User manual PALM VX

Handbook for the Palm VTM Organizer Copyright Copyright © 1998-1999 3Com Corporation or its subsidiaries. All rights reserved. 3Com, the 3Com logo, Graffiti, HotSync, Palm Computing, and PalmConnect are registered trademarks, and the HotSync logo, More Connected., Palm, Palm III, Palm V, the Palm V logo, the Palm Computing Platform logo, and Palm OS are trademarks of Palm Computing, Inc., 3Com Corporation or its subsidiaries. Other product and brand names may be trademarks or registered trademarks of their respective owners. Disclaimer and Limitation of Liability 3Com Corporation and its subsidiaries assume no responsibility for any damage or loss resulting from the use of this handbook. 3Com Corporation and its subsidiaries assume no responsibility for any loss or claims by third parties which may arise through the use of this software. 3Com Corporation and its subsidiaries assume no responsibility for any damage or loss caused by deletion of data as a result of malfunction, dead battery, or repairs. Be sure to make backup copies of all important data on other media to protect against data loss. Important: Please read the 3Com End User Software License Agreement contained in this handbook before using the accompanying software program(s). Using any part of the software indicates that you accept the terms of the 3Com End User Software License Agreement. 3.5" Software Diskettes Available 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 may download the Palm Desktop software from http://www.palm.com. Alternatively, you can order 3.5" diskettes by completing and mailing the diskette order card supplied in the Palm VTM organizer product package, or call to order the diskettes. See the Worldwide Customer Support card for the appropriate phone number. P/N: 405-0961-01 A/N: 423-0960-01 Page ii Handbook for the Palm VTM Organizer Contents About This Book ......................................................................................... 1 Chapter 1: Introduction to Your Palm VTM Organizer Getting to know your Palm V organizer............................................3 What is a Palm V organizer? ...........................................................3 System requirements ........................................................................4 Upgrade Information ........................................................................4 Palm V components ..........................................................................6 Recharging the battery ...................................................................10 Palm Desktop organizer software ................................................11 Using your organizer with another PIM .....................................13 Tapping and typing ............................................................................14 Tap with the stylus to get things done .........................................14 Elements of the organizer interface ..............................................15 Opening applications .....................................................................16 Using menus ....................................................................................17 Three ways to enter data ................................................................20 Customizing your organizer..............................................................23 Chapter 2: Entering Data in Your Palm VTM Organizer Using Graffiti writing to enter data ..................................................25 Writing Graffiti characters .............................................................25 Graffiti tips .......................................................................................27 The Graffiti alphabet .......................................................................28 Writing capital letters .....................................................................29 Writing numbers .............................................................................29 Graffiti numbers ..............................................................................30 Writing punctuation marks ...........................................................30 Additional Graffiti punctuation ....................................................31 Writing symbols and extended characters ..................................31 Writing accented characters ..........................................................32 Accent strokes ..................................................................................32 Additional non-English characters ...............................................32 Navigation strokes ..........................................................................33 Graffiti ShortCuts ............................................................................33 Using the onscreen keyboard ............................................................34 Using your computer keyboard ........................................................35 Importing data .....................................................................................35 Contents Page iii Chapter 3: Managing Your Applications Using the Applications Launcher..................................................... 37 Selecting applications ..................................................................... 37 Switching between applications ................................................... 37 Categorizing applications .............................................................. 37 Changing the Applications Launcher display ............................ 38 Choosing preferences ......................................................................... 39 Installing and removing applications .............................................. 40 Installing add-on applications ...................................................... 40 Installing games .............................................................................. 42 Removing applications .................................................................. 43 Removing Palm Desktop software ............................................... 43 Security................................................................................................. 44 Assigning a password .................................................................... 44 Changing or deleting a password ................................................ 45 Locking your organizer ................................................................. 45 Recovering from a forgotten password ....................................... 46 Chapter 4: Using Your Basic Applications Overview of basic applications......................................................... 48 Date Book ......................................................................................... 48 Address Book .................................................................................. 49 To Do List ......................................................................................... 50 Memo Pad ........................................................................................ 51 Calculator ......................................................................................... 51 Expense ............................................................................................ 