Copyright: Copyright © 1997-1998 3Com Corporation or its subsidiaries. All rights reserved.
Citation: Copyright© Copyright © 1997-1998 3Com Corporation or its subsidiaries. All rights reserved.


Getting to Know Your Desktop

The Desktop application puts the tools you need to manage appointments, tasks, and contact information at your fingertips.

Menu bar	Click a menu title to display the task-oriented menu. To activate a command, click the command on the menu.
Desktop toolbar	The left side of the Desktop toolbar contains buttons that provide quick access to the most commonly used commands. Click a button to activate its associated command. The right side of the toolbar displays a key icon [image] if any records are hidden, and the name of the current user. To see a button’s ToolTip, position the mouse cursor over the button.
Launch bar	Provides one-click access to each Desktop application. Click a button to open its associated Desktop application.
Status bar	In the Address Book, To Do List, and Memo Pad, the current record and total number of records displays in the right corner of the status bar. In Date Book, the date displays.

In the Address Book, To Do List, and Memo Pad applications, the following tools are available:

List pane	Allows you to quickly see each record in the application.
Record pane	Useful for editing or seeing full details of the record that is selected in the list pane.
Drag To icons	Copy records or text to Microsoft Word, Microsoft Excel, or the Clipboard by simply dragging information onto an icon.
Pane divider	Click and drag the pane divider in the center of the screen to resize the list and record panes.

In the Date Book, the following tools are available:

Event pane	View your events for the selected day, week, or month. To edit events in Month view, simply double-click a day. Edit your events directly in the Day and Week view event pane.
Date picker	Use the calendar format to select the day you want to display.
View tabs	Click a view tab to display your events in Day, Week, or Month view.


About Palm Desktop Command

Purpose	Displays the Desktop application version and copyright information

Location	Help menu


Address Book Command

Purpose	Opens the Address Book application

Location	View menu
Address Book button on the Launch bar

Shortcut Key	F3


Categories Command

Purpose	Displays the Edit Categories dialog box where you can create, edit, and delete categories for Address Book, To Do List, and Memo Pad records

Location	Tools menu in Address Book, To Do List, and Memo Pad
Category box in Edit Address Book dialog box
Category box in the To Do List and Memo Pad record pane


Copy Command

Purpose	Copies the current selection to the Clipboard

Location	Edit menu
Copy button on the Desktop toolbar

Shortcut Key	Ctrl+C

Important	The results depend on the current selection

•	In the Date Book, copies the selected text in an event's description

•	In the list pane of the Address Book, To Do List, or Memo Pad, copies an entire record

•	In the record pane of the Address Book, To Do List, or Memo Pad, copies the selected text


Custom Field Labels Command

Purpose	Displays the Custom Fields dialog box where you can label as many as five custom fields for Address Book records

Location	Tools menu in the Address Book


Cut Command

Purpose	Cuts the current selection and places it on the Clipboard

Location	Edit menu
Cut button on the Desktop toolbar

Shortcut Key	Ctrl+X

Important	The results depend on the current selection

•	In the Date Book, cuts the selected text in an event's description

•	In the list pane of the Address Book, To Do List, or Memo Pad, cuts the selected record

•	In the record pane of the Address Book, To Do List, or Memo Pad, cuts the selected text


Date Book Command

Purpose	Opens the Date Book application

Location	View menu
Date Book button on the Launch bar

Shortcut Key	F2


Delete Event Command

Purpose	Displays the Delete Event dialog box where you can delete or archive the selected event

Location	Edit menu

Tips	Deleted or archived events are deleted from your handheld the next time you perform a HotSync operation

If you archive the event, you can view it later in the archive file


Delete Command

Purpose	Deletes the selection

Location	Edit menu

Shortcut Key	Delete (Del) key

Important	The results depend on the current selection

•	Deletes selected description text if you select an event in the event area of the Date Book (Day view or Month view)

•	Deletes selected text from a text box in the record pane of To Do List or Memo Pad

•	Deletes records if you select one or more records in the list pane of Address Book, To Do List, or Memo Pad

To delete an event, use the Delete Event command


Dial Command

Purpose	Displays the Call Status dialog box where you can automatically dial the selected Address Book record phone number

Location	Edit menu
Address Book record pop-up menu

Tip	You must have a modem configured to run under Windows installed in or connected to your PC


Edit Event Command

Purpose	Displays the Edit Event dialog box where you can edit, add, or delete information about the selected event

Location	Date Book Edit menu
Edit button on the event area of the Date Book Day view
Edit command on the event’s pop-up menu
Double-click the event’s handle


Exit Command

Purpose	Saves changes you have made and closes the Desktop application

Location	File menu


Expense Command

Purpose	Opens the Expense application

Location	View menu
Expense button on the Launch bar

Shortcut Key	F6


Export Command (Date Book)

Purpose	Opens the Export To dialog box where you can set file export options and export information from the Date Book

Location	Date Book File menu

Important	Date Book information can only be exported to Date Book Archive (*.dba) file format


Export Command (To Do)
Export Command (To Do List)

Purpose	Opens the Export To dialog box where you can set file export options and export information from the To Do List

Location	To Do List File menu

Important	To Do List information can only be exported to To Do Archive (*.tda) file format


Export Command (Address Book)

Purpose	Opens the Export To dialog box where you can set file export options and export information from the Address Book application

Location	Address Book File menu


Export Command (Memo Pad)

Purpose	Opens the Export To dialog box where you can set file export options and export information from the Memo Pad application

Location	Memo Pad File menu


Find Command

Purpose	Displays the Find dialog box where you can search for text that appears in any Desktop application

Location	Edit menu

Shortcut Key	Ctrl+F


Hide Private Records Command

Purpose	Hides private records

Location	Tools menu

Tips	If a password has been set on your handheld, you must enter the password to show the records

If private records are hidden, the Private icon [image] displays in the toolbar


Import Command (To Do List)

Purpose	Displays the Import dialog box where you can set file import options and import information to the To Do List application

Location	File menu

Important	To Do List information can only be imported from To Do Archive (*.tda) file format


Import Command (Date Book)

Purpose	Displays the Import dialog box where you can set file import options and import information to the Date Book application

Location	Date Book File menu

Important	Date Book information can only be imported from Date Book Archive (*.dba) file format


Import Command (Memo Pad)

Purpose	Displays the Import dialog box where you can set file import options and import information to the Memo Pad application

Location	Memo Pad File menu


Import Command (Address Book)

Purpose	Displays the Import dialog box where you can set file import options and import information to the Address Book application

Location	Address Book File menu


List By Command (Address Book)

Purpose	Displays the Address Book List By dialog box where you can choose to sort records by last name or company name

Location	View menu
List By button on the Address Book list pane


List By Command (Memo Pad)

Purpose	Displays the Memo Pad List By dialog box where you can choose to sort memos alphabetically or by the order on your handheld

Location	View menu
List By button on the Memo Pad list pane


Memo Pad Command

Purpose	Opens the Memo Pad application

Location	View menu
Memo button on the Launch bar

Shortcut Key	F5


New Address Command

Purpose	Displays the Edit Address dialog box where you can create a new Address Book record

