User manual PALM ZIRE 21

Handbook for the PalmTM ZireTM 21 Handheld Copyright © 1998­2003 Palm, Inc. All rights reserved. Graffiti, HotSync, the Palm logo, Palm OS, and Palm Powered are registered trademarks. Palm and Zire are trademarks of Palm, Inc. All other brands are 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 handbook. Palm 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. PN: 407-5816A-US Contents About This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Chapter 1: Setting Up Your PalmTM ZireTM 21 Handheld . . . . . . . . . . . . . . . 3 Minimum requirements: Windows computers . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Minimum requirements: Mac computers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Upgrade information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Step 1: Charge your handheld . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Step 2: Set up your handheld . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Step 3: Install software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Step 4: Connect the HotSync® cable to the computer . . . . . . . . . . . . . . . . . . . . . 6 Step 5: Perform a HotSync operation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Congratulations! . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Chapter 2: Exploring Your Handheld . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Locating handheld components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Locating front panel controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Locating top panel components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Locating side and back panel components . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Tapping and typing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Elements of the handheld interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Chapter 3: Entering Data on Your Handheld . . . . . . . . . . . . . . . . . . . . . . . . 17 Using the onscreen keyboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Using Graffiti 2 writing to enter data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Graffiti 2 tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Graffiti 2 alphabet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Capital letters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Graffiti 2 numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 Punctuation marks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 Accented characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Symbols and other special characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Graffiti 2 Gestures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Graffiti 2 ShortCuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Full-screen writing area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 iii Contents Using your computer keyboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Importing data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Importing data from a Windows computer . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Importing data from a Mac computer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Beaming data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Beaming tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Using Note Pad . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Chapter 4: Working with Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Opening applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Switching between applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Categorizing applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Changing the Home screen display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Selecting copy settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Using menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Choosing a menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Choosing application preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Performing common tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Creating records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Editing records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Deleting records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Purging records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Categorizing records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Finding information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Sorting lists of records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Attaching notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 Choosing fonts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Receiving alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Hiding or masking private records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Installing and removing applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Installing files and add-on applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Installing applications and files on a Windows computer . . . . . . . . . . . . . 52 Palm Quick Install tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 Installing applications and files on a Mac computer . . . . . . . . . . . . . . . . . . 