52 Common tasks..................................................................................... 53 Creating records .............................................................................. 53 Editing records ................................................................................ 53 Deleting records .............................................................................. 55 Purging records ............................................................................... 56 Exchanging and updating data: HotSync operations ............... 56 Categorizing records ...................................................................... 59 Finding records ............................................................................... 62 Sorting lists of records .................................................................... 67 Making records private .................................................................. 68 Attaching notes ............................................................................... 70 Choosing fonts ................................................................................ 71 Application-specific tasks.................................................................. 72 Date Book ......................................................................................... 72 Address Book .................................................................................. 84 To Do List ......................................................................................... 89 Memo Pad ........................................................................................ 94 Page iv Handbook for the Palm VTM Organizer Calculator .........................................................................................97 Expense .............................................................................................99 Chapter 5: Communicating Using Your Organizer Managing desktop E-Mail away from your desk .........................111 Setting up Mail on the desktop ...................................................112 Synchronizing Mail with your E-Mail application ..................114 Opening the Mail application on your organizer .....................114 Viewing e-mail items ....................................................................114 Creating e-mail items ....................................................................115 Looking up an address .................................................................118 Adding details to e-mail items ....................................................119 Storing e-mail to be sent later ......................................................122 Editing unsent e-mail ...................................................................122 Draft e-mail ....................................................................................123 Filing e-mail ...................................................................................124 Deleting e-mail ..............................................................................125 Removing e-mail from the Deleted folder .................................125 Purging deleted e-mail .................................................................126 Message List options ....................................................................126 HotSync options ............................................................................128 Creating special filters ..................................................................129 Truncating e-mail items ...............................................................133 Mail menus .....................................................................................134 Beaming information ........................................................................135 Chapter 6: Advanced HotSync® Operations Selecting HotSync setup options.....................................................139 Customizing HotSync application settings ...................................142 IR HotSync operations ......................................................................144 Preparing your computer for infrared communication ..........144 Configuring HotSync Manager for infrared communication .147 Performing an IR HotSync operation .........................................148 Returning to cradle HotSync operations ...................................148 Conducting a HotSync operation via modem...............................149 Preparing your computer ............................................................149 Preparing your organizer .............................................................151 Selecting the conduits for a modem HotSync operation .........152 Performing a HotSync operation via a modem ........................153 Conducting a HotSync operation via a network ..........................154 Connecting to your company's dial-in server ...........................154 Performing a network HotSync operation ................................157 Using File Link...................................................................................157 Creating a user profile ......................................................................158 Contents Page v Chapter 7: Setting Preferences for Your Organizer Viewing preferences......................................................................... 161 Buttons preferences .......................................................................... 162 Pen preferences ............................................................................. 162 HotSync buttons preferences ...................................................... 164 Digitizer preferences ........................................................................ 164 Formats preferences ......................................................................... 164 Country default ............................................................................. 165 Time, date, week start, and numbers formats .......................... 165 General preferences .......................................................................... 166 Auto-off delay ............................................................................... 166 Cradle settings ............................................................................... 166 System, alarm, and game sounds ............................................... 167 Beam Receive ................................................................................. 167 Connection preferences.................................................................... 168 Sample connection for remote IR HotSync operations ........... 169 Network preferences and TCP/IP software ................................. 171 Selecting a service ......................................................................... 171 Entering a user name ................................................................... 172 Entering a password .................................................................... 173 Selecting a connection .................................................................. 173 Adding telephone settings .......................................................... 174 Connecting to your service .......................................................... 176 Creating additional service templates ....................................... 177 Adding detailed information to a service template ................. 