Location	Edit menu
New button on the Address Book list pane
New Item button on the Desktop toolbar


New Event Command

Purpose	Displays the Edit Event dialog box where you can schedule a new event

Location	Date Book Edit menu
New Item button on the Desktop toolbar
New button on the event area of the Date Book Day view
Event area’s pop-up menu in Date Book Month view

Tip	Click a date in Month view and begin typing to open the Edit Event dialog box


New Memo Command

Purpose	Creates a new, blank memo and places the cursor in the record pane where you can type information

Location	Memo Pad Edit menu
New Item button on the Desktop toolbar
New button on the Memo Pad list pane

Tip	Click the Memo Pad list pane and begin typing to create a new memo


New To Do Command

Purpose	Creates a new To Do item

Location	To Do List Edit menu
New Item button on the Desktop toolbar
New button on the To Do List list pane

Tip	Click the To Do List list pane and begin typing to create a To Do item


Open Archive Command

Purpose	Displays the Open Archive dialog box where you can select and open an archive file for the current Desktop application

Location	File menu


Open Current Command

Purpose	Saves and closes the archive file and opens the current file for the active Desktop application

Location	File menu


Options Command

Purpose	Displays the Options dialog box where you can set options that affect all Desktop applications or options that affect only the Date Book

Location	Tools menu


Page Setup Command

Purpose	Displays the Page Setup dialog box where you can specify the page orientation, size, and margins for printing

Location	File menu


Palm Desktop Help Command

Purpose	Displays the Desktop application’s online help

Location	Help menu


Quick Tour Command

Purpose	Opens the Quick Tour

Location	Help menu


Paste Command

Purpose	Pastes the contents of the Clipboard at the current selection

Location	Edit menu
Paste button on the Desktop toolbar

Shortcut Key	Ctrl+V


Print Command

Purpose	Displays the Print dialog box where you can set printer and print job options, and print records in the active Desktop application

Location	File menu
Print button on the Desktop toolbar

Shortcut Key	Ctrl+P


Purge Completed To Do's Command

Purpose	Displays the Purge Completed To Do Items dialog box where you can purge or archive completed To Do items

Location	To Do List Tools menu


Purge Events Command

Purpose	Displays the Purge Events dialog box where you can delete or archive events older than the date you select

Location	Date Book Tools menu


Revert Command

Purpose	Reverts changes you have made in the active Desktop application since the last time you saved your information

Location	File menu


Save All Command

Purpose	Saves changes in all Desktop applications

Location	File menu
Save button on the Desktop toolbar

Shortcut Key	Ctrl+S


Select All Command

Purpose	Selects all text or records

Location	Edit menu in the Address Book, Memo Pad, and To Do List

Shortcut Key	Ctrl+A

Important	Results depend on the current selection

•	If a record in the list pane is selected, all records in the active Desktop application are selected

•	If a text box in the record pane is selected, all text in the selected box is selected


Show Private Records Command

Purpose	Shows hidden private records

Location	View menu

Tips	If a password has been set on your handheld, you must enter the password to show the records

If private records are hidden, the Private icon [image] displays in the toolbar


Show Command

Purpose	Displays the Show dialog box where you can select To Do List view options

Location	To Do List View menu
Show button in the To Do List list pane

Important	Changing the way you view To Do items in the Desktop application does not affect the way they display on your handheld


To Do List Command

Purpose	Opens the To Do List application

Location	View menu
To Do button in the Launch bar

Shortcut Key	F4


Undo Command

Purpose	Reverses the previous action, if possible. If the previous action cannot be reversed, the command is dimmed.

Location	Edit menu
Undo button on the Desktop toolbar

Shortcut Key	Ctrl+Z


Users Command

Purpose	Displays the Users dialog box where you can create, delete, or rename user accounts, or create a User Profile for the first time you perform a HotSync operation with your handheld

Location	Tools menu


Using the Desktop Toolbar

Use the Desktop toolbar to quickly access the most used commands, check if private records are being hidden, or change the current user.

	Save All Ctrl+S	Save changes in all Desktop applications.
	Print Ctrl+P	Print records in the current Desktop application.
	Cut  Ctrl+X	Remove the selection from the current location and place it on the Clipboard.
	Copy Ctrl+C	Copy the selection to the Clipboard.
	Paste  Ctrl+V	Paste Clipboard information to the current selection.
	Undo  Ctrl+Z	Reverse the previous action, if possible.
	Find  Ctrl+F	Display the Find dialog box, where you can search for text across all Desktop applications.
	New Item  Ctrl+N	Create a new record in the current Desktop application.
	Help  F1	Display the Help window, where you can use the Table of Contents, Index, or Find (full text search) to locate help topics.
	Private	Verify that private records are hidden. The Key icon only displays on the toolbar when private records are hidden.
	User box	Display the current user account name. If there is more than one user account, click the box to select a different user account from the list.


Desktop Applications

Your Desktop application contains several applications in one easy-to-use interface. When you start Desktop, the Date Book application opens by default. Use the Options command on the Tools menu to select a different application to open by default.

To open another application, click an application button on the Launch bar, select the application from the View menu, or press the keyboard shortcut.

Use This	To Do This
	Date Book F2	Schedule and set alarms for single and recurring events. View and print calendar information in daily, list, or monthly views.
	Address Book  F3	Track your business and personal contacts. Store up to five phone numbers and four custom fields for each Address Book record.
	To Do List  F4	View and manage your tasks in a simple list format. Set priorities and due dates for each task and mark tasks that are complete.
	Memo Pad  F5	Save notes for meetings or other events not associated with a Desktop application. Drag memos to Microsoft Word for further formatting.
	Expense  F6	Generate expense reports using Microsoft Excel (5.0 or higher) from expense data you collect on your handheld.
	Install Tool F7	Select applications to install automatically on your handheld the next time you perform a HotSync operation.


Finding Information

Use the Find command on the Edit menu to search for information in all Desktop applications at once.

Using the Find command searches all the text in all records, including attached notes. However, the Find command does not search Category, Date, Time, or Priority.

To search for text

1.	Choose Find from the Edit menu.

2.	Type the text to find in the Find What box in the Find dialog box.

•	Select the Match Whole Words Only and/or the Match Case check box(es) to limit the search.

3.	Click the Find button.

Records containing the search criteria will be returned to the list box.

4.	Double-click a record in the list box to review or edit the record.


Using Drag To

Use Drag To to copy information from the Address Book, To Do List, or Memo Pad, to Microsoft Word, Microsoft Excel, or the Clipboard. (You cannot use Drag To to copy Date Book events.)

The Drag To pane in the lower right corner of the Address Book, To Do List, and Memo Pad displays icons for the Clipboard and any applications to which you can drag records.

To use Drag To

1.	Open the Address Book, To Do List, or Memo Pad.

2.	Select one or more records in the list pane.

3.	Drag the selected record(s) in the list pane to an icon in the Drag To pane.

•	From the Address Book and To Do List, drag to Microsoft Word, Microsoft Excel, or the Clipboard.

•	From the Memo Pad, drag to Microsoft Word or the Clipboard.