55 Removing applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Removing Palm Desktop software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 iv Contents Chapter 5: Using Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Creating an Address Book entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Selecting types of phone numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 Changing Address Entry details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 Using Address Book menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 Chapter 6: Using Calculator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Performing calculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Viewing Recent Calculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Chapter 7: Using Date Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Scheduling an event . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Setting an alarm for an event . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 Scheduling repeating or continuous events . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71 Changing the Date Book view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72 Working in Week View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Working in Month View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74 Working in Agenda View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74 Spotting event conflicts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75 Using Date Book menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 Options menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 Chapter 8: Using Expense . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 Adding expense items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 Changing the date of an Expense item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80 Entering receipt details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80 Customizing the Currency pick list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81 Changing the default currency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82 Defining a custom currency symbol . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82 Setting Show Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83 Working with Expense data on your computer . . . . . . . . . . . . . . . . . . . . . . . . . 83 Using Expense menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84 Options menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84 Chapter 9: Using Memo Pad . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85 Creating memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85 Reviewing memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86 Using Memo Pad menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86 Options menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86 v Contents Chapter 10: Using Note Pad . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87 Creating a note . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87 Reviewing notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88 Setting an alarm for a note . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88 Using Note Pad menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89 Record menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89 Options menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90 Chapter 11: Using To Do List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91 Creating list items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91 Setting priority . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92 Checking off a To Do List item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92 Changing To Do List item details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 Setting a due date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 Setting To Do Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94 Chapter 12: Using World Clock . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95 Viewing the time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95 Setting the primary location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95 Choosing a different primary location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97 Setting the secondary locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98 Adding a location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98 Modifying a location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99 Removing a location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100 Setting an alarm . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100 Using World Clock menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101 Chapter 13: Performing HotSync® Operations . . . . . . . . . . . . . . . . . . . . . 103 Selecting HotSync setup options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103 Customizing HotSync application settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104 Conducting cable HotSync operations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106 Performing a cable HotSync operation: Windows computers . . . . . . . . . 107 Performing a cable HotSync operation: Mac computers . . . . . . . . . . . . . . 109 Conducting IR HotSync operations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111 Preparing your computer for infrared communication . . . . . . . . . . . . . . . 111 Performing an IR HotSync operation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113 Returning to cable HotSync operations . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114 vi Contents Conducting network HotSync operations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114 Connecting to your company's dial-in server . . . . . . . . . . . . . . . . . . . . . . . 