories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96 Assigning records to categories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96 Creating categories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97 Transferring categories to your handheld . . . . . . . . . . . . . . . . . . . . . . . . . . . 97 Changing category name or color . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98 Deleting categories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98 Chapter 9: Working with Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99 Transferring attachments to your handheld . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99 Automatic attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100 Creating attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100 Attaching one existing record to another . . . . . . . . . . . . . . . . . . . . . . . . . . . 100 Attaching new records to existing records . . . . . . . . . . . . . . . . . . . . . . . . . . 102 Attaching files to a record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103 Viewing attached records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104 Detaching or deleting records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104 Setting attachment preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105 Chapter 10: Importing and Exporting Data . . . . . . . . . . . . . . . . . . . . . . . . 107 Migrating data from Claris Organizer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107 Importing data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108 vCard and vCal files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110 Exporting data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110 Exporting Address Book items as a vCard file . . . . . . . . . . . . . . . . . . . . . . 110 Exporting Date Book events as a vCal file . . . . . . . . . . . . . . . . . . . . . . . . . . 110 Exporting data from Palm Desktop software . . . . . . . . . . . . . . . . . . . . . . . 111 Dragging records outside Palm Desktop software to copy them . . . . . . . . . 112 Chapter 11: Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113 About printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113 Selecting records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114 Filtering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114 Finding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114 vii Contents Selecting records to print . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115 Marking addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115 Previewing information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116 Setting up printing for your day planner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117 Printing Date Book views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118 Changing printing layouts for Date Book views . . . . . . . . . . . . . . . . . . . . . 119 Printing To Do List items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119 Changing printing layouts for To Do List items . . . . . . . . . . . . . . . . . . . . . 120 Printing lists of Address Book items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121 Printing an address card . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122 Changing printing layouts for lists of addresses . . . . . . . . . . . . . . . . . . . . . 122 Printing address books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123 Finishing mini-address books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124 Changing printing layouts for address books . . . . . . . . . . . . . . . . . . . . . . . 125 Printing envelopes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126 Changing printing layouts for envelopes . . . . . . . . . . . . . . . . . . . . . . . . . . . 128 Printing mailing labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129 Changing printing layouts for mailing labels . . . . . . . . . . . . . . . . . . . . . . . 131 Printing return address labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133 Printing fax cover sheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134 Changing printing layouts for fax cover sheets . . . . . . . . . . . . . . . . . . . . . . 135 Printing memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136 Changing printing layouts for memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137 Changing or adding day planner information . . . . . . . . . . . . . . . . . . . . . . . . . 138 Setting custom margins . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139 Chapter 12: HotSync® Operations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141 About HotSync operations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141 Accessing HotSync Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142 Preparing for the first HotSync operation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143 Connecting a USB cradle/cable to a USB port . . . . . . . . . . . . . . . . . . . . . . . 143 Connecting a serial cradle/cable to a USB port . . . . . . . . . . . . . . . . . . . . . . 143 Connecting a serial cradle/cable to a serial port . . . . . . . . . . . . . . . . . . . . . 144 Sharing a port with the cradle/cable and another device . . . . . . . . . . . . . 144 Changing conduit actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144 Performing a local cradle/cable HotSync operation . . . . . . . . . . . . . . . . . . . . 