Important  The Desktop application includes Microsoft Word macros that handle information transfer. For example, using Drag To with Address Book information allows you to create form letters, mailing labels, and envelopes.

Some applications may change the information that you paste. For example, if you use Drag To to copy a record that contains carriage returns to Microsoft Excel, such as a note with several paragraphs of text, Microsoft Excel deletes any data after the first carriage return.


Using Notes

You can attach notes to records in the Date Book, Address Book, and To Do List.

When you attach a note to a record, a Note icon [image] displays next to the record. To view or edit the note, click the Note icon.

To attach a note to a new record

1.	Open the Note Editor by doing one of the following:

•	In the Address Book, click the Note tab in the New Address dialog box.

•	In Date Book, click the Note icon [image] in the New Event dialog box.

•	In To Do List, click the Note icon [image] in the New To Do List dialog box.

2.	Type the text of the note in the Note Editor.

You can type any text in the note, including carriage returns and tab characters (type Ctrl+Tab). Use the Note Editor toolbar to cut, copy, or paste text, or to reverse the last action.

3.	Click the OK button.

To attach a note to an existing record

1.	Open the Note editor by doing one of the following:

•	From the Date Book Day or Week view, right-click the event, and select Note from the pop-up menu.

•	From the Address Book, double-click the Address Book record, and click the Note tab in the New Address dialog box.

•	From the To Do List, click the To Do item, and click the Note icon [image] in the record pane.

2.	Type or edit the text of the note in the Note Editor.

You can type any text in the note, including carriage returns and tab characters (type Ctrl+Tab). Use the Note Editor toolbar to cut, copy, or paste text, or to reverse the last action, when possible.

3.	Click the OK button.

To edit an existing note

•	Click the Note icon [image] to quickly open the Note Editor and edit an existing note.


Marking Records Private

You can mark any record private. A key icon [image] in the list pane or event area denotes a private record. Marking a record private allows you to hide the record so that others cannot view it. If you hide private records, a key icon [image] displays on the right side of the Desktop toolbar.

To mark a record private in the Date Book or Address Book

1.	Select the record to mark.

2.	Open the Edit menu.

•	From the Address Book, select the Edit Address command.

•	From the Date Book, select the Edit Event command.

3.	Click the Private check box in the Edit dialog box.

4.	Click the OK button.

To mark a record private in the To Do List or Memo Pad

1.	Select the record to mark.

2.	Click the Private check box in the record pane.

  Related Topics


Hiding and Showing Private Records

A key icon [image] in the list pane or event area denotes a private record. If you use a password on your handheld, you must use your password to show hidden private records.

Hiding private records

•	Displays a key icon [image] on the right side of the Desktop toolbar.

•	Hides all private records on the Desktop application and the handheld.

•	Removes records from the Total record number in the status bar of the Address Book, Memo Pad, and To Do List.

To hide private records

1.	Choose Hide Private Records from the View menu.

2.	Click the OK button in the confirmation box.

To show private records

1.	Choose Show Private Records from the View menu.

•	If you have a password on your handheld, type your password in the password dialog box.

2.	Click the OK button in the confirmation box.

  Related Topics


Adding a Time or Date Stamp

You can paste the current time or date into a memo or a text box in any Desktop application when you are in edit mode.

To add a time stamp

•	Press Ctrl+Shift+T.

To add a date stamp

•	Press Ctrl+Shift+D.


Saving Changes

When you save changes, the Desktop application saves changes to all the Desktop applications. The Desktop application automatically saves your information when you:

•	Exit the Desktop application.

•	Change user accounts.

•	Perform a HotSync operation.

To manually save changes, you can

•	Click the Save All button on the Desktop toolbar.

•	Choose Save All from the File menu.

•	Press Ctrl+S.

  Related Topics


Reverting Changes

If you have made changes since opening the Desktop application or last saving changes, you can revert to discard the changes.

The Desktop application only reverts changes you have made to the information you are viewing currently. For example, you can revert your Address Book without reverting your Date Book.

To revert changes

1.	Open the Desktop application to revert.

2.	Choose Revert from the File menu.

3.	Click the OK button in the confirmation box.


Printing Records

To print records

1.	Click the Print button on the Desktop toolbar.

2.	Select printer and print job options.

3.	Click the OK button.

The available options are based on the current Desktop application and view. In addition to the standard Windows print options, the following options are available.

Date Book

Today	Prints the events for the currently selected day.
Dates (List Format)	Prints the event(s) on the day or range of days that you specify in a list format. Tip   Click the Calendar icon to use the Select Date dialog box to select a date.
Dates (Month Format)	Prints the event(s) in the months or range of months that you specify in a monthly calendar format. Tip   Click the Calendar icon to use the Select Date dialog box to select a date.
Print Notes check box	Prints notes attached to the events that you print. This option is not available with Dates (Month Format).

Address Book

Viewed Category	Prints all the records in the category you are viewing. Choose All from the Category Filter list to view all records.
Selection	Prints only the selected records.
Print Notes	Prints notes attached to the records that you print.
Print Phones Only	Prints only the phone numbers of records in the category you are viewing. Choose All from the Category Filter list to view all records.
To Do List

Viewed Category	Prints all the items in the category you are viewing. Choose All from the Category Filter list to view all To Do items.
Selection	Prints only the selected items.
Print Notes check box	Prints notes attached to items that you print.

Memo Pad

Viewed Category	Prints all the memos in the category you are viewing. Choose All from the Category Filter list to view all memos.
Memos From/To	Prints a range of memos. Enter numbers in the From and To boxes to specify the range.
Selection	Prints only the selected memos.


Importing and Exporting Overview

There are many ways to transfer information between the Desktop application and other Microsoft Windows programs.

How do you want to import information?

    Use the Paste command to paste information from the Clipboard into a Desktop application

    Import archive files

    Import other file types that contain one or more records

    Import a text file as a single memo

How do you want to export information?

    Use the Copy command to copy selected information to the Clipboard

    Use Drag To to transfer information from the Address Book, To Do List, or Memo Pad to other applications

    Export information files that contain one or more records


Supported Import and Export File Formats

The Desktop application can import and export information in the formats below.

Many other Microsoft Windows applications can import or export comma delimited, tab delimited values, or text files.

Archive file formats can only be used with the Desktop application. Use the Archive file formats to share information with other handheld users or to create a copy of your important information.

Date Book
Date Book Archive (*.dba)

Address Book
Address Book Archive (*.aba)
Comma Delimited (*.csv, *.txt)
Tab Delimited Values (*.tab, *.tsv, *.txt)
CSV (Lotus Organizer 2.x/97 Mapping)

To Do List
To Do Archive (*.tda)

Memo Pad
Memo Pad Archive (*.mpa)
Comma Delimited (*.csv, *.txt)
Tab Delimited Values (*.tab, *.tsv, *.txt)
Text (*.txt)


Importing Information From Other File Types

You can import information from any of the supported file formats. Only the Memo Pad can import records larger than 4KB (approximately 800 words).

To import information

1.	Open the Desktop application into which you want to import information.

2.	If you are importing records with categories:

•	Verify that the categories in the file you are importing exist in the Desktop application. If they do not, records in those categories will be imported into the Unfiled category.