114 Selecting the conduits for a network HotSync operation . . . . . . . . . . . . . . 117 Performing a network HotSync operation . . . . . . . . . . . . . . . . . . . . . . . . . . 118 Using File Link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118 Creating a user profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118 Performing the first HotSync operation with a user profile . . . . . . . . . . . 120 Chapter 14: Setting Preferences for Your Handheld . . . . . . . . . . . . . . . . . 123 Setting General Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124 Date & Time Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125 Digitizer Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126 Formats Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127 Graffiti 2 Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128 Power Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128 Security Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130 Sounds & Alerts Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136 Writing Area Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138 Setting Communication Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138 Connection Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139 Network Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140 Setting Personal Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152 Buttons Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153 Keylock Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155 Owner Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155 ShortCuts Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156 Appendix A: Maintaining Your Handheld . . . . . . . . . . . . . . . . . . . . . . . . . 159 Caring for your handheld . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159 Prolonging battery life . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160 Resetting your handheld . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160 Performing a soft reset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160 Performing a hard reset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161 vii Contents Appendix B: Frequently Asked Questions . . . . . . . . . . . . . . . . . . . . . . . . . 165 Software installation problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165 Operating problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166 Tapping and writing problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168 Application problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168 HotSync problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170 Beaming problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173 Recharging problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174 Password problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174 Technical support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175 Product Regulatory Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177 Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179 viii About This Book Congratulations on your purchase of a PalmTM ZireTM 21 handheld. This handbook is designed to quickly familiarize you with your handheld. It describes all you need to know about how to use your handheld and the applications that come with it. It guides you through: s s s s Locating all the parts of your handheld Viewing and entering data Using your handheld with your computer Personalizing your handheld with your own preference settings After you become familiar with the basic functionality of your handheld, you can use the rest of this handbook as a reference guide for less common tasks, for maintenance of your handheld, and for any problems that might arise as you operate your handheld. 1 About This Book 2 CHAPTER 1 Setting Up Your PalmTM ZireTM 21 Handheld PalmTM Desktop software on your Windows or Mac computer allows you to easily enter data on your handheld, and to transfer information between your handheld and your computer so you always have a backup copy. To install and operate PalmTM Desktop software, your computer system must meet the requirements described in this section. Minimum requirements: Windows computers The minimum requirements for Windows computers are as follows: s A Pentium-class PC running one of the following operating systems: ­ Windows 98 ­ Windows ME ­ Windows 2000 Pro (requires administrator rights to install Palm Desktop software) ­ Windows XP Home or Pro (requires administrator rights to install Palm Desktop software) s s s s Internet Explorer 4.01 with SP2 or later 60 megabytes (MB) available hard disk space VGA monitor or better CD-ROM or DVD-ROM drive (you can also download Palm Desktop software from www.palm.com) Mouse One available USB port s s Minimum requirements: Mac computers The minimum requirements for Mac computers are as follows: s s Mac computer or compatible with a PowerPC processor Mac OS 9.1 or later with 12MB free memory or Mac OS X, version 10.1.2 to 10.2.6 (Mac OS X requires administrator rights to install Palm Desktop software) 3 Chapter 1 Setting Up Your PalmTM ZireTM 21 Handheld s s s 25MB available hard disk space Monitor that supports screen resolution of 800 x 600 or better CD-ROM or DVD-ROM drive (you can also download Palm Desktop software from www.palm.com) Mouse One available USB port s s Upgrade information If you already own a Palm OS® handheld, perform a HotSync® operation with your old handheld and Palm Desktop software. Then follow the setup instructions below. Step 1: Charge your handheld a. b. Connect the charging cable to a power source. Connect