146 About the data file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146 Synchronizing multiple data files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147 viii Contents Synchronizing multiple handhelds to one computer set up for multiple Mac users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148 Log in as the correct user . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148 Installing applications on your handheld or an expansion card . . . . . . . . . . 149 Archiving data you delete from your handheld . . . . . . . . . . . . . . . . . . . . . . . . 150 Resolving HotSync conflicts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150 Chapter 13: Using the Instant PalmTM Desktop Application . . . . . . . . . . 151 About the Instant Palm Desktop application . . . . . . . . . . . . . . . . . . . . . . . . . . 151 Working with addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152 Creating items from the Instant Palm Desktop menu . . . . . . . . . . . . . . . . . . . 154 Appendix A: Printing Double-Sided Pages . . . . . . . . . . . . . . . . . . . . . . . . . 155 Marking paper for hole-punches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155 Apple LaserWriter/LaserWriter Plus, Hewlett-Packard DeskWriter . . . . . . 156 Apple Personal LaserWriter, Hewlett-Packard LaserJet IIP and IIIP . . . . . . 157 Apple LaserWriter II series, Hewlett-Packard LaserJet III and IIID . . . . . . . 158 Apple LaserWriter Pro 630 and 16/600PS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159 Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161 ix Contents x About This Book Welcome to PalmTM Desktop software. This guide describes all you need to know about how to use Palm Desktop software with your handheld. It walks you through using the features of the four modules in the application, working with lists, finding information, printing from the application, and transferring data between Palm Desktop software and your handheld. This guide is designed to help you get up and running quickly with Palm Desktop software. The first chapter introduces the application. The second chapter contains a tutorial that exercises the features of Palm Desktop software. After you become familiar with the basic functionality, you can use the rest of this guide as a reference for less common tasks, and also as a source of information if you have problems operating Palm Desktop software. In addition to this guide, Palm Desktop software contains online help that is available from the main menu bar and from the help button in dialog boxes. See online help for more detailed information about a function or task. 1 About This Book 2 CHAPTER 1 Introducing PalmTM Desktop Software This chapter gets you started with PalmTM Desktop software and introduces you to some of its features. About the modules Palm Desktop software has four modules: Address Book, Date Book, Memo Pad, and To Do List. You can add information to any module at any time. You can also connect, or attach, any record to any other, so you can jump right to the information you need. The information from each of these modules is synchronized with the information in the basic applications on your handheld when you perform a HotSync® operation. Address Book The Address Book module keeps track of names, addresses, company information, telephone numbers, birthdays, e-mail addresses, web sites, and so on. You can attach any record to an address card. For example, you can create a To Do List item to call a client and attach this item to the client's address card so that all the information you need is available for the phone call. 3 Chapter 1 Introducing PalmTM Desktop Software Example To remind yourself to call a friend next week, create a To Do List item. PalmTM Desktop software automatically finds the address records that seem related to this To Do List item. For example, if you write "Call Jodie," it will find all addresses containing the name "Jodie." If you attach one of the addresses to the To Do List item, a paper clip pop-up menu icon appears next to the To Do List Item. You can click the paper clip pop-up menu to open your friend's address card. Date Book The Date Book module manages your appointments and events. You can choose among three views: s s s Day Week Month Day view Week view Month view 4 About the modules You can attach any record to a Date Book event. For example, you can attach a client's address card to an event so that you can quickly jump to this information if you need it. You can set events to appear once, or repeat over an interval you set. You can create events to show special days, such as anniversaries, birthdays, and vacations. An event can span one day or several. Example You created an event for an upcoming meeting. You can specify how far in advance of the meeting you want an onscreen alarm reminder to display. (Palm Desktop software does not need to be running for this alarm reminder to display.) For regularly scheduled meetings you can create a repeating event, so you need only type the item once. The rest of the events are created based on the repeat interval you specify. Memo Pad Create memos during telephone calls, meetings, or whenever you need to create a memo for yourself. You can attach a memo to any other record, including another memo. You can also add the date and time to a memo so you can keep an ongoing "log" of information, with the more recent items on top. Click timestamp button... ...to place the current date and time on the first line of the memo 5 Chapter 1 Introducing PalmTM Desktop Software Example While telephoning