177 Login scripts .................................................................................. 180 Creating a login script on your organizer ................................. 181 Plug-in applications ..................................................................... 183 Deleting a service template ......................................................... 183 Network preferences menu commands .................................... 183 TCP/IP troubleshooting .............................................................. 184 Owner preferences............................................................................ 185 ShortCuts preferences ...................................................................... 186 Creating a ShortCut ...................................................................... 186 Editing a ShortCut ........................................................................ 187 Deleting a ShortCut ...................................................................... 187 Appendix A: Maintaining Your Organizer Caring for your organizer................................................................ 189 Battery considerations...................................................................... 190 Resetting your organizer ................................................................. 191 Performing a soft reset ................................................................. 191 Performing a hard reset ............................................................... 192 Page vi Handbook for the Palm VTM Organizer Appendix B: Frequently Asked Questions Software installation problems........................................................195 Operating problems ..........................................................................196 Tapping and writing problems .......................................................197 Application problems .......................................................................198 HotSync problems .............................................................................199 Beaming problems.............................................................................204 Recharging problems ........................................................................204 Password problems...........................................................................205 Technical support ..............................................................................206 Appendix C: Creating a Custom Expense Report About mapping tables ......................................................................207 Customizing existing sample templates ........................................208 Determining the layout of the Expense Report.............................209 Labels ..............................................................................................209 Sections ...........................................................................................210 Analyzing your custom Expense Report .......................................211 Programming the mapping table ....................................................212 Using applications other than Microsoft Excel .............................216 Expense file details............................................................................216 Appendix D: Non-ASCII Characters for Login Scripts Use of ^char .......................................................................................217 Carriage return and line feed ..........................................................217 Literal characters ...............................................................................218 Warranty and Other Product Information Limited warranty...............................................................................219 3Com end user software license agreement ..................................222 FCC Statement ...................................................................................225 Canadian RFI Statement...................................................................225 CTICK Certification ..........................................................................226 Index ........................................................................................................ 227 Contents Page vii Page viii Handbook for the Palm VTM Organizer About This Book Welcome to the Palm VTM connected organizer. This handbook is designed to help you get up and running quickly on your organizer. It describes all you need to know about how to use your Palm V organizer and the applications that come with it. It walks you through: s s s s Locating all the parts of your organizer Viewing and entering data Using your organizer with your computer Personalizing your organizer with your own preference settings After you become familiar with the basic functionality of your organizer, you can use the rest of this handbook as a reference for less common tasks, for maintaining your organizer, and also as a source of information if you have problems operating it. About This Book Page 1 Page 2 About This Book Chapter 1 Introduction to Your Palm VTM Organizer This chapter explains the physical buttons and controls on your Palm VTM connected organizer, how to use your organizer for the first time, and how to use HotSync® technology to synchronize your organizer and PalmTM Desktop organizer software. Getting to know your Palm V organizer What is a Palm V organizer? With your Palm V organizer, you will no longer have trouble getting to meetings and appointments on time, remembering people's names and personal details, or tracking all the items on your to do list. Your organizer 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 so you can view them by the day, week, or month; 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 Book, 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 organizer 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 3 System requirements To install and operate Palm Desktop software, your computer system must meet the following requirements: Minimum requirements s s s Windows 95, Windows 98, or Windows NT 4.0 IBM-compatible 486 computer or higher 8 MB RAM (memory) minimum, 16 MB recommended (required with Windows NT 4.0) 20 MB available hard disk space VGA monitor or better (the Quick Tour requires a 256 color video display) CD-ROM drive (you can also download the Palm Desktop software from http://www.palm.com, or order 3.5" diskettes from 3Com) Mouse One available serial port s s s s s Optional equipment s s s Palm VTM Modem Windows-compatible printer Infrared communication device Macintosh compatibility You can connect your organizer to your Macintosh using the PalmConnect® Serial Kit or PalmConnect® USB Kit (sold separately). Upgrade Information If you already own a PalmPilotTM organizer or Palm IIITM organizer, 3Com recommends that you install the version of Palm Desktop software that comes with your new Palm V organizer 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 add HotSync Manager, conduit software, and other features of Palm Desktop software to your computer. You perform HotSync operations in exactly the same way, so you can quickly synchronize your old data with your new organizer. Page 4 Introduction to Your Palm VTM Organizer To upgrade: 1. Read the Getting Started guide for an overview of the complete installation process. 