your handheld to the cable for three hours for an initial charge. To keep the battery fully charged, we recommend connecting your handheld to the cable whenever you are not using it. 4 Step 2: Set up your handheld Step 2: Set up your handheld a. After the handheld is charged, disconnect it from the cable. Stylus Power button b. Press the power button to turn on your handheld. If your handheld did not turn on, see "Operating problems" in Appendix B. Slide the stylus out of the storage slot. Follow the onscreen directions. c. d. Step 3: Install software Installing PalmTM Desktop software on your Windows or Mac computer allows you to easily enter data on your handheld, and to transfer information between your handheld and your computer so you always have a backup copy. a. After setting up your handheld, insert the Palm Desktop Software CD-ROM into your computer's CD-ROM drive. Palm Desktop software. Mac: Double-click the Palm b. Windows: Follow the onscreen instructions, which guide you through installing Desktop CD icon that appears on the desktop, and then double-click the Palm Desktop Installer icon. NOTE You need administrator rights to install Palm Desktop software on a computer running Windows 2000/XP or Mac OS X. 5 Chapter 1 Setting Up Your PalmTM ZireTM 21 Handheld Step 4: Connect the HotSync ® cable to the computer a. b. Connect the HotSync cable to your handheld. Plug the USB connector on the HotSync ® cable into a USB port on your computer. USB icon USB connector HotSync cable Step 5: Perform a HotSync operation HotSync operations transfer information between your handheld and Palm Desktop software on your computer. This is called synchronizing your data. Performing HotSync operations ensures that you always have a backup copy of the information that you enter on your handheld. You can also use Palm Desktop software to enter information on your desktop computer, and then transfer the information to your handheld through a HotSync operation. To perform a HotSync operation: 1. 2. 3. Connect the HotSync cable to your handheld and your computer. Turn on your handheld. Tap the Star icon to begin the HotSync operation. Power button 6 Congratulations! Congratulations! You've set up your handheld, installed Palm Desktop software, and performed your first HotSync operation. The Desktop Software CD-ROM contains additional software and helpful information. Insert the CD-ROM into your computer at any time to access this information. For comprehensive information about using your handheld, continue reading this electronic handbook. For more information about using Palm Desktop software, see the following: s The online Help for Palm Desktop software. To access the online Help, go to the Help menu in Palm Desktop software. The Desktop Software CD-ROM contains additional information about your handheld. After you've installed Palm Desktop software, insert the CD-ROM into your computer at any time to access this information. Mac: s s The electronic Palm Desktop Software for the Macintosh User's Guide. To access this guide, open the Palm folder, and then open the Documentation folder. Double-click the file Palm Desktop.pdf. 7 Chapter 1 Setting Up Your PalmTM ZireTM 21 Handheld 8 CHAPTER 2 Exploring Your Handheld Your PalmTM ZireTM 21 handheld can help you stay organized, on time, and up-to-date with daily tasks while you are away from your desk. Use your new handheld to do the following: s s s s s s s Enter your schedule in Date Book. Keep all your contact names, addresses, and phone numbers in Address Book. Jot quick notes directly on the screen in Note Pad. Prioritize and assign your tasks a due date in To Do List. Create and view text memos in Memo Pad. Track your expenses and create expense reports in Expense. Set alarms from World Clock, Date Book, and Note Pad to keep yourself on schedule and remind yourself of appointments and notes. Use PalmTM Desktop software on your Windows or Mac computer to easily enter data, and to synchronize your data to your handheld so you always have a backup copy. The Palm Desktop Software CD-ROM contains software that allows you to manage your calendar contacts, tasks, and notes in Microsoft Outlook. s The software from the Desktop Software CD-ROM that comes with your handheld includes entertainment applications and productivity tools. 9 Chapter 2 Exploring Your Handheld Locating handheld components Take a few moments to learn how to access and locate the components of your handheld. Locating front panel controls Screen Input area Power button Scroll buttons/ Clock control Date Book button Address Book button Input area The area where you write letters and numbers using the Graffiti® 2 alphabet. See "Using Graffiti 2 writing to enter data" in Chapter 3 to learn how to write Graffiti 2 characters. Turns your handheld on or off. If your handheld is turned off, pressing the power button turns the handheld on and returns you to the last screen you viewed. Press to activate the Address Book and Date Book applications. Displays text and other information that extends beyond the handheld screen area. When your handheld is on, pressing the lower button scrolls down to view information below the viewing area, and pressing the upper button scrolls up to view information above the viewing area. Power button Date Book and Address Book buttons Scroll buttons Screen Displays the applications and information stored in your handheld. It is touch sensitive, and it responds to the stylus. 