a business contact, you type a memo detailing the important points of the call. Click the timestamp button, and the current date and time appear on the first line of your memo. To Do List The To Do List module keeps track of your tasks, or "to-do" items. You can give a To Do List item a title, a date of completion, and a priority, and set the item to repeat over any duration you wish. To Do List items appear in Date Book, and you can attach a To Do List item to any address card or memo. Example You need to gather materials for a report due the last Friday of each month. You'd also like a reminder the previous Monday that it's time to start preparing the report. You can create a To Do List item for this, and set the item to repeat on the last Friday of each month. You can also set the reminder for five days before, on the previous Monday, to remind you that it's time to start working on the report. Opening and quitting Palm Desktop software Palm Desktop software stores your information in one data file on your computer. You can close, print, and delete this file as you would any other. When you start Palm Desktop software, it automatically opens the last file that was opened. The name of the file appears in the title bar of each Palm Desktop window. To start Palm Desktop software, double-click the Palm Desktop icon in the Palm folder. To quit Palm Desktop software: s s Mac OS X: From the Palm Desktop menu, choose Quit. Mac OS 9: From the File menu, choose Quit. 6 Using Palm Desktop software with your handheld Using Palm Desktop software with your handheld Palm Desktop software shares information with four built-in applications on your handheld: Address Book, Date Book, Memo Pad, and To Do List. The information is exchanged when you perform a HotSync operation. The modules in Palm Desktop software provide more features than the applications on your handheld. For information about how your information is transferred to your handheld during a HotSync operation, see the chapters in this guide that describe each module. The first time you perform a HotSync operation with a new handheld or one that has been hard reset, the following occurs: s s A username in Palm Desktop software is added to your handheld. A folder for the username is created in the Users folder inside the Palm folder. For example, if you entered Jane Garcia as your username, a folder called Jane Garcia is created in the Users folder. A file called User Data is created in the "Jane Garcia" folder. This is the data file that stores all your information. NOTE Usernames appear in the User pop-up menu on the right side of the toolbar. You can change users by selecting a new name in the pop-up menu. Each subsequent time you perform a HotSync operation, HotSync Manager reads the username from the handheld and synchronizes the data in the folder of the same name. NOTE Be sure you select the correct username from the User pop-up menu before entering data on Palm Desktop or performing a HotSync operation. Creating and opening user data files When you first install Palm Desktop software, it creates a new data file, called User Data, in the folder with the username you specified during the installation. Each time you perform a HotSync operation with your handheld, this same data file is used to synchronize data. We recommend that you use only this data file to synchronize with your handheld. Create other files only to back up data or to hold information for another user on the same computer. Opening existing files Palm Desktop software automatically opens the last data file that was opened. To open another file, click the User pop-up menu in the toolbar and select a new username. 7 Chapter 1 Introducing PalmTM Desktop Software The name of the current data file appears in the title bar of each Palm Desktop window. The name of the current data file appears in the title bar of each window Saving files Your changes are saved as you work. You can also save a copy of a file to use as a backup. From the File menu, choose Save a Copy. In the Save a Copy dialog box, be sure to rename the file (or the original file will be overwritten), and then click Save. If you are working with a new file, choose Save As from the File menu. Type a name for the file. Closing windows and files You can have one file open at a time. To close a file, choose Close File from the File menu. If you close a new file, you are prompted to save it first. To close a Palm Desktop window, click the window's close box or choose Close Window from the File menu. Closing a window does not close the file. Also, you can open multiple windows at the same time. To exit Palm Desktop software, choose Quit from the File menu. Changing your mind If you make a mistake or change your mind while you are working, you can undo the latest change. To undo your most recent action, choose Undo from the Edit menu. Using templates If you have a number of similar events, addresses, memos, or To Do items to type, templates can help make your work easier. A template resembles a new item, except it already contains some pretyped information. When you create a template, you choose what pretyped information, and how much, is in it. 8 Using templates For example, if you have to add addresses for ten people and they all work in the same location, you can create a template that includes company name, address, and other information common to the new entries. You can create a template either from an existing event, address, memo, or To Do List item--or from a new