2. Synchronize your old organizer with your old Palm Desktop software. This ensures that the latest information from your organizer is on your desktop computer. 3. (Optional) To ensure against any data loss, go to the folder that stores Palm Desktop software, copy your username folder, and store the copy outside the Palm Desktop software folder. 4. 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. 5. To prepare for the first HotSync operation that synchronizes your new organizer with your new Palm Desktop software, go to the HotSync Manager and choose Custom. Note: Be sure your username appears in the box at the top of the Custom dialog box. If not, select your username. 6. For all conduits, click Change and select the option Desktop overwrites handheld. Then click Done. See "Customizing HotSync application settings" in Chapter 6 for more information. 7. Place your new organizer in the cradle and press the HotSync button. If the Select User dialog box appears, select your username. Note: If you customized the modem setup on your old organizer, you must re-enter the modem init string. Each organizer must have a unique name After you complete the upgrade process described above, you have two organizers with the same name. This is an undesirable situation. Each organizer 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 organizer. See "Performing a hard reset" in Appendix A for details. A hard reset not only erases all data from the old organizer; it also erases the name and makes that organizer a clean slate, ready to receive a new name. The next time you perform a HotSync operation with this old organizer, you are asked to give it a name. Be sure to give it a unique name. Chapter 1 Page 5 Palm V components Locating front panel controls Contrast control button Power button Screen Graffiti writing area Scroll button Application buttons Contrast control button Turns on the onscreen contrast control so you can adjust the screen for the clearest screen display as required by the lighting conditions or temperature of the environment where you use your organizer. See "Using the onscreen contrast control" later in this chapter for more information. Turns your organizer on or off and controls the backlight feature. If your organizer is turned off, pressing the power button turns the organizer on and returns you to the last screen you viewed. Press the power button to turn the organizer off. If you have difficulty seeing the information onscreen, use the backlight to illuminate your screen. Press the power button and hold it down for about two seconds to turn the backlight on or off. You can assign the full-screen pen stroke to activate the backlight. See "Pen preferences" in Chapter 7 for more information. Power button/ Backlight control Page 6 Introduction to Your Palm VTM Organizer Organizer screen Graffiti® writing area Scroll button Displays the applications and information stored in your organizer. 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. Displays text and other information that extends beyond the area of the organizer screen. Pressing the lower half of the scroll button scrolls down to view information below the viewing area, and pressing the upper half of the button scrolls up to view the information above the viewing area. Activates the individual organizer applications that correspond to the icons on the buttons: Date Book, Address Book, To Do List, and Memo Pad. See "Buttons preferences" in Chapter 7 for details on reassigning these buttons to activate any application on your organizer. Tip: If your organizer is turned off, pressing any application button activates the organizer and opens the corresponding application. Application buttons Using the onscreen contrast control Even with the backlight on, you may need to make further adjustments by changing the amount of contrast on the screen. To adjust the contrast: 1. Press the Contrast control button. 2. To change the contrast in small increments, tap to the left or right of the slider. To change the contrast in larger increments, drag the slider to the left or right. Tip: You can also press the scroll button to move the slider incrementally. 3. Tap Done. Chapter 1 Page 7 Locating back panel components IR port Reset button Side channel for stylus or cover Serial connector Side channels Hold the stylus or front cover, which slide in and out of either side channel and click into place. To use the stylus, remove it from the side channel and hold it as you would a pen or pencil. Uses infrared technology to transmit data to and receive data from other Palm Computing® platform handhelds, and to perform HotSync operations. See "Beaming information" in Chapter 5 and "IR HotSync operations" in Chapter 6 for more information. 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. IR port Reset button Page 8 Introduction to Your Palm VTM Organizer Serial connector Connects your organizer to the cradle, which in turn connects to the back of your computer and through the AC adapter to the wall current. This allows you to recharge your Palm V organizer as well as update the information between your organizer and computer using HotSync technology. Note: The cradle must be plugged into the serial (COM) port at the back of your computer. Your organizer requires a dedicated port. It cannot share a port with an internal modem or other device. If you are unsure about the exact location of the serial port on your computer, refer to the user's manual supplied with the computer. Chapter 1 Page 9 An additional connection is made from the back of the cradle's serial (COM) port connector to the AC adapter which plugs into any AC current outlet. AC adapter Recharging the battery The Palm V organizer contains a Lithium-ion battery that is recharged each time you place the organizer in the cradle. Just place your organizer in the cradle for four hours for an initial charge before you use it. Then place it in the cradle for a few minutes each day to recharge the battery to full capacity. If the battery gets low, your organizer displays a warning message. If this occurs, perform a HotSync operation and then recharge the battery as soon as possible. If your organizer shuts down, you still have about a week to recharge the battery before you lose the data on your organizer. Page 10 Introduction to Your Palm VTM Organizer Viewing data while in the cradle You can set a preference so that you can continue to view data while your organizer is in the cradle and while the battery is being recharged. See "General preferences" in Chapter 7 for more information. Palm Desktop organizer software Palm Desktop software extends many of the functions of your organizer to your computer and serves to back up all your data. Viewing and editing your data using Palm Desktop software is optional. However, when you use it with your organizer and the builtin HotSync technology, you can fully synchronize the information on your organizer with the information on your computer. It is a good idea to back up your data in case something happens to the data on your organizer. Changes you make on your organizer or Palm Desktop software appear in both places after you synchronize. With Palm Desktop software, you can do the following: s Work with your organizer applications on your computer. Palm Desktop software duplicates the