10 Locating handheld components Locating top panel components AC power connector USB connector IR port IR port Uses infrared technology to transmit data to and receive data from other infrared-enabled devices and to perform HotSync® operations. See "Beaming data" in Chapter 3 and see "Conducting IR HotSync operations" in Chapter 13 for more information. Connects your handheld to the HotSync cable which connects to the USB port of your computer. This allows you to update the information between your handheld and computer using HotSync technology. Connects your handheld to an electric outlet so you can charge your handheld. USB connector AC power connector 11 Chapter 2 Exploring Your Handheld Locating side and back panel components Stylus Reset button Stylus Slides in and out of the slot on the top of your handheld. To use the stylus, slide it out of the slot and hold it as you would a pen or pencil. Resets your handheld. Under normal use, you should not have to use the reset button. See "Resetting your handheld" in Appendix A for information about when and how to use the reset button. Reset button Tapping and typing Like using a mouse to click elements on a computer screen, using the stylus to tap elements on your handheld screen is the basic action you use to get things done on your handheld. The first time you start your handheld, the setup instructions appear on the screen. These instructions include a calibration screen. For more information on recalibrating your screen, see "Digitizer Preferences" in Chapter 14. IMPORTANT Always use the point of the stylus for tapping or for making strokes on the handheld screen. Never use an actual pen, pencil, or other sharp object to write on the handheld screen as this will scratch the screen. 12 Tapping and typing With your handheld turned on, you can tap the handheld screen to perform many operations, such as the following: s s s Open applications. Select menu commands. Initiate a Find operation to search through applications installed on your handheld for specific text. Select options in dialog boxes. Open the onscreen keyboards. s s Just as you can drag the mouse to select text or move objects on your computer, you can drag the stylus to select text. You can also use the stylus to drag the slider of any scroll bar. Elements of the handheld interface There are many common elements in the handheld interface. These elements are described in this section. Menu bar Icons Menu bar Tap the menu bar to access a set of application-specific commands. Not all applications have a menu bar. Tap the icons to display applications , open menus , perform a HotSync operation , and to find text anywhere in your data . See "Opening applications," "Using menus," and "Finding information" in Chapter 4, and "Buttons Preferences" in Chapter 14 for more information about using these icons. Icons Contrast control Tap the Contrast icon to open the Adjust Contrast dialog box. Drag the slider to adjust the contrast. 13 Chapter 2 Exploring Your Handheld Clock Tap the Clock icon to display the current time and date. The display closes automatically after two seconds. With the cursor in an input field, tap ABC to activate the alphabetic keyboard. With the cursor in an input field, tap 123 to activate the numeric keyboard. ABC 123 Previous/next arrows Pick list Check box Scroll bar Command button Check box Tap a check box to select or deselect it. When a check box contains a check mark, the corresponding option is selected and active. When a check box is empty, the corresponding option is deselected and inactive. Tap a button to perform a command. Command buttons appear at the bottom of dialog boxes and application screens. Tap the left and right arrows to display the previous and next records; tap the up and down arrows to display the previous and next pages of information. Tap the arrow to display a list of choices, and then tap an item in the list to select it. 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 scroll buttons on the front panel of your handheld. Command buttons Previous/next arrows Pick list Scroll bar 14 Tapping and typing Displaying online tips Many of the dialog boxes that appear on your handheld contain an online Tips icon in the upper-right corner. Online tips anticipate questions you might have in a dialog box, provide shortcuts for using the dialog box, or give you other useful information. To display an online tip: 1. 2. Tap the Tips icon . After you review the tip, tap Done. 15 Chapter 2 Exploring Your Handheld 16 CHAPTER 3 Entering Data on Your Handheld This chapter explains several ways to enter data on your handheld: s s s Using the onscreen keyboard Using Graffiti® 2 writing Entering or importing data in PalmTM Desktop software and then synchronizing with your handheld Beaming data between devices with infrared (IR) ports Using Note Pad s s Using the onscreen keyboard You can open the onscreen keyboard anytime you need to enter text or numbers on your handheld. You can also use Graffiti 2 writing when the keyboard is open, which makes it easy to switch between these two methods of entering data. To use the onscreen keyboard: 1. 2. 