one. Once a template has been created, it appears in the Create menu, and you can use it to make new items. You then type only whatever remaining information the new item requires. Creating templates from existing items You can create templates from existing events, addresses, memos, or To Do List items. Select the item, then choose New Template from the Create menu. Give the template a name, and assign it a keyboard shortcut if you like. Then click OK. A keyboard shortcut is a sequence of keys that, when pressed together, are a faster way to execute a menu command than using the mouse. Type a name for the template Click the pop-up menu to assign the template a keyboard shortcut (optional) The new template is available in the Create menu. Choose it, and a dialog box for a new item of its type appears with the template information filled in. The template appears in the Create menu Creating templates from new items You can create templates from new events, addresses, memos, or To Do List items. Choose Event, Address, Memo, or To Do from the Create menu. Type the information you want the template to have. Choose New Template from the Create menu. Give the template a name, and assign it a keyboard shortcut if you like. Then click OK. The new template appears in the Create menu. You can continue to create other new items with the information contained in the new template. 9 Chapter 1 Introducing PalmTM Desktop Software Changing a template If you need to correct the information in a template, create a new one, and then delete the old one. Deleting templates To delete a template, choose Delete Templates from the Create menu. Select the template you want to remove, then click Delete. Click Done when you've finished deleting templates. Using the toolbar You can click the buttons on the toolbar instead of choosing menu commands to execute common actions. By default, the toolbar displays each button's name. Move the pointer over the button to see an explanation of the button's function. If you have a small monitor, you can collapse the toolbar, which hides button names. To do this, click the triangle at the left side of the toolbar. Click to hide button names Select User To move the toolbar, hold the mouse down on the background of the toolbar and drag the toolbar to a new position. If you drag the toolbar near the menu bar, the toolbar automatically snaps back into the docked position. To hide the toolbar, choose Preferences from the Palm Desktop menu in Mac OS X or from the Edit menu in Mac OS 9. Click the General button, and then choose None from the Toolbar pop-up menu. Switching between users The User pop-up menu is on the right side of the toolbar. User pop-up menu If you are the only person using Palm Desktop software on this computer, your name is the only name you see. 10 Marking records private If others use the computer, the User pop-up menu shows the name of the person who most recently used it. NOTE Always check the pop-up menu to be sure you are using the correct data, especially before performing a HotSync operation. Click the User pop-up menu to do the following: s s Select from a list of available users and profiles Create, delete, or modify users and profiles Marking records private You can mark any record private. Then, depending on whether you select to show or hide private records in Preferences, Palm Desktop software either displays or hides the records. To mark a record private, open the record, select Private, and click OK. When you transfer a private record to your handheld during a HotSync operation, the record may become hidden or masked, depending on the options you select in your handheld's Security application. Masking of private records is available only on handhelds using Palm OS® software version 3.5 or later. NOTE Hiding private records You can hide all records that are marked private. Hidden records do not display in list views, Date Book views, menus, or Instant Palm Desktop application. They do not print and are not exported. The alarm for a hidden Date Book event does go off, but onscreen the alarm reminder says "Private Event" and does not display the actual event description. Hidden records are synchronized during HotSync operations. To hide private records, choose Preferences from the Palm Desktop menu in Mac OS X or from the Edit menu in Mac OS 9. Click the General button, and select Hide. 11 Chapter 1 Introducing PalmTM Desktop Software Setting preferences To set preferences, choose Preferences from the Palm Desktop menu in Mac OS X or from the Edit menu in Mac OS 9. Setting general preferences Use the General preferences panel to specify settings for the Instant Palm Desktop menu, deletion warnings, color printing, sound effects volume, toolbar, date format, auto-attachments, new To Do List item priority, and private records. Click General Select if you use a color printer Select to show the Instant Palm Desktop menu Select for warnings before items are deleted Choose a volume for sound effects Choose whether the toolbar is docked, floating, or hidden Choose long or short date displays Choose default priority for new tasks For information on setting auto-attachment preferences, see "Setting attachment preferences" in Chapter 9. 