Date Book, Address Book, To Do List, and Memo Pad applications on your organizer, so you can view, enter, and modify any data stored on your organizer. Back up the data stored on your organizer with HotSync technology and synchronize the data on your Palm Desktop software. Synchronization is a one-step procedure that ensures your data is always safe and up-to-date. See "Exchanging and updating data: HotSync operations" in Chapter 4 for more information. Import and export data, so you can easily transfer data from other desktop applications into any of your main applications. See "Importing data" in Chapter 2 for more information. Print your Date Book, Address Book, To Do List, and Memo Pad information on any printer. s s s Chapter 1 Page 11 Installing Palm Desktop software The following instructions guide you through installing Palm Desktop software. After installation, refer to the online Help in Palm Desktop software for information about how to use the software. To ensure a safe and uninterrupted installation of Palm Desktop software, please do the following before installing: s s Turn off your computer and connect the cradle to it. If you are installing from diskettes (rather than the CD-ROM included in the box), make sure the original Palm Desktop software diskettes are write-protected, and then make backup copies of them. When you finish, use the copies to install the software, and store the original diskettes in a safe place. Refer to your computer's manual or operating system documentation if you need information about locking or copying diskettes. Do not simply copy the Palm Desktop software files to your computer's hard disk. You must use the installer to place the files in their proper locations and to decompress the files. s To install Palm Desktop software: 1. Exit any open programs, including those that run automatically at startup such as Microsoft Office, and disable any virus-scanning software. 2. Insert the Palm Desktop software CD-ROM into the computer's CD-ROM drive (or insert the diskette labeled Setup into the diskette drive). 3. When the Palm Desktop Installer Menu appears, click the Install button to begin the installation procedure. 4. Follow the onscreen instructions to complete the installation. During installation you will be asked to insert your organizer into the cradle. Page 12 Introduction to Your Palm VTM Organizer Using your organizer with another PIM If you prefer to use another personal information manager (PIM), such as Microsoft Outlook, you still need to install Palm Desktop software in order to add HotSync Manager, the connection software, and other features of Palm Desktop software to your computer. The connection software, called a conduit, lets you synchronize the data between your organizer and your PIM. If the installation program detects that you have Microsoft Outlook on your computer, the program lets you choose between installing Palm Desktop software or installing the conduit for Outlook so that you can use that application as your PIM. For information on the availability of conduit software for the PIM you use, contact the vendor of your PIM or visit the web site http://www.palm.com. Chapter 1 Page 13 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 organizer screen is the basic action that gets things done on your organizer. The first time you start your organizer, setup instructions appear on the screen. These instructions include a calibration screen, or digitizer. Calibration aligns the internal circuitry of your organizer with its touch-sensitive screen so that when you tap an element on the screen, the organizer can detect exactly which task you want to perform. Important: Always use the point of the stylus for tapping or making strokes on the organizer screen. Never use an actual pen, pencil, or other sharp object to write on the organizer screen. With your organizer turned on, you can tap the organizer screen to do 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 14 Introduction to Your Palm VTM Organizer Elements of the organizer interface Menu bar Pick list Check box Icons Command buttons Menu bar Command buttons Icons A set of commands that are specific to the application. Not all applications have a menu bar. Tap a button to perform a command. Command buttons appear in dialog boxes and at the bottom of application screens. Tap the icons to open applications Calculator . , menus , , and to find text anywhere in your data abc 123 Check box With the cursor in an input field, tap the dot to activate the alphabetic keyboard. With the cursor in an input field, tap the dot to activate the numeric keyboard. When a check mark appears in a check box, the corresponding option is active. If a check box is empty, tapping it inserts a check mark. If a check box is checked, tapping it removes the check mark. Tap the arrow to display a list of choices, and then tap an item in the list to select it. Pick list Chapter 1 Page 15 Previous/next arrows Scroll bar Scroll bar Drag the slider, or tap the top or bottom arrow, to scroll the display one line at a time. To scroll to the previous page, tap the scroll bar just above the slider. To scroll to the next page, tap the scroll bar just below the slider. You can also scroll to the previous and next pages by pressing the upper and lower portions of the scroll button on the front panel of the organizer. Next/ previous arrows Tap the up and down arrows to display the previous and next page of information; tap the left and right arrows to display the previous and next record. Opening applications You can use the Applications Launcher to open any application installed on your organizer. You can also open the four main applications -- Date Book, Address Book, To Do List, and Memo Pad -- with the application buttons on the front panel of your organizer. Applications Launcher Date Book Address Book Memo Pad To Do List Page 16 Introduction to Your Palm VTM Organizer Tip: When you press an application button on the front panel, you have instant access to the selected application. You don't even need to turn on your organizer first. In addition to providing a way for you to open applications, the Applications Launcher displays the current time, battery level, and application category. To open an application: 1. Tap the Applications icon . 2. Tap the icon of the application that you want to open. If you have many applications installed on your organizer, tap the scroll bar to see all of your applications. Tip: To find an application quickly, you can write the Graffiti character for the first letter of its name. The Applications Launcher scrolls to the first application with a name that begins with that letter. You can also assign application icons to different categories. See "Categorizing applications" in Chapter 3. Using menus Menus on your organizer are easy to use. Once you have mastered them in one application, you can use them the same way in all other applications. The menus of each application are illustrated in the section on that application in Chapter 4. The Edit menu is described in "Editing records" in Chapter 4. Chapter 1 Page 17 To open the menu bar: 1. Open an application (such as Memo Pad). 