3. Open any application (such as Memo Pad). Tap an existing record, or tap New. Tap ABC to open the alphabetic keyboard, or tap 123 to open the numeric keyboard. Tap here for alphabetic keyboard Tap here for numeric keyboard 17 Chapter 3 Entering Data on Your Handheld 4. Tap the characters to enter text and numbers. When a keyboard is open, you can tap the abc, 123, or Int'l boxes to open any of the other keyboards, including the international keyboard. Alpha Tab Caps lock Caps shift Tap here to display alphabetic keyboard Backspace Carriage return Numeric International Tap here to display numeric keyboard Tap here to display international keyboard After you finish, tap Done to close the onscreen keyboard and place the text in the record. Using Graffiti 2 writing to enter data In this section you learn the procedures for creating letters, numbers, punctuation, and symbols, as well as some Graffiti 2 tips and tricks. Most people find they can enter text quickly and accurately with only minutes of practice. Graffiti 2 writing includes any character you can type on a standard keyboard. The Graffiti 2 characters closely resemble the letters of the regular alphabet, which makes Graffiti 2 writing easy to learn. Some characters are formed using a single stroke while others are formed with more than one stroke. There are four basic concepts for success with Graffiti 2 writing: s If you draw the character shape exactly as shown in the tables later in this chapter, you can achieve close to 100 percent accuracy. 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 there only to show you where to begin the stroke.) s 18 Using Graffiti 2 writing to enter data s Graffiti 2 includes symbols made with a single stroke and symbols made with multiple strokes. With some multi-stroke symbols, the first stroke is the same as a single stroke symbol. As a result, the down stroke for the letter "i" cannot be recognized as an "i" at the end of the down stroke. The "i" will not be recognized as an "i" until you enter another symbol that establishes, by its shape or position, that the down stroke was not part of a two-stroke character (such as a "t" or "k"), or until a limited time window expires. Similarly, recognition of a space symbol (a horizontal stroke from left to right) or a period symbol after a down stroke is dependent upon where the down stroke was drawn. The input area is divided into two parts: one for writing lowercase letters and one for writing numbers. Capital letters are formed across the imaginary line that divides the two areas. The small marks at the top and bottom of the input area indicate the two areas. Write letters here Write numbers here s Write capital letters across the imaginary division line Division marks To write Graffiti 2 characters: 1. Tap the screen where you want your text to appear. You need to tap above the input area, and you 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. Lift stylus here Start stroke at heavy dot 3. 4. Position the stylus in the left side of the input area. Start your stroke at the heavy dot, and draw the stroke shape as it appears in the tables. Lift the stylus from the screen at the end of the stroke shape. 5. When you lift the stylus from the screen, your handheld 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. 19 Chapter 3 Entering Data on Your Handheld To delete Graffiti 2 characters: s Set the insertion point to the right of the character you want to delete and make the backspace stroke in the input area. Backspace Graffiti 2 tips When using Graffiti 2 writing, keep these tips in mind: s Accuracy improves when you write large characters. Draw strokes that nearly fill the input area. Write at natural speed. Writing too slowly can generate recognition errors. Press firmly and do not write on a slant. Vertical strokes should be parallel to the sides of the input area. Alternate stroke shapes are available for some characters. You can use the Graffiti 2 Preferences screen to choose the one that's easiest for you. See "Graffiti 2 Preferences" in Chapter 14 for details. s s s Graffiti 2 alphabet The Graffiti 2 alphabet consists of the following letters: Draw letters on LEFT side of input area Letter A Strokes Letter B Strokes C D E F G H I 1 K 2 J 1 L 2 N M 20 Using Graffiti 2 writing to enter data Draw letters on LEFT side of input area Letter O Strokes Letter P Strokes Q R S T 2 1 U V W X 1 2 Y Z TIP A full-screen pen stroke brings up Graffiti 2 Help on your handheld. See "Pen Preferences" in Chapter 14 for details. Capital letters Graffiti 2 writing automatically capitalizes the first letter of a new record or sentence but you can also write additional capital letters. To write additional capital letters: s Draw the same stroke shapes used for a lowercase letter, but write across the imaginary division line in the middle of the input area. Division marks 21 Chapter 3 Entering Data on Your Handheld Graffiti 2 numbers Writing numbers with Graffiti 2 writing is similar to writing letters of the alphabet, except that you make the character strokes on the right side (numbers side) of the input area. Draw numbers on RIGHT side of input area Number 0 Strokes Number 1 Strokes 2 3 4 1 2 5 6 7 8 9 Punctuation marks With Graffiti 2 writing you can create any punctuation mark that you can enter from a standard keyboard. You can write the period and comma strokes on either side of the input area. You must write other punctuation marks on a designated side of the input area. Punctuation marks that appear in the following table must be written on the left (letter) side of the input area. Draw these marks on LEFT side of input area Mark Period . Comma , Apostrophe ' Space Stroke Mark Ampersand & Carriage return At @ Straight quotes " Stroke 22 Using Graffiti 2 writing to enter data Draw these marks on LEFT side of input area Question ? Exclamation ! 