12 Setting preferences Setting alarm preferences You can set the alarm preferences for your computer in Palm Desktop software. Choose Preferences from the Palm Desktop menu in Mac OS X or from the Edit menu in Mac OS 9, and then click the Alarms button. Click Alarms Select to automatically add an alarm for new events you create Select to display alarms on the desktop computer The alarms for each appointment are set in the Event dialog box. Setting font preferences You can set different font types and font sizes for the list views in Address Book, To Do List, and Memo Pad. You can also select fonts and font sizes for memo text and the Date Book views. Choose Preferences from the Palm Desktop menu in Mac OS X or from the Edit menu in Mac OS 9, and then click the Fonts button. . Click Fonts Choose the font type and font size for items from the pop-up menus 13 Chapter 1 Introducing PalmTM Desktop Software Setting decor preferences A decor is a background that you can apply to the onscreen appearance of Date Book views and the list views in the other modules. To set a decor, choose Preferences from the Palm Desktop menu in Mac OS X or from the Edit menu in Mac OS 9, and then click the Decor button. Choose a decor from the list Click Decor Click to see how your choice looks with the current file Select a decor from the list, and then click the Apply button to see how the decor looks with your file. Click OK to accept the decor or Cancel to reject it. Calendar with the Red Hot Chilies decor NOTE Decors appear onscreen only; they do not affect printing. 14 Adjusting memory in Mac OS 9 Adjusting memory in Mac OS 9 In Mac OS 9, your computer sets aside a certain amount of memory for each application. You can change the amount of memory reserved. You may want to increase the amount of memory set aside for the Palm Desktop software if you run out of memory while using the application, or if you have a very large data file. Increasing the preferred memory size to 5000K should eliminate any memory problems during these operations. If you use a Power Mac and have virtual memory off, Palm Desktop software requires more memory. NOTE If you run out of memory while performing a HotSync operation, increase the allocation for the Conduit Manager application, not Palm Desktop software. The Conduit Manager is the application that manages HotSync operations. It is located in the Palm folder. To change the memory allocation: 1. 2. 3. If Palm Desktop software is open, quit the application. Open the Palm folder. Click the application icon once. To change the memory allocation for Palm Desktop software, click the Palm Desktop icon. To change the allocation for Conduit Manager, click the Conduit Manager icon. NOTE If you click the application icon twice, you start the application. If that happens, choose Quit from the File menu and try again. 4. 5. 6. From the File menu, choose Get Info. In the Get Info dialog box, choose Memory from the Show pop-up menu. Double-click the Preferred Size box. You see the size highlighted in the box. 7 . 8. Type a number, such as 5000, to change the memory size. Close the Palm Desktop Info window. The next time you start Palm Desktop software, the amount of memory you specified is available for the application. For more information on managing memory, refer to the documentation that came with your computer. 15 Chapter 1 Introducing PalmTM Desktop Software 16 CHAPTER 2 Tutorial With PalmTM Desktop software and your handheld, you can keep track of names, addresses, telephone numbers, e-mail addresses, events, memos, and to-do lists. If you like to roll up your sleeves and learn by doing, this tutorial is for you. After you finish it, you will have a solid understanding of how Palm Desktop software works. In this tutorial, you are the owner and manager of International Bakery, Ltd. You sell baked goods to delicatessens, cafés, and homes. Your business is growing nicely, and you need to keep track of information about your customers, suppliers, personal life, and family, so nothing gets overlooked. You carry your handheld on calls to customers and to suppliers. After you have installed Palm Desktop software, you need to open the tutorial file. 1. 2. Find the file called Bakery in the Tutorial folder, which is in the Palm folder. Double-click the file's icon The file opens. . Next, you need to go to the place in the file where the calendar information is. 1. 2. 3. Click the Go To button Type 1/1/02 in the box. Click OK. on the toolbar, at the top of the screen. Now, let's put the software to work! Creating an item in Address Book The moment you finish installing the software the telephone rings, and it's Susan Kenwood, a new customer. The first thing to do is create an address card for her. 1. Click the New Address button on the toolbar. A new address card appears where you can type the customer 's information. 2. Notice the Name section of the card is expanded to make typing easier. Also, the First field is selected. Type the first name: Susan. Tab to the Last field, and type the last name: Kenwood. 17 3. 4. Chapter 2 Tutorial Tips: s You can move from field to field by pressing Tab (or press Shift-Tab to go backwards). Press Enter or Return repeatedly to open and close successive sections. If you prefer, you can simply click the field you want to type in. The section expands and the field highlights, ready for you to type. s s Finish typing the information so the address card looks like the one below. For telephone numbers, you need only type the digits--the parentheses and hyphens are added automatically. Press the Enter key when you're through, but don't close the address card yet -- we'll assign a category to it. Parentheses and hyphens are entered automatically Assigning a category After you're done with the address card information, you'll want to assign a category to this card. Categories are an easy way to group addresses, events, memos, and To Do List items. For example, you can assign the category "Office" to the addresses for your coworkers, as well as events, memos, and To Do List items relating to them. You can assign up to two categories to each item: a primary category, and a secondary category. The primary category is the pop-up menu on the left; the secondary category is the one on the right. You can use primary and secondary categories however you choose. NOTE Only the primary category for a record is transferred to your handheld when you perform a HotSync® operation. 