2. Tap the Menu icon . Tap the Menu icon In this example, three menus are available: Record, Edit, and Options. The Record menu is selected and contains the commands New Memo, Delete Memo, and Beam Memo. Choosing a menu After you open the menu bar for an application, tap the menu that contains the command you want to use. The menus and menu commands that are available depend on the application that is currently open. Also, the menus and menu commands vary depending on which part of the application you're currently using. For example, in Memo Pad, the menus are different for the Memo List screen and the Memo screen. Graffiti menu commands Most menu commands have an equivalent Graffiti Command stroke, which is similar to the keyboard shortcuts used to execute commands on computers. The command letters appear to the right of the command names. Page 18 Introduction to Your Palm VTM Organizer Menu commands Command letters To use the Graffiti menu commands, the menu bar must be closed. Draw the Command stroke anywhere in the Graffiti area, and immediately write the corresponding command letter in the Graffiti letter area. When you draw the Command stroke, the word "Command" appears just above the Graffiti writing area to indicate that you are in Command mode. Command For example, to choose Select All in the Edit menu, draw the Command stroke, followed by the letter "s." Note: Command mode is active for approximately two seconds, so you must write the command letter immediately to choose the menu command. Displaying online tips Many of the dialog boxes that appear on your organizer contain an online Tips icon in the upper-right corner. Online tips anticipate questions you have in a dialog box, provide shortcuts for using the dialog box, or give you other useful information. To display an online tip: 1. Tap the Tips icon . 2. After you review the tip, tap Done. Chapter 1 Page 19 Three ways to enter data There are three ways to enter data into your organizer: s s s Using the onscreen keyboard Using Graffiti writing Entering or importing data in Palm Desktop software and then synchronizing with your organizer Onscreen keyboard When you create or edit a record in an application such as Address Book, you can open the onscreen alphabetic and numeric keyboards to enter data. Tap here for alphabetic keyboard Tap here for numeric keyboard After a keyboard is open, you can tap to open any of the other keyboards, including the international keyboard. See "Using the onscreen keyboard" in Chapter 2 for more information. Note: You cannot enter Graffiti characters while using the onscreen keyboard. Alpha Tab Caps lock Caps shift Tap here to display alphabetic keyboard Backspace Carriage return Numeric International Tap here to display numeric keyboard Page 20 Tap here to display international keyboard Introduction to Your Palm VTM Organizer Graffiti writing Your organizer includes Graffiti writing software as the primary system for entering text and numbers. With Graffiti writing, you write simple strokes with the stylus and they are instantly recognized as letters or numbers. Write letters here Write numbers here Division marks The Palm Desktop software CD-ROM includes Giraffe, a game you can use to practice Graffiti writing. See "Installing and removing applications" in Chapter 3 for installation instructions. The Memo Pad application is ideal for practicing Graffiti writing. This section explains how to open Memo Pad and use it to practice Graffiti writing. To open Memo Pad: 1. Press the Memo Pad application button 2. Tap New. . Note: A blinking cursor appears on the first line of the new memo to indicate where new text will appear. New memo cursor Tap New Write in Graffiti area See "Using Graffiti writing to enter data" in Chapter 2 for details. Chapter 1 Page 21 Using Palm Desktop software If you have new records you want to add to your organizer and prefer to use the computer keyboard rather than Graffiti writing or the onscreen keyboard, enter the data in Palm Desktop software or the PIM you have installed to use with your organizer. After the information is in Palm Desktop software, perform a HotSync operation to synchronize your organizer with your computer. See "Exchanging and updating data: HotSync operations" in Chapter 4 for more information. Importing data If you already have data in a database on your computer, you can import it into Palm Desktop software. You can import data stored in computer applications such as spreadsheets and databases, or from another Palm Computing platform handheld. When you import data, you transfer the records to your organizer without having to enter them manually. See "Importing data" in Chapter 2 for more information. Page 22 Introduction to Your Palm VTM Organizer Customizing your organizer You can customize your organizer by using the Preferences application. You can enter personal information such as your name and address; change the time and date; view different date and time formats when you travel; turn off sounds; and configure your organizer to work with a modem or network. See Chapter 7 for more information on customizing your organizer. To open the Preferences screens: 1. Tap the Applications icon 2. Tap the Preferences icon . . 3. Tap the category pick list in the upper-right corner of the screen. 4. Tap the Preferences category you want to view. The following procedures for setting the time and date give you an example of how to customize your organizer. You make changes to the time and date in General preferences. To set the current time: 1. Tap the Set Time box. Tap here 2. Tap the up or down arrows to change the hour. 3. Tap each number of the minute, and then tap the arrows to change them. 4. Tap AM or PM. Note: Your organizer can also display time based on a 24-hour clock. See "Formats preferences" in Chapter 7 for more information. 5. Tap OK. Chapter 1 Page 23 To set the current date: 1. Tap the Set Date box. 2. Tap the arrows to select the current year. Tap arrows to select year Tap to select month Tap to select date 3. Tap a month. 4. Tap the current date. Page 24 Introduction to Your Palm VTM Organizer Chapter 2 Entering Data in Your Palm VTM Organizer This chapter explains how to enter data into your Palm VTM organizer by writing with the stylus in the Graffiti® writing area, by using the onscreen keyboard, by using the computer keyboard, or by importing data from another application. Using Graffiti writing to enter data Chapter 1 introduced Graffiti writing and briefly described how to use it to enter text in your applications. In this section, you learn the procedures for creating letters, numbers, punctuation, and symbols, as well as some Graffiti tips and tricks. Writing Graffiti characters Most people find they can enter text quickly and accurately with only minutes of practice. Graffiti writing includes any character you can type on a standard keyboard. The Graffiti strokes closely resemble the uppercase letters of the regular alphabet, which makes Graffiti writing easy to learn. There are four basic concepts for success with Graffiti writing: s If you draw the character shape exactly as shown in the tables later in this chapter (like the shapes shown in the following diagram), you achieve 100% accuracy. s The heavy dot on each shape shows where to begin the stroke. Certain characters have similar shapes, but different beginning and end points. Always begin the stroke at the heavy dot (you should not create the heavy dot; it is only there to show you where to begin the stroke). Chapter 2 Page 25 s