•	Click the Category box in the list pane and select the All category.

3.	Choose Import from the File menu.

4.	Locate and select the file using the Import dialog box.

5.	Click the Open button.

6.	Match Desktop fields to import data fields by dragging a Desktop field to an import data field in the Specify Import Fields dialog box.

•	To see other records in the file you are importing, click the right or left Scan Records button.

•	Field name order is saved in the Specify Import Fields dialog box. To revert to the default order, click the Reset button.

Important   If you selected a category other than All in the Desktop application before importing the file, you will not see the Category check box. All records will be imported to the selected category.

If you import records that include category information, only available Desktop application categories will be matched. Unmatched categories will be imported to the Unfiled category.

7.	To prevent a field of information from being imported, clear the check box next to the Desktop field that matches the field.

8.	If the import file was exported from a DOS or Macintosh application, select the appropriate character set from the Source file character set list.

9.	Click the OK button to import the information.

  Related Topics


Importing Information From Archive Files

To import information from an archive file

1.	Open the Desktop application.

2.	If you are importing records with categories:

•	Verify that the categories in the file you are importing exist in the Desktop application. If they do not, records in those categories will be imported to the Unfiled category.

•	Click the Category box in the list pane and select the All category.

3.	Choose Import from the File menu.

4.	Locate and select the file using the Import dialog box.

5.	Click the Open button.

6.	Click the OK button to complete the file import.


Importing Large Text Files
Importing Memo Text

To import a file as a single memo, select the text (*.txt) option in the Import dialog box. Selecting comma delimited or tab delimited file formats breaks the text file into a separate memo at each comma or tab character.

If you import or paste a text file larger than 4KB (approximately 800 words) as a single memo into Memo Pad, it is automatically segmented into sequential memos. The memo names are created by adding a numerical suffix to the first few words of text in the imported file, so that they will be grouped together. For example, if you import a large text file into Memo Pad that begins with the words Sales Data, the memos are named Sales Data 1, Sales Data 2, and so on.

To import memo text

1.	Choose Import from the File menu.

2.	Locate and select the file using the Import dialog box.

3.	Select the text (*.txt) file format.

4.	Click the Open button.

Tip   To paste text files from the Clipboard, place your cursor in the list pane before clicking the Paste button.


Exporting Information

You can export information to various supported file formats.

When you export records from Address Book, To Do List, or Memo Pad, you can specify whether to export all the records or only selected records.

Important   Hidden private records are not exported.

To export information

1.	Open the Desktop application from which to export information.

•	To export only selected records, select the records to export.

2.	Choose Export from the File menu.

3.	In the Export to File dialog box, type a name for the file in the File Name box.

Be sure to include the file type extension, such as .txt or .csv.

4.	Click the Export As box and select a file format for the file.

5.	Use the Folders and Drives boxes to select a location to create the file.

6.	If you are connected to a network, you can use the Network button to access locations on your network.

7.	Select All or Currently Selected in the Range area.

8.	Click the Export button.

If you are exporting to a file format other than archive, you can:

•	Change the order in which fields are exported by dragging a field up or down in the Specify Fields dialog box.

•	Export only selected fields by selecting or clearing checks in the Field Name check boxes. All selected field name check boxes will be exported.

9.	Click the OK button.


Alarm Settings Dialog Box

Use the Alarm Settings dialog box to set an alarm for timed or untimed events. The alarm sounds only on your handheld.

Alarm check box	Select to enable the alarm setting for an event. When you select this option, the options for setting the time before the alarm sounds display.

Time	Set the amount of time before the event to sound the alarm.

Time unit	Select the time unit: Minutes, Hours, or Days.

Tip   If you select Days, the alarm sounds at the starting time of the event.


Change Repeat Dialog Box

Use the Change Repeat dialog box to set a repeat interval and ending date for repeating events.

Repeat options	Select the frequency for the event to repeat.

Every	Specify the recurrence interval in days, weeks, months, or years. Type a number in the box or click the arrows to select a recurrence interval.

End On	Specify the final date of the repeating event. The final event is scheduled on or before this date. Type a date in the box or click the Calendar icon and use the Select Date dialog box.

Tip   If you do not specify an end date, the event repeats until the last date in the year 2031. This does not require any additional memory.

By	Select the day or date the event occurs.

(Monthly only)	Use Day to select a weekday, such as the last Friday of each month

Use Date 	to select a day of the month, such as the 15th

Days	Click each weekday that the event occurs.

(Weekly only)


Closing Archive File Dialog Box

When you have an archive file open, you must close the file before you open another Desktop application or switch to another user account.

Save & Close	Click to save any changes to the archive file and close the file.

Cancel	Click to keep the archive file open.


Custom Field Labels Dialog Box

The custom label names you specify in this dialog box are used to label the custom fields on the Address tab of the Edit Address dialog box.

Label 1-4	Type a name for each custom label to use in the Edit Address dialog box.


Delete Category Dialog Box

Use the Delete Category dialog box to specify how to handle records in a deleted category.

Move all items 	Saves all of the records in the deleted category and associates them with the Unfiled category.

to Unfiled

Delete all items	Deletes all of the records in the category.


Delete Items Dialog Box

Use the Delete Items dialog box to choose whether to permanently remove the currently selected records or save them to an archive file.

Archive Deleted Item(s) at Next HotSync Operation Check Box	Select to archive deleted records during the next HotSync operation. Clear the check to permanently remove records.


Delete User Message Box

Use the Delete User message box to confirm deleting a user or to cancel the deletion process.

Important   Deleting a user account deletes all the data associated with that user account.

Yes	Confirm deleting the user account and all the data associated with it.

No	Cancel deletion of the user account.


Edit Address Dialog Box (Name Tab)

The Edit Address Box includes three tabs: Name, Address, and Note, to help you quickly enter Address Book record information.

Tip   All text boxes, including phone number boxes, allow you to enter any characters, including line returns, to create multiple lines.

Move between tab pages in the Edit Address dialog box by clicking a tab or pressing Ctrl+Tab.

Last Name	Type the last name.

First Name	Type the first name.

Title	Type the person’s title.

Company	Type the person’s company name.

Show In List	Use this area to enter up to five phone numbers for the person. For each phone number, complete the following steps:

1.	Click the phone label box and select a phone number label from the list.

2.	Click the phone number box and type the phone number.

To select which phone number displays in the Address Book list pane, click the option button to the left of the phone number label.

Save as Default	Select this check box to use the selected phone labels as the default labels in the Show in List area.

Category	Click the Category box in the lower right corner of the dialog box to choose a category for the record. Choose Unfiled to remove an assigned category. Choose Edit Categories to create a new category.

Private	Select this check box to make the record private.

New	Click the New button to save the changes to the current Address Book record and create a new record.


Edit Address Dialog Box (Address Tab)

The Edit Address dialog box includes three tabs: Name, Address, and Note, to help you quickly enter Address Book record information.

Tips   All text boxes, including phone number boxes, allow you to enter any characters, including line returns, to create multiple lines.

Move between tab pages in the Edit Address dialog box by clicking a tab or pressing Ctrl+Tab.

Address	Type an address.