18 Assigning a category Primary category Secondary category You can easily assign color-code information. For example, you can have items with the category "Office" appear in blue, and items with the category "Friends/ Family" appear in green. The color of an item is based on its primary category. If you have a color printer and have selected the correct print options, color-coded items will print in color, too. Eight categories are already created, and you can add, remove, or change them at any time. NOTE 1. The tutorial includes some additional categories. Click the Other Information section of Susan Kenwood's address card to expand it. Choose Customers from the left, or primary, Categories pop-up menu. 2. 19 Chapter 2 Tutorial 3. You can choose another category from the right, or secondary, Categories popup menu. Otherwise, leave it blank. If you like, fill in some of the other fields on Susan's address card. When you're done, press Enter to collapse the open section. Click the card's close button in the upper-left corner to put it away. 4. 5. 6. Displaying list views The address card is a good way to view and change one person's information. But you've got a lot of people in your Bakery file. To scan them, or jump quickly to another person's card, view your addresses as a list. 1. Click the Addresses button on the toolbar. You see the addresses listed in rows and columns. 2. 3. 4. Choose an item in the list, and double-click it to open the address card. Click the address card's close button in the upper-left corner to put it away. Click several items in the list as you hold down the a key. 20 Sorting items in Address Book 5. Click an item toward the top of the screen. All the previously selected items are now unselected. Press and hold the Shift key. Now click an item five or six lines below the first one you clicked. The two items you clicked, plus all items in between, become selected. 6. To deselect all addresses, scroll down to the bottom of the list, where there are no items. Click there. All items are deselected. There are three separate list view windows: one for addresses, one for memos, and one for To Do List items. All three work the same way. You can enlarge any list view window--or scroll up, down, left, or right--to see all of your data. You can attach, delete, and duplicate multiple items quickly in a list view by selecting more than one item at a time. Leave the address list open--we'll use it in the next section. Sorting items in Address Book Right now, your address list is sorted by name. Some operations may be easier if it were sorted by company. 1. 2. Find the Company column in the address list. Scroll left or right if you need to. Click the word Company at the top of the column. (Don't click the next to it.) button This re-sorts the list so all items are now sorted by company. Notice that the word Company is highlighted. Highlighting indicates which field was used to sort the information. You decide it would be more convenient if the information were sorted by company, and then by name within each company. 1. Choose Sort from the View menu. In the Sort dialog box, Company appears in the Primary pop-up menu. 2. 3. Choose Full Name from the Secondary pop-up menu. Click OK. 21 Chapter 2 Tutorial In the address list, notice the dotted underline beneath the Full Name, indicating that it is the secondary sort column. We'll continue using the address list in the next section, so leave it open. Viewing selected items in Address Book You want to take a quick look at your customers' address cards. But there are many more records in your file than just those for your customers. You want to show the listings for only your customers--while hiding the others. You can set the Categories field so you see only customers. This setting is called a filter. 1. If the address list is not already open, click the Addresses button toolbar. Click the column. on the 2. button next to the word Categories at the top of the categories 3. Choose Customers from the pop-up menu. The list now shows only your customers. Let's show the rest of the Address Book records again. 1. Click the column. button next to the word Categories at the top of the categories 2. Choose No Filter from the pop-up menu. The entire set of Address Book items is visible again. If you prefer, you can also show the hidden items by clicking the Show All button in the upper-right corner of the list window. (If you're already viewing all the items this button is not available.) You can close any open windows by clicking each window's close button in the upper-left corner. 22 Finding an Address Book item Finding an Address Book item Later in the day, you want to call Susan Kenwood, and you need her telephone number. 1. 