1 2 1 2 Tab Punctuation marks that appear in the following table must be written on the right (number) side of the input area. Draw these marks on RIGHT side of input area Mark Period . Comma , Tilde ~ Dash -- Plus + Asterisk * 2 Stroke Mark Backslash \ Slash / Left Paren ( Right Paren ) Equal = Stroke 1 1 2 Accented characters When writing letters with accent marks, first write the letter stroke on the left side (or in the center for uppercase letters) of the input area. Then quickly write the accent stroke on the right side of the input area. For example, the following diagram shows the strokes required to draw an accented é. 23 Chapter 3 Entering Data on Your Handheld You can use the following accent strokes in combination with Graffiti 2 letters: Draw accents on RIGHT side of input area Accent Acute á Grave à Tilde ã Stroke Accent Dieresis ä Circumflex â Ring å Stroke Using these accent strokes, you can write the following accented letters: àáâãäåèéêëìíîïòóôõöùúûüÿýñ Symbols and other special characters You can write symbols and other special characters using the Punctuation Shift stroke. NOTE You can also use the Punctuation Shift stroke to write punctuation marks. To write symbols and special characters: 1. Enter the Punctuation Shift stroke: Punctuation Shift When Punctuation Shift is active, an up arrow symbol appears in the lowerright corner of the handheld screen. If you accidentally activate Punctuation Shift, immediately enter the Punctuation Shift stroke again to cancel it, or wait a moment and it will automatically disappear. Punctuation Shift indicator 2. Write the symbol or other special character shown in the table that follows. You can make a symbol stroke anywhere in the input area. 24 Using Graffiti 2 writing to enter data 3. (Optional) Enter an additional Punctuation Shift stroke to finish writing the character and to make the character appear more quickly. After the arrow disappears, the symbol appears. Draw symbols on EITHER side of the input area Graffiti 2 Gestures Gestures enable you to use editing commands. To use gestures, draw the following strokes on the left (letter) side of the input area: Draw gestures on LEFT side of input area Gesture Cut Stroke Gesture Paste Stroke Copy Undo Graffiti 2 ShortCuts Graffiti 2 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 2 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 14 to learn about creating ShortCuts. 25 Chapter 3 Entering Data on Your Handheld To use a ShortCut, draw the ShortCut stroke followed by the ShortCut characters. The ShortCut symbol appears at the insertion point to show that you are in ShortCut mode. ShortCut Your handheld includes the predefined Graffiti 2 ShortCuts shown in the following table. Entry Shortcut Date Stamp Time stamp Date / time stamp Meeting Breakfast Lunch Dinner ds ts dts me br lu di Full-screen writing area When Writing Area Preferences are turned on and active, you do not have to write in the input area. You can write letters anywhere on the left side of the screen, or write numbers anywhere on the right side of the screen. Capital letters are formed in the middle of the screen straddling the imaginary dividing line between the left and right sides. When Writing Area Preferences are turned off or inactive, you must write character strokes in the input area for your handheld to recognize them. To use the full-screen writing area: 1. Turn on Writing Area Preferences. See "Writing Area Preferences" in Chapter 14 for details. Open the application in which you want to use the full-screen writing area. A shaded box appears in the lower-right corner of the screen. 2. 26 Using your computer keyboard 3. 4. Position the cursor where you want the characters to appear. Do any of the following: ­ Write lowercase Graffiti 2 letters anywhere on the left side of the screen. ­ Write numbers anywhere on the right side of the screen. ­ Write uppercase letters in the middle of the screen. ­ Write the Punctuation Shift stroke before writing symbols and other special characters. ­ Access buttons and other controls that appear on the screen by tapping and holding the control until it activates. To temporarily disable the full-screen writing area: s Tap the shaded box in the lower-right corner. The shaded box changes to a box outline and Writing Area Preferences are deactivated. Using your computer keyboard If you have a lot of data to enter, or prefer to use the computer keyboard, you can use Palm Desktop software or any supported personal information manager (PIM) to enter information. You can then perform a HotSync® operation to synchronize the information on your computer with the information on your handheld. Many of the applications that came with your handheld are also available in Palm Desktop software and in most PIMs, so you don't need to learn different applications. For more information on entering data on your computer, refer to the online Help in Palm Desktop software and the Palm Desktop Software for the Macintosh User's Guide on the Desktop Software CD-ROM. Importing data If you have data stored in computer applications such as spreadsheets and databases, or if you want to import data from another handheld, you can transfer the data to your handheld without having to type it. Save the data in one of the file formats listed in the next section, import it into Palm Desktop software, and then perform a HotSync operation to transfer the data to your handheld. Importing data from a Windows computer Palm Desktop software can import data in the following file formats: 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 vCal (.vcs): Date Book only 27 Chapter 3 Entering Data on Your Handheld s s s s s vCard (.vcf): Address Book only Date Book archive (.dba) Address Book archive (.aba) To Do List archive (.tda) Memo Pad archive (.mpa) Archive formats can be used only with Palm Desktop software. Use the archive file formats to share information with other people who use a Palm OS® handheld or to create a copy of your important Palm Desktop information. To import data from a Windows computer: 1. 