City	Type a city.

State	Type a state.

Zip	Type a zip code or other postal code.

Country	Type the country.

Custom fields	Type any text in these fields.

Tip   You can create labels for these fields.

Category	Click the Category box in the lower right corner of the dialog box to choose a category for the record. Choose Unfiled to remove an assigned category. Choose Edit Categories to create a new category.

Private	Select this check box to make the record private.

New	Click the New button to save the changes to the current Address Book record and create a new record.


Edit Address Dialog Box (Note Tab)

The Edit Address dialog box includes three tabs: Name, Address, and Note, to help you quickly enter Address Book record information.

Tip   Move between tab pages in the Edit Address dialog box by clicking a tab or pressing Ctrl+Tab.

Toolbar	Cut button	Cuts the selected text.

Copy button	Copies the selected text.

Paste button	Pastes the contents of the Clipboard into the note.

Undo button	Reverses the last action, if possible. If the last action cannot be reversed, the button is dimmed.

Note area	Type any information to associate with the current Address Book record.

Category	Click the Category box in the lower right corner of the dialog box to choose a category for the record. Choose Unfiled to remove an assigned category. Choose Edit Categories to create a new category.

Private	Select this check box to make the record private.

New	Click the New button to save the changes to the current Address Book record and create a new record.


Edit Categories Dialog Box

The title of the dialog box includes the name of the current Desktop application; for example, Edit Address Categories.

The Address Book, To Do List, and Memo Pad each have their own set of categories.

Category list	Displays the existing categories for the Address Book, To Do List, or Memo Pad. Select a category to delete or rename from the list.

New	Displays the New Category dialog box, where you can enter the name for a new category.

Delete	Deletes the selected category.

Tip   You can select to move all records in the deleted category to Unfiled, or delete all records in the deleted category.

Rename	Displays the Rename Category dialog box, where you can type a new name for the category.


Edit Event Dialog Box

Use the Edit Event dialog box to create new events or edit existing events.

Description	Type a description in this box. This text displays in the event area. You must enter a description.

Time	You can set times in 5-minute intervals. Set the start and end time of the event by doing one of the following:

•	Type the start and end time in the Time and To boxes.

•	Click the Watch icon to display the Select Time dialog box, where you can select times from a list.

•	Delete the start time to create an untimed event. "None" displays in the start and end time boxes.

Date	Set the date by doing one of the following:

•	Select the text in the Date box, then type a new date.

•	Click the Calendar icon to display the Select Date dialog box, where you can use a calendar to select a new date.

Note	Click the Note icon [image] or double-click the Note box to display the Note Editor, where you can type or edit information related to the event.

Repeat	Displays the Repeat dialog box, where you can schedule a repeating event.

Alarm	Selecting the Alarm check box displays options for scheduling an alarm for the event. Alarms only sound on your handheld and not from the Desktop application.

•	Click the Time Interval box and select from Minutes, Hours, or Days.

•	Click the Time Measurement box and type a number, or click the arrows to select a time measurement.

Private	Select to mark the event private.


Export To File Dialog Box

You can export information to various supported file formats.

When you export records from the Address Book, To Do List, or Memo Pad, you can select to export all the records or only selected records.

File Name	Type a name for the file. Be sure to include the file type extension, such as .txt or .csv.

Export As	Click the Export As box and select a file format from the list.

Drives	Click the Drive box to select a drive from the list.

Folders	Select the folder in which to save the file.

Network	If you are connected to a network, click the Network button to connect to locations on your network that are not listed in the Folders or Drives boxes.

Range	Select which records to export (not available in Date Book):

•	All

•	Currently Selected Records

Export	Click to create the export file.

Tip   If you are exporting to a non-archive file format, the Specify Fields dialog box displays, which you can use to change field order.


Find Dialog Box

Use the Find dialog box to search for information in all Desktop applications.

Find What	Type the information to find. You can search for any text, including numbers.
Match Whole Word Only	Select the check box to only find text if it is a complete word. For example, to find "text" but not "texture."
Match case	Select the check box to only find text with the same capitalization. For example, to find "text" but not "Text."
Location List box	Displays the records that contain the text you specified.
Find button	Starts the search.
Go To button	Goes to the record that contains the text. Tip   You can double-click text in the Location List box to go to the record.


Import Dialog Box

You can import information in various supported file formats. Only the Memo Pad can import records larger than 4KB (approximately 800 words).

If you are importing records with categories, before using the Import dialog box to import files, you should

•	Create categories to which to import information, if necessary.

•	Click the Category box in the list pane and select the All category.

Look In	Click the Look In box and select a different drive or folder to look in for the file to import.

File & Folder box	Displays the folders and files in the selected location. Click a file to select it.

File Name	The name of the import file displays in this box when you select it from the File and Folder box.

Files of Type	Click the Files of Type box and select the file format of the file you are importing. Only files that use the file format listed in this box display in the File and Folder Box.

Open	Click to continue the import procedure.

Tip   If you are importing to a non-archive file format, the Specify Fields dialog box displays, which you can use to change field order.


List By Dialog Box (Address Book)

Changing the way you view records changes the sort order of the records in the Desktop application’s Address Book list pane, but does not affect the way they display on your handheld.

Select the order in which to sort records:

Last Name, First Name	Displays the last name followed by the first name.

Company, Last Name	Displays the company followed by the last name.


List By Dialog Box (Memo Pad)

Changing the way you view memos changes the sort order of the memos in the Desktop application’s Memo Pad list pane, but does not affect the way they display on your handheld.

Select the sort order for the list:

Order on Handheld	Sort by the order memos display on your handheld.

Alphabetical	Sort alphabetically by the text of the memo.


Monthly Repeat Dialog Box

In some months, the fourth week is the last week, while in others there is a fifth week. When you schedule an event to repeat monthly by day and the original event occurs on a day that may fall in the fourth week or the fifth week, you must specify whether future occurrences should occur in the fourth week or the last week of the month.

Select a repeat option:

4th Week	Event repeats on the fourth week of each month.

Last Week	Event repeats in the last week of each month.


New Category Dialog Box

Use the New Category dialog box to create a new category for the Address Book, To Do List, or Memo Pad.

Name	Type the name for the category. Category names cannot be longer than 15 characters.


Note Editor Dialog Box

Use the Note Editor to associate information with the selected record.

Toolbar	Cut button	Cuts the selected text.

Copy button	Copies the selected text.

Paste button	Pastes the contents of the Clipboard into the note.

Undo button	Reverses the last action, if possible. If the last action cannot be reversed, the button is dimmed.

Note area	Type any information to associate with the current record.


Options Dialog Box (General Tab)

Use the General tab of the Options dialog box to customize the Desktop application.

Startup Application	Click the Startup Application box and from the list select the application that will open each time you start the Desktop application.
Data Directory	Type the name of the directory in which to save you data files, or use the Browse button to select the directory.
Confirm Before Deleting Records	Select this check box to display a confirmation box before records are deleted.
Archive Deleted Records	Select this check box to archive records when you delete them.


Options Dialog Box (Date Book Tab)

Use the Date Book tab of the Options dialog box to customize the Date Book.