2. Click the Find button on the toolbar. Click the Addresses button inside the Find dialog box. Make sure Display Results in List Window is deselected. Type Kenwood in the text box. Her address appears in the dialog box--probably before you even finished typing her last name. 3. 4. Double-click Susan Kenwood's name in the Find dialog box, and you see her address card. After you've found Susan Kenwood's address card, you can click the telephone icon next to her telephone number to dial her phone number automatically, if you have the correct modem and telephone connections. 5. Close the address card. You can also find other information in a similar way, whether it's a To Do List item, memo, or an event. If you don't know where to look for the information, click Entire File to list every place the information appears. 23 Chapter 2 Tutorial Synchronizing addresses with Address Book on your handheld After you add or change addresses, you can make sure your handheld has the same information by performing a HotSync operation. The HotSync operation exchanges new material between Palm Desktop software and your handheld and updates all changes made in either location. For example, the address you created for Susan Kenwood would appear on your handheld in the Address Book application after a HotSync operation. This tutorial doesn't step through a HotSync operation. Instead, you can learn about HotSync operations using your own data by reading "About HotSync operations" in Chapter 12. Creating an event in Date Book Next, you need to schedule an appointment you've made with the representative from your bakery supplies wholesaler. You're going to discuss new spices for your international line of breads. The appointment is tomorrow, from 9 AM to 10 AM. 1. Click the Date Book button on the toolbar. If you don't see the Day view, click the Day tab on the right side of the window. 2. 3. Click the Go To button on the toolbar. either backward or forward until In the Go To dialog box, click the arrows you see January 2002. 4. In the Go To dialog box, choose any day in January 2002 for the appointment, click it, then click OK. You'll see that date in the Day view. 5. Scroll up or down until you see 9 AM in the events window, on the left side of the Day view. Move the pointer to the events window. The pointer becomes a crosshair. Place the crosshair on the line representing 9 AM, then click and drag down until the box reaches 10. 6. 7 . A one-hour event is created, from 9 AM until 10 AM. 24 Creating an event in Date Book 8. Type Meeting with Denise Garcia inside the new event box. 9. Click outside of the event box to deselect it. The Auto-Attachments dialog box appears. There is an address card for Denise Garcia, and you can attach it to this event. 10. Click Attach. We'll discuss attachments in more detail later, in the "About attachments" section. To change the start or end time of an event, click the event to select it. Drag the upper arrow up or down to change the event's start time. Drag the lower arrow up or down to change the event's ending time. Drag up or down If you prefer, you can also change the event start or end time by double-clicking the event, then changing the time in the Event dialog box. Click outside of the event to deselect it. The paper clip pop-up menu shows that this event has an attachment. Leave the Day view open for the next section. 25 Chapter 2 Tutorial Moving an event Unfortunately, Denise Garcia just called you to say she has an appointment conflict. She asks that the meeting you've scheduled be changed to 10 AM. You need to move the event in Date Book. 1. 2. Move the pointer over the event. Drag the event downward so the top of the event lines up with 10 AM. The event now starts at 10 AM and ends at 11 AM. You can also change the time in the Event dialog box, if you prefer. Drag the event back up to where it was, so that it starts at 9 AM and ends at 10 AM. Now practice moving the event using the Event dialog box. 1. Click the event once, so it becomes selected. 2. Double-click the event box anywhere except directly over the event text. 3. When the Event dialog box opens, change the beginning time from 9 AM to 10 AM. You can type 10. 4. 5. Click the box for the ending time. It automatically changes to 11 AM. Click OK to close the dialog box. 26 Setting alarms The next thing we're going to do is confirm that we have set a reminder, or alarm, for this event. Setting alarms You're not sure you'll remember that the appointment with Denise Garcia has been changed, so you want a reminder shortly before it is to occur. You can set an alarm for this event. An alarm is a dialog box that appears on your computer screen to remind you of an event. When you synchronize data with your handheld, the alarm is also set to go off on your handheld. The default setting for alarms on Palm Desktop software is off. If you wish to be reminded by these onscreen alarms, you must turn on the alarm setting. NOTE 1. This setting affects all users on Palm Desktop software. Choose Preferences from the Palm Desktop menu on Mac OS X or from the Edit menu on Mac OS 9. Click the Alarms button Click Alarms 2. in the Preferences dialog box. 3. Select the check box for Show alarm dialogs. NOTE You can change the alarm settings for an individual event in the Event dialog box. 4. Click OK. You want to set this alarm to go off at the original time of the event (9 AM) to remind you that the event changed. 27 Chapter 2 Tutorial 1. Double-click the Denise Garcia event box anywhere except directly over the event text. In the Event dialog box, make sure the Set Alarm check box is selected. 2. . 3. 4. 