Most characters require only a single stroke. When you lift the stylus from the Graffiti writing area, your organizer recognizes and displays the text character immediately. To accomplish single strokes, some Graffiti strokes are portions of the regular alphabet equivalents. The Graffiti writing area is divided into two parts: one for writing the letters of the alphabet and one for writing numbers. The small marks at the top and bottom of the Graffiti writing area indicate the two areas. Write letters here Write numbers here s Division marks To write Graffiti letters: 1. Tap the screen where you want your text to go. Note: You need to tap above the Graffiti writing area, and must see a blinking cursor before you write the text. 2. Use the tables on the following pages to find the stroke shape for the letter you want to create. For example, the stroke shown below creates the letter "n." Note: There are two different stroke shapes available for some letters. For these letters, choose the one that's easiest for you. Lift stylus here Start stroke at heavy dot As you'll see later, you use the same shape to create both the uppercase and lowercase version of a letter. 3. Position the stylus in the left-hand side of the Graffiti writing area. Page 26 Entering Data in Your Palm VTM Organizer 4. Start your stroke at the heavy dot and draw the stroke shape as it appears in the tables. 5. Lift the stylus from the screen at the end of the stroke shape. That's all there is to it! When you lift the stylus from the screen, your organizer recognizes your stroke immediately and prints the letter at the insertion point on the screen. As soon as you lift the stylus from the screen, you can begin the stroke for the next character you want to write. Important: You must begin the character strokes in the Graffiti writing area. If you do not make Graffiti strokes in the Graffiti writing area, your organizer does not recognize them as text characters. Graffiti tips When using Graffiti writing, keep these tips in mind: s Accuracy improves when you write large characters. You should draw strokes that nearly fill the Graffiti writing area. To delete characters, simply set the insertion point to the right of the character you want to delete and make the backspace stroke (a line from right to left) in the Graffiti writing area. Write at natural speed. Writing too slowly can generate recognition errors. Do not write on a slant. Vertical strokes should be parallel to the sides of the Graffiti writing area. Press firmly. s s s s Chapter 2 Page 27 The Graffiti alphabet Letter A B C D E F G H I J K L M Strokes Letter N O P Q R S T U V W X Y Z Strokes Space Carriage Return Back Space Period tap twice Page 28 Entering Data in Your Palm VTM Organizer Writing capital letters You make capital letters with the same stroke shapes as the basic alphabet characters. To make capital letters, you must first "shift" to caps -- just as you press the Shift key on a keyboard -- and then write the character strokes. Note: Graffiti writing includes a feature that automatically capitalizes the first letter when you create a new sentence or a new record (by tapping New or a blank line). To draw the first letter of a word as a capital letter: s Use the Caps Shift stroke: Caps Shift Tip: When Caps Shift is active, an "up arrow" symbol appears in the lower-right corner of the organizer screen. If you accidentally activate Caps Shift, backspace will cancel it. Caps Shift To enter only capital letters (Caps Lock): s Use the Caps Lock stroke: Caps Lock Tip: When Caps Lock is active, an underlined "up arrow" symbol appears in the lower-right corner of the organizer screen. To return to lowercase, make the Caps Shift stroke. Caps Lock Writing numbers Writing numbers with Graffiti writing is similar to writing letters of the alphabet, except that you make the character strokes on the righthand side (numbers side) of the Graffiti writing area. Chapter 2 Page 29 Graffiti numbers Number 0 1 2 3 4 Strokes Number 5 6 7 8 9 Strokes Writing punctuation marks Graffiti writing can create any punctuation symbol that you can enter from a standard keyboard. All punctuation marks begin with a single tap on the Graffiti writing area. When you make this tap, you activate Punctuation Shift and a dot appears to show it is active. The next stroke you make with the stylus creates a punctuation mark. Punctuation shift Note: When Punctuation Shift is active, you can make a symbol stroke anywhere in the Graffiti writing area (the letters or numbers side). Page 30 Entering Data in Your Palm VTM Organizer Symbol Period . Comma , Apostrophe ' Question ? Exclamation ! Stroke Symbol Dash -- Left Paren ( Right Paren ) Slash / Dollar $ Stroke Additional Graffiti punctuation @ # % ^ &* < > -- + = | \ { } [ ] ~ ` ; : " tab Writing symbols and extended characters All symbols and extended characters begin with the stroke in the Graffiti writing area of your organizer: Symbol Shift When the Symbol Shift is active, a slanted shift symbol appears in the lower-right corner of the screen. The next stroke that you make creates the symbol or extended character. Symbol Shift Chapter 2 Page 31 X : = c Y = Writing accented characters To create accented characters, draw the stroke normally used to create the letter, followed by an accent stroke. Graffiti writing then adds the accent to the letter. For example, the following diagram shows the strokes required to draw an accented "e." =e Accent strokes a a a a a a Using these accent strokes, you can write the following accented letters: àáâãäåèéêìíîïòóôõöùúûüÿýñ Additional non-English characters You can write the following characters without any special punctuation or shifting: c ae Note: You must write these non-English characters in the left side of the Graffiti writing area. Page 32 Entering Data in Your Palm VTM Organizer ? + -- ,, , · TM ® © , ,, ° ! Navigation strokes In addition to character symbols, Graffiti writing includes special strokes that you can use to navigate within text or fields in your applications. Command Move cursor right Move cursor left Previous field (Address Book only) Next Field (Address Book only) Open Address Record (Address Book only) Stroke Graffiti ShortCuts Graffiti ShortCuts make entering commonly used words or phrases quick and easy. ShortCuts are similar to the Glossary or Autotext features of some word processors. Graffiti writing comes with several predefined ShortCuts, and you can also create your own. Each ShortCut can represent up to 45 characters. For example, you might create a ShortCut for your name, or for the header of a memo. See "ShortCuts preferences" in Chapter 7 to learn about creating your own ShortCuts. To use a ShortCut, draw the ShortCut stroke followed by the ShortCut characters. When you draw the ShortCut stroke, the ShortCut symbol appears at the insertion point to show that you are in ShortCut mode. ShortCut Chapter 2 Page 33 Your organizer includes the following predefined Graffiti ShortCuts: Entry Date stamp Time stamp Date / time stamp Meeting Breakfast Lunch Dinner ShortCut ds ts dts me br lu di Using the onscreen keyboard You can open the onscreen keyboard anytime you need to enter text or numbers on your organizer. Note that you cannot enter Graffiti characters while using the onscreen keyboard. To use the onscreen keyboard: 1. Open any application (such as Memo Pad). 