2. 3. Open Palm Desktop software. Click the application into which you want to import data. If you are importing records that contain a field with category names, do the following: 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. 5. 6. From the File menu, select Import. Select the file you want to import. Click Open. If you are importing a vCal or vCard file, skip to step 10. You do not have to specify which fields correspond to the imported data. 7 . To import data into the correct Palm Desktop fields, drag fields in the left column so that they are opposite the corresponding imported field on the right. If you don't want to import a field, click the check box for that field to deselect it. Click OK. The imported data is highlighted in the application. 8. 9. 10. To add the imported data to your handheld, perform a HotSync operation. See Palm Desktop online Help for more information on importing and exporting data. 28 Importing data Using File Link The File Link feature enables you to import Address Book and Memo Pad information, such as a company phone list, to your handheld from a separate external file on your Windows computer. You can configure the File Link feature to check for changes to the external file when you perform a HotSync operation. HotSync Manager stores the data in a separate category in Palm Desktop software and on your handheld. With File Link, you can import data stored in any of the following formats: s s s s Comma-separated (*.csv) Memo Pad archive (*.mpa) Address Book archive (*.aba) Text (*.txt) For information on how to set up a file link, see the Palm Desktop online Help. Importing data from a Mac computer Palm Desktop software can import data from any applications that can export the data in any of the following file formats: s s s s s Tab-delimited file Text Palm Desktop software for Mac vCal (.vcs) vCard (.vcf) For example, you can export tab-delimited files from applications such as: FileMaker Pro, Meeting Maker, Now Contact, and Now Up-to-Date. To import data from a Mac computer: 1. 2. 3. 4. 5. Open Palm Desktop software. From the File menu, select Import. Select the file you want to import. Click Open. If you want to change the order of the fields you're importing, point to a field, wait for the cursor to change to a double arrow, and then drag the field to a new location. 29 Chapter 3 Entering Data on Your Handheld 6. 7 . 8. 9. If you do not want to import a field, click the arrow between the field names. From the Fields pop-up menu, select the appropriate field. From the Delimiters pop-up menu, select the appropriate delimiter. Click OK. add the imported data to your handheld, perform a HotSync operation. 10. To See Palm Desktop online Help for more information on importing and exporting data. Beaming data Your handheld is equipped with an IR port that is located at the top of the handheld, behind the small dark shield. The IR port supports the IrCOMM implementation of the standards for infrared communication established by the Infrared Data Association (IrDA). This means that you can beam data to any nearby device that supports the IrCOMM implementation of the IrDA standards and that can read the type of data you're beaming. For example, you can beam an Address Book entry to a Palm OS handheld, a mobile phone, or a computer that's equipped with an IR port and that can read vCard data. You can beam the following information between devices with an IR port: s The record currently displayed in Date Book, Address Book, Note Pad, To Do List, or Memo Pad All records of the category currently displayed in Address Book, To Do List, Note Pad, or Memo Pad A special Address Book record that you designate as your business card, containing information you want to exchange with business contacts An application installed in RAM memory TIP s s s You can also perform HotSync operations using the IR port. See "Conducting IR HotSync operations" in Chapter 13 for more details. To select a business card: 1. Create an Address Book record that contains the information you want on your business card. Tap the Menu icon . 2. 3. 4. In the Record menu, tap Select Business Card. Tap Yes. 30 Beaming data To beam a record, business card, or category of records: 1. 2. 3. Locate the record, business card, or category you want to beam. Tap the Menu icon . Tap one of the following from the Record menu: ­ The Beam command for an individual record. ­ In Address Book only: Beam Business Card. ­ In Note Pad only: If you are beaming to someone using an earlier version of Note Pad, tap Compatibility, and then tap Beam. ­ Beam Category. TIP You can also press and hold the Address Book application button to instantly beam your business card to another device with an IR port. 4. When the Beam Status dialog box appears, point the IR port directly at the IR port of the receiving device. For best results, PalmTM handhelds should be between 10 centimeters (approximately 4 inches) and 1 meter (approximately 39 inches) apart, and the path between the two handhelds must be clear of obstacles. The beaming distance to other devices may be different. 5. Wait for the Beam Status dialog box to indicate that the transfer is complete before you continue working on your handheld. To beam an application: 1. 2. 3. 4. Open the Home screen. Tap the Menu icon .