5. Type 60 over the existing number in the box. Leave Minutes Prior selected in the pop-up menu. Click OK. At 9 AM the following dialog box appears. If you want another reminder later, type when you want that reminder to appear, then click Snooze. Try setting up your own reminder: 1. Check your computer's current date and time settings. (If you're not sure how to do this, or you need to correct them, consult your computer operating system's user guide.) Click the New Event button Make the event for today's date. Check the current time, then set the start time of the event for fifteen minutes from now. (The end time can be whatever you like.) Set an alarm to warn you ten minutes in advance. Click OK. Within five minutes you should see a reminder on your screen. on the toolbar to create a new event. 2. 3. 4. 5. 6. When you're through experimenting with reminders, you can close any open windows if you like. 28 Showing the three Date Book views Showing the three Date Book views The Date Book has three views: Day, Week, and Month. First, let's try the three ways to choose one of these views. Then we'll examine the differences among the views. To switch among the three Date Book views: 1. Click the Date Book button each view. on the toolbar repeatedly, until you have seen 2. 3. Click the tabs on the right side of the Date Book until you have seen each view. Choose Date Book from the View menu, and then choose one of the three views from the submenu. (You can also use the keyboard shortcuts that are listed in the menu.) Keyboard shortcuts The three Date Book views offer you different ways of looking at your schedule. s The Day view shows one day's event and To Do List items. On the left, you see events. The window scrolls to reflect the time of day. On the right, you see the day's To Do List. Day view 29 Chapter 2 Tutorial s The Week view shows events and To Do List items for a number of days you choose, from one to seven. Events are listed on top, while To Do List items are listed beneath each day. You can click the + and - buttons to change the number of days displayed--from one day to as many as seven. Week view s The Month view shows the current month's events and To Do List items. Month view Leave one of the Date Book views onscreen for the next section. 30 Creating an untimed event Creating an untimed event National Bread Week is coming up! You must note this event on your Date Book as an untimed event. 1. 2. 3. Go to the Month view for January 2002. Click the New Event button on the toolbar. For the event's name, type National Bread Week. 4. 5. 6. 7 . 8. 9. Type 1/20/02 in the Date box. (This is the event's start date.) Click No Time. Click the Repeat Event check box to select it. Type 1/26/02 in the Until box so the event spans an entire week. Choose Business from the primary Categories pop-up menu on the left. Click OK. An untimed repeating event appears on the Date Book. Notice that the event can stretch over more than one day. (You can also have an event that only stretches across one day.) You can reposition the event or change its duration. 10. Double-click 11. the event. In the Change Repeating Item dialog box, make sure that All Events is selected and then click OK. the Event dialog box opens, change the date in the Until box to 1/23/02. Click OK. Notice that the event has been shortened by two days. box back to 12. When 13. Double-click the event again, and change the date in the Until 1/26/02. Click OK. The event once again spans the entire week. 31 Chapter 2 Tutorial 14. Click the event and drag it to another week. The untimed repeating event now spans that week. Close Date Book if you like. Synchronizing events with the Date Book on your handheld A HotSync operation exchanges new events between Palm Desktop software and your handheld and updates all changes to events made in either location. For example, the event you made for 10 AM with Denise Garcia would appear on your handheld in the Date Book application after a HotSync operation. This tutorial doesn't step through a HotSync operation. Instead, you can learn about HotSync operations using your own data by reading "About HotSync operations" in Chapter 12. Creating a To Do List item Your appointment with your bakery wholesaler is the day after tomorrow. Before the appointment, you need to make a list of the spices and bakery supplies that you need. You want to remind yourself to complete this task before the appointment. 1. 2. Click the New To Do button on the toolbar. In the Title text box, type Make a list of supplies. 3. 4. 5. Leave the Priority at Medium. Make sure the Schedule To Do check box is selected. Type 1/15/02 in the Date field. 32 Creating a memo 6. 7 . Leave Carry Over After Due selected. Select the Remind check box and type 1 in the days before box that appears. This reminder occurs only on Palm Desktop software; the handheld doesn't support reminders on To Do List items. 8. 9. Choose Business from the primary (left) Categories pop-up menu. Click OK. You now have a To Do List item, with a reminder that appears in Date Book the day before the item is due. After you click OK, the item list appears so you can see your other items, as well. A HotSync operation also exchanges new To Do List items between Palm Desktop software and your handheld and updates any changes to items made in either location. Close the To Do List application by clicking the close button in the upper-left corner of the window. Creating a memo Now it's time to make the list of supplies needed. 1. 2.