Work Day Begins	Click the Work Day Begins box and select the time the day begins from the list. The default time is 8:00. This time displays at the top of the event area in Day view.

Week begins	Click the Work Begins box and select the day the week begins—Sunday or Monday. The default is Sunday. The day that you select is displays in the following locations:

•	Day view calendar

•	Week view

•	Month view

•	Select Week dialog box

•	Select Date dialog box

Alarm Preset	Select this check box to set an alarm for all new events. When you select this option, the following options display

Time Interval box	Click this box and select from Minutes, Hours, or Days Before.

Time Measurement box	Click this box and select a number between 1 and 99.

Important   Alarms only sound on your handheld, not on your computer.


Options Dialog Box (Security Tab)

Use the Security tab of the Options dialog box to require your handheld password to open your user account files. Requiring your handheld password to open your user account files prevents unauthorized users from selecting your user account from the User box on the toolbar and viewing information in your Desktop application files.

Require Password To Access  Desktop Data	Select the check box to password protect your Desktop application files.


Print Dialog Box

Use the Print dialog box to set printer and print job options. The available options are based on the current Desktop application and view. In addition to the standard Windows print options, the following options are available.

Date Book

Today	Prints the events for the currently selected day.
Dates (List Format)	Prints in a list format the event(s) on the day or a range of days that you specify in the From/To boxes. Tip   Click the Calendar icon to use the Select Date dialog box to select a date.
Dates (Month Format)	Prints in a monthly calendar format the event(s) in the months or range of months that you specify in the From/To boxes. Tip   Click the Calendar icon to use the Select Date dialog box to select a date.
Print Notes check box	Prints notes attached to the events that you print. (This option is not available with Dates (Month Format.)

Address Book

Viewed Category	Prints all the records in the category you are viewing. Choose All from the Category Filter list to view all records.
Selection	Prints only the selected records.
Print Notes	Prints notes attached to the records that you print.
Print Phones Only	Prints only the phone numbers of records in the category you are viewing. Choose All from the Category Filter list to view all records.

To Do List

Viewed Category	Prints all the items in the category you are viewing. Choose All from the Category Filter list to view all To Do items.
Selection	Prints only the selected items.
Print Notes check box	Prints notes attached to items that you print.

Memo Pad

Viewed Category	Prints all the memos in the category you are viewing.  Tip   Choose All from the Category Filter list to view all memos.
Memos From/To	Prints a range of memos. Enter numbers in the From and To boxes to specify the range.
Selection	Prints only the selected memos.


Purge Completed To Do Items Dialog Box

Use the Purge Completed To Do Items dialog box to choose whether to permanently remove completed To Do items or send them to an archive file.

Archive option	Select this check box to send the completed To Do items to an archive file on your PC and remove the items from your handheld the next time you perform a HotSync operation.

Clear the check box to permanently remove purged items from your PC and your handheld the next time you perform a HotSync operation.


Purge Events Dialog Box

Use the Purge Events dialog box to specify the age of events to purge and whether to archive or permanently remove purged events.

Delete Events Older Than	Choose the age (in weeks) of events to purge.
Archive option	Select this check box to send the purged events to an archive file on your PC and remove the events from your handheld the next time you perform a HotSync operation. Clear this check box to permanently remove purged events from your PC and your handheld the next time you perform a HotSync operation.


Rename Category Dialog Box

Use the Rename Category dialog box to change the name of a category.

Name	Type the new name for the category. Category names cannot be longer than 15 characters.


Rename Profile Dialog Box

Use the Rename Profile dialog box to rename an existing user profile.

Enter a new profile name	Type a different name for the selected Profile in this text box. The new name displays in the Profiles dialog box.


Rename User Dialog Box

Use the Rename User dialog box to change the name of a user account. The new name displays on your handheld after the next HotSync operation.

Name	Type the new name for the user account.


Repeating Event Dialog Box

Use the Repeating Event dialog box to specify whether to change a single instance of a repeating event or all instances.

Current	Changes only the current instance of the repeating event.

All	Changes all instances of the repeating event.


Select Date Dialog Box

Use the Select Date dialog box to select a date from an easy-to-use calendar format.

Left arrow	Displays the previous year.

Right arrow	Displays the following year.

Month box	Select a month by clicking the month name.

Calendar	Select the date of the month by clicking a date.

Today	Selects the current date.


Select Week Dialog Box

Use the Select Week dialog box to select a date from an easy-to-use calendar format.

Left arrow	Displays the previous year.

Right arrow	Displays the following year.

Month box	Select a month by clicking the month name.

Calendar	Select the week of the month by clicking a date.

Today	Selects the current week.


Select Month Dialog Box

Use the Select Month dialog box to select a month from an easy-to-use calendar format.

Left arrow	Displays the previous year.

Right arrow	Displays the following year.

Month box	Select a month by clicking the month name.

Calendar	Select the month by clicking a date.

Today	Selects the current month.


Select Times Dialog Box

Use the Select Times dialog box to set start and end times for events.

Start Time	Select this option before selecting the start time from the minute and hour lists.

Tip   Selecting a new start time automatically changes the end time for the event. To set a different end time, set the start time first, then set the end time.

End Time	Select this option before selecting the end time from the minute and hour lists.

Hour list	Select the hour for the start time or end time.

Minute list	Select the minute for the start time or end time.

No Time	Click to clear both time files to schedule an untimed event.


Show Options Dialog Box

Use the Show Options dialog box to specify how records will display in the To Do List. Changing the way you view To Do items in the Desktop application does not affect the way they display on your handheld.

Sort By	Click the Sort By box and select one of the following options:
	Priority, Due Date Sorts by priority and then the due date
	Due Date, Priority Sorts by the due date and then priority
	Category, Due Date Sorts by category and then due date
	Category, Priority Sorts by category and then priority

Use the View Options check boxes to select any of the following options:

Show Completed Items	Shows completed items in the list. If you clear this check box, you will not see completed items in the list or record pane.
Show Only Due Items	Shows only those items that are due on or before the current date, or do not have a due date.
Record Completion Date	Records the completion date of To Do items.
Show Due Dates	Shows the due date in the list pane.
Show Priorities	Shows the priority in the list pane.
Show Categories	Shows the category in list pane.


Show Private Records Dialog Box

If you have set a password on your handheld, you must enter your password to display hidden private records in the Desktop application.

Password	Type your password. Passwords are not case-sensitive.


Specify Export Fields Dialog Box

Use the Specify Export Fields dialog box to change the field order when exporting to a non-archive file format.

Field list	Change the order in which fields are exported by dragging a field up or down in the Field list box.
Field Name check box	Export only selected fields by selecting or clearing checks in the Field Name check boxes. All selected field name check boxes are exported.


Specify Import Fields Dialog Box

Use the Specify Import Fields dialog box to match the Desktop application fields to fields in import files that do not use a handheld file format.

Desktop Field Name	Drag a Desktop field to an import data field to match Desktop fields to import data fields. Important   If you selected a category other than All in the Desktop application before importing the file, you will not see the Category check box. All records are imported to the selected category. If you import records that include category information, only available Desktop categories are matched. Unmatched categories are imported to the Unfiled category.
Desktop Field Name check box	Clear the check box next to the Desktop field that matches the field to prevent a field of information from being imported.
Data In	Shows sample data from each field in the current record of the import file.
Scan Records	Click the arrows to see other records in the import file.
Source File Character Set	Select the character set appropriate for the import file. You can select from: • Windows (ANSI) • DOS • Macintosh
Reset	Reverts to the default Desktop field order. (Selected field name order is saved in the Specify Import Fields dialog box.)


Setting General Options

You can choose options that configure the Desktop application as a whole in the General tab of the Options dialog box.

To set General options

1.	Choose Options from the Tools menu.

2.	Click the General tab in the Options dialog box and perform one or more of the following actions:

•	To select an application to display when you open the Desktop application, click the Startup Application box and select an application from the list.

•	To change the directory where information is stored, click the Browse button, select a new directory, and click the OK button.

Important   You should not store your user data on removable media, such as floppy disks.

•	To see a confirmation message before deleting or archiving records, click the Confirm Before Deleting Records check box.

•	To archive records instead of permanently deleting them, click the Archive Deleted Records check box.

3.	Click the OK button.


Setting Security Options

You can prevent others from viewing your Desktop application information by requiring entry of your handheld password to open your Desktop application file.

To set Security options

1.	Choose Options from the Tools menu.

2.	Click the Security tab in the Options dialog box.

3.	Select the Require Password to Access Desktop Data check box.

4.	Click the OK button.


Setting Date Book Options

You can choose options that configure the Date Book in the Date Book tab of the Options dialog box.

To set Date Book options

1.	Choose Options from the Tools menu.

2.	Click the Date Book tab in the Options dialog box, and perform one or more of the following actions:

•	To change the displayed time in Day view, click the Work Day Begins box and select a time from the list.

•	To change the day the week begins in Week and Month view, click the Week Begins box and select a day from the list.

•	To set an alarm for all new events, select the Alarm check box.

•	Click the Time Interval box and select from Minutes, Hours, or Days Before.

•	Click the Time measurement box and select a number between 1 and 99.

Important   Alarms only sound on your handheld and not from the Desktop application.

3.	Click the OK button.


Troubleshooting

If you cannot start the Desktop application or it freezes

1.	Verify that the Desktop application installation completed.

If the installation procedure was interrupted, reinstall the software.

2.	Verify that your PC meets the following system requirements:

•	Windows 95, Windows 98, or Windows NT 4.0

•	486 or higher processor

•	VGA or higher monitor

3.	If you selected to store a user data directory on a removable drive (such as a floppy disk drive or zip drive), verify the disk is in the drive.

Important   It is recommended that data directories be created on non-removable drives.

If you have Microsoft Word 6.0 or higher installed on your computer and the icon for Microsoft Word does not display in the Drag To area

1.	Exit the Desktop application.

2.	Click the Start button and choose Run.

3.	Type the following command in the Run dialog box, substituting the correct drive letter and directory.
C:\\directory\Palm.exe -r

4.	Click the OK button.

If Address Book records display incorrectly in the Address Book list

In some cases, the Address List displays a name that is not in the dialog box option. For example:

If you select the "Last Name, First Name" option but a record has only a Company name, the Address List displays the Company name for the record.

However, if the record has a First Name and a Company name but no Last Name, only the First Name displays in the list.

If you select the "Company, Last Name" option but a record has only a Company name and a First Name, the Address List displays those names.

If you have not entered text in any of the name boxes of a record, the text "-Unnamed-" displays in the Address List.

If a category is automatically deleted

It is possible to over-allocate categories if you add categories on both your handheld and the Desktop application. This can cause categories to be discarded during a HotSync operation. In such a case, the records in the removed category will be moved to Unfiled.


Date Book Overview

Use the Date Book to schedule and manage single or repeating events. Set untimed events to remember special days such as birthdays or anniversaries. Set an alarm to remind you of important events and use the Note Editor to record information such as directions or background information regarding the event. View and print your calendar in daily, weekly, or monthly format.

What do you want to do?

    Schedule a timed event

    Schedule an untimed event

    Schedule a recurring event

    Reschedule an event

    Reschedule a recurring event

    Delete an event

    Mark an event as private and hide it

    Print a calendar in day, month or list format

    Work with information in Day view

    Work with information in Week view

    Work with information in Month view


Using Day View

Use Day view to see the most detail about a day’s events, and to see a list of To Do items or Address Book records. Click the Day tab on the right side of the Date Book window to display Day view.

Event area	View events, sorted by one hour time blocks. Identify the current date, which is in red text. View untimed events in the diamond slot at the top of the day column. Create events by clicking a time slot and typing a description. Edit events by right-clicking an event and choosing a command from the pop-up menu.
Date picker	Select a date using the year arrows, month area, and day area.
View tabs	Display events for the selected day, week, or month by clicking the associated tab. Go directly to the current day, week, or month by double-clicking the associated tab.
Address Book/To Do list	View To Do List or Address Book list entries for the selected Category. Switch to the To Do List or Address Book list by clicking Address or To Do. Drag entries to the event area to create events. Change the displayed category by clicking the Category box and selecting a different category in the list. Reset To Do items’ priorities or due dates, or mark To Do items complete. Type a few letters in the Look Up box to move directly to that area of the Address Book list. View an item’s complete record in the To Do List or Address Book window by double-clicking the item.
User box	Click the User box to select another user account or user profile.
Untimed event slot	Click the slot next to the diamond to create untimed events, such as birthday or anniversary reminders.
Event box	Change the date or time of an event by dragging the event box to a new time in the event area or a new date in the Date Picker. Edit an event description by double-clicking the event box.
Event handle	Display the Edit Event dialog box for the event by double-clicking the gray bar at the right side of the event box.
Event duration handle	Change the end time for the selected event by dragging the blue bar at the bottom edge of the event box to a new time slot.
Alarm icon	Edit the attached alarm.
Note icon	View or edit the attached note.
Private icon	Identify private records. If the Private icon displays on the Desktop toolbar, private records are hidden.
Repeat event icon	Identify or edit repeating events.
View arrow	Quickly display a time period in which you have scheduled events by clicking the small arrow that displays next to the up or down scroll arrow at the right side of the event area.
Today button	Go to today's date.
Edit button	Display the Edit Event dialog box where you can change or add any information about the selected event.
New button	Display the Edit Event dialog box where you can enter any information about a new event.


Using Week View

Use Week view to see and edit an entire week of events. Click the Week tab on the right side of the Date Book window to display Week view.