2. Tap any record, or tap New. 3. Tap "abc" to open the alphabetic keyboard, or tap "123" to open the numeric keyboard. Tap here for alpha keyboard Tap here for numeric keyboard 4. Tap the characters to enter text and numbers. Note: The onscreen keyboard also includes a dialog box for international characters. You can switch among the three dialogs at any time to enter the exact text you need. 5. After you finish, tap Done to close the onscreen keyboard and place the text in the record. Page 34 Entering Data in Your Palm VTM Organizer Using your computer keyboard If you have a lot of data to enter, or prefer to use the computer keyboard, you can use PalmTM Desktop software or any supported PIM to enter information. You can then perform a HotSync® operation to synchronize the information on your computer with the information on your organizer. All the main applications on your organizer are also available in Palm Desktop software and in most PIMs, so you don't need to learn different applications. Refer to Palm Desktop online Help for more information on entering data on your computer. Importing data If you have data stored in computer applications such as spreadsheets and databases, or if you want to import data from another organizer, you can transfer the data to your organizer without having to key it in manually. Save the data in one of the file formats listed below, import it into Palm Desktop software, and then perform a HotSync operation to transfer the data to your organizer. Palm Desktop software can import data in the following file formats: s s s s s s s Comma delimited (.csv, .txt): Address Book and Memo Pad only Tab delimited (.tab, .tsv, .txt): Address Book and Memo Pad only CSV (Lotus Organizer 2.x/97 Mapping): Address Book only Date Book archive (.dba) Address Book archive (.aba) To Do List archive (.tda) Memo Pad archive (.mpa) Archive formats can only be used with Palm Desktop software. Use the archive file formats to share information with other people who use a Palm Computing® platform handheld or to create a copy of your important Palm Desktop information. To import data: 1. Open Palm Desktop software. 2. Click the application into which you want to import data. 3. If you are importing records that contain a field with category names, do the following: Chapter 2 Page 35 Select All in the Category box. Be sure that the same categories that appear in the imported file also exist in the application. If the categories do not exist, create them now; otherwise, the records are imported into the Unfiled category. 4. From the File menu, choose Import. 5. Select the file you want to import. 6. Click Open. 7. To import data into the correct Palm Desktop fields, drag fields in the left-hand column so that they are opposite the corresponding imported field on the right. 8. If you do not want to import a field, deselect the check box for that field. 9. Click OK. The imported data is highlighted in the application. 10. To add the imported data to your organizer, perform a HotSync operation. See Palm Desktop online Help for more information on importing and exporting data. Page 36 Entering Data in Your Palm VTM Organizer Chapter 3 Managing Your Applications This chapter explains how to switch between applications on your Palm VTM organizer, how to change application settings so they are personalized to your work methods, and how to categorize applications so you view them in related groups. Using the Applications Launcher To open the Applications Launcher, tap the Applications icon . Selecting applications Your organizer is equipped with a variety of applications. All the applications installed on your organizer appear in the Applications Launcher. See "Opening applications" in Chapter 1 for details. Switching between applications When working in any application, tap the Applications icon or press an application button on the front panel of your organizer to switch to another application. Your organizer automatically saves your work in the current application and displays it when you return to that application. Categorizing applications The category feature enables you to manage the number of application icons that appear onscreen in the Applications Launcher. You can assign an application to a category and then display a single category or all your applications. Chapter 3 Page 37 To categorize an application: 1. Tap the Applications icon 2. Tap the Menu icon . . 3. Tap App, and then tap Category. 4. Tap the pick list next to each application to select a category. Tip: To create a new category, tap Edit Categories from the pick list. Tap New, enter the category name, and then tap OK to add the category. Tap OK. 5. Tap Done. To display applications by category: 1. Tap the Applications icon 2. Do one of the following: . Tap the Applications icon repeatedly to cycle through all your categories. Tap the pick list in the upper-right corner of the screen and select the category you want to display. Changing the Applications Launcher display By default, the Applications Launcher displays each application as an icon. As an alternative, you can choose to show a list of applications. You can also choose to view the same category of applications each time you open the Applications Launcher. Page 38 Managing Your Applications To change the Applications Launcher display: 1. Tap the Applications icon 2. Tap the Menu icon . . 3. Tap Options, and then tap Preferences. 4. Tap the View By pick list and select List. 5. Tap OK. To open the Applications Launcher to the last opened category: 1. Tap the Applications icon 2. Tap the Menu icon . . 3. Tap Options, and then tap Preferences. 4. Tap the Remember Last Category check box to select it. 5. Tap OK. Choosing preferences You can set options that affect an entire application in the application's Preferences dialog box. To change preferences for an application: 1. Open an application. 2. Tap the Menu icon . 3. Tap Options, and then tap Preferences. Note: 5. Tap OK. Chapter 3 Page 39 Not all applications have a Preferences command. 4. Make changes to the settings. Installing and removing applications This section explains how to install and remove applications on your organizer and how to remove PalmTM Desktop software from your computer. Installing add-on applications Your organizer comes with the Date Book, Address Book, To Do List, Memo Pad, Expense, Calculator, and Mail applications installed and ready to use. You can also install additional applications on your organizer, such as games and other software. The Install Tool makes it easy to install software on your organizer during a HotSync® operation. There are a variety of third-party applications available for your organizer. To learn more about these applications, go to the web site: http://www.palm.com. Note: Any game or application that you install on your organizer resides in RAM memory; you can delete them at any time. To install add-on software on your organizer: 1. On your computer, copy or download the application you want to install into the add-on folder in your Palm Desktop directory on your computer. Note: If the software you download is compressed, you need to decompress it into this folder. If you prefer to place the application into another folder, you need to navigate to that folder before you complete step 5. 2. Double-click the Palm Desktop icon on your desktop.