Event area	View events, sorted by one hour time blocks, for each day of the selected week. View untimed events in the diamond slot at the top of the day column. Identify the current date, which is in red. Create events by clicking a time slot and typing a description. Edit events by right-clicking an event and choosing a command from the pop-up menu.
View tabs	Display events for the selected day, week, or month by clicking the associated tab. Go directly to the current day, week, or month by double-clicking the associated tab.
User box	Click the User box to select another user account or user profile.
Go To button	Use a calendar to select another week to view.
Go To arrows	Display the next or previous week.
Today button	Go to today's date.
Untimed Event area	Click the slot next to the diamond to create untimed events, such as birthday or anniversary reminders.
Event box	Change the date or time of the event by dragging the event box to a new time or date in the event area. Edit the event description by double-clicking the event box.
Event handle	Display the Edit Event dialog box for the event by double-clicking the gray bar at the right side of the event box.
Event duration handle	Change the end time for the selected event by dragging the blue bar at the bottom edge of the selected event box to a new time slot.
Alarm icon	Edit the attached alarm.
Note icon	View or edit the attached note.
Private icon	Identify private events. If the Private icon displays in the Desktop toolbar, private events are hidden.
Repeat event icon	Identify or edit events that are part of a recurrence series.
View arrow	Quickly display a time period in which you have scheduled events by clicking the small arrow that displays next to the up or down scroll arrow at the right of the event area.


Using Month View

Use Month view to see an entire month of events and schedule new events. Click the Month tab on the right side of the Date Book window to display Month view.

Event area	View events for an entire month. Identify the current date, which is in red text. Identify untimed events by the bullet to the left of the event description. Schedule a new event by right-clicking a date box and selecting New from the pop-up menu. View a date in Day view by double-clicking its date box.
View tabs	Display events for the selected day, week, or month by clicking the associated tab. Go directly to the current day, week, or month by double-clicking the associated tab.
User box	Click the User box to select another user account or user profile.
Go To arrows	Display the previous or next month.
Go To button	Display the Select Month dialog box where you can use a calendar to quickly select another month to display.
Today button	Go to today's date.
More events icon	Identify days on which not all events display. A down arrow in the top left corner of the date box displays, if all events are not visible.


Scheduling Events In Day or Week View

Tip   To schedule an event based on a To Do List or Address Book entry, simply drag the entry to a timeslot in the event area.

To schedule an event directly in the event area

1.	Click a time slot in the event area.

2.	Type the description.

3.	Press the Enter key.

You can also:

•	Change the event's duration by dragging the blue duration handle at the bottom of the event box to a new time. (The default duration is one hour.)

•	Right-click the event to display a pop-up menu and select:

Note	To create and attach a note.

Alarm	To set an alarm.

Edit	To display the Edit Event dialog box to edit any information about the event, mark the event private, or create a repeating event.

•	Tip   You can create an event in a slot in which an event is already scheduled.

In Day view	Click the time to the left of the slot.

In Week view	Click the slot, then click the time to the left of the event area two times.


Scheduling Untimed Events in Day or Week View

Tip   To schedule an event based on a To Do List or Address Book entry, simply drag the entry to the untimed event slot in the event area.

To schedule an event directly in the event area

1.	Click the untimed event slot in the event area.

Tip   You can create an event in a slot in which an event is already scheduled.

In Day view	Click the diamond to the left of the slot.

In Week view	Click the slot, then click the diamond to the left of the event area two times.

2.	Type the description.

3.	Press the Enter key.

You can also:

•	Right-click the event to display a pop-up menu and select:

Note	To create and attach a note.

Alarm	To set an alarm.

Edit	To display the Edit Event dialog box to edit any information about the event, mark the event private, or create a repeating event.


Scheduling Events Using the Edit Event Dialog Box

To schedule an event using the Edit Event dialog box

1.	Click the New Item button on the Desktop toolbar.

2.	Type a description in the Description box.

3.	Complete the Start and End Time boxes by typing in the boxes or clicking the Watch icon to display the Select Time window.

•	You can set the time in 5 minute intervals.

•	To create an untimed event, delete the start time. None displays in the Time and To boxes.

4.	Select the date by typing in the Date box or clicking the Calendar icon and using the calendar in the Select Date dialog box.

5.	You can also perform the following actions:

•	Click the Note icon [image] or double-click the Note box to attach a note to the event.

•	Click the Repeat button to create a repeating event.

•	Select the Alarm check box to set an alarm.

•	Select the Private check box to mark the event private.

6.	Click the OK button.


Scheduling Repeating Events

You can change an existing event to a repeating event, or select repeat options while you are creating an event.

To schedule a repeating event

1.	Click an event or time slot in the Day or Week view event area to select it.

2.	Choose Edit Event from the Edit menu.

3.	Click the Repeat button.

4.	In the Change Repeat dialog box, select the repeat interval for the event.

5.	Select options for the interval:

Daily	Select the end date.

Weekly	Select the days of the week the event occurs, and the end date.

Monthly	Select whether to repeat by the day or date of the month, and the end date.

Yearly	Select the number of years between occurrences, and the end date.

6.	Type the final event date in the End Date box, or click the Calendar button to select an end date from an easy-to-use calendar format.

Tip   If you do not specify an end date, the event repeats until the last date in the year 2031. This does not require any additional memory.

7.	Check the pattern in the repeat pattern box to verify that it is set correctly.

Tip   If you have scheduled a monthly repeat, you may be prompted to select whether to repeat the event in the fourth or last week of the month.

8.	Click the OK button in the Repeat dialog box.

9.	Click the OK button in the Edit Event dialog box.


Using Alarms

You can set an alarm for individual timed and untimed events, or select a default alarm for all events. The alarm will sound at the specified time interval before the event is scheduled to begin.

To set an alarm for an existing event

1.	Right-click the event and choose Alarm from the pop-up menu.

2.	Select the Alarm check box.

3.	Click the time interval box and select Minutes, Hours, or Days.

4.	Type a number between 1 and 99 in the Time Measurement box.

5.	Click the OK button.

To set an alarm while creating a new event from the Edit Event dialog box

1.	Select the Alarm check box.

2.	Click the time interval box and select Minutes, Hours, or Days.

3.	Type a number between 1 and 99 in the Time Measurement box.

4.	Click the OK button.

To set a default alarm for all new events

1.	Choose Options from the Tools menu.

2.	Click the Date Book tab in the Options dialog box.

3.	Select the Alarm check box.

4.	Click the time interval box and select Minutes, Hours, or Days.

5.	Type a number between 1 and 99 in the Time Measurement box.

6.	Click the OK button.


Editing Alarms

To reset an existing alarm

1.	Click the event's Alarm icon [image].

2.	Click the time interval box and select Minutes, Hours, or Days.

3.	Type a number between 1 and 99 in the Time Measurement box.

4.	Click the OK button.

To cancel an existing alarm

1.	Click the event’s Alarm icon [image].

2.	Clear the Alarm check box.

3.	Click the OK button.


Editing Events

You can edit events in Day or Week view.

To edit an event

•	Drag the event to a new time or date to quickly reschedule an event.

•	Click an event’s Alarm [image] or Note icon [image] to edit the alarm or note.

•	Double-click an event’s description area to change an event’s description.

•	Drag the blue duration handle at the bottom edge of the event box to change an event’s end time.

•	Right-click an event and select an option from the pop-up menu to edit any information about an event, including setting an alarm or attaching a note.


Deleting Events

You can delete events in Day or Week view. Events that you delete in the Desktop application are deleted from your handheld the next time you perform a HotSync operation. If you choose to archive deleted events, the Desktop application adds the events to an archive file the next time you perform a HotSync operation.

To delete an event

1.	From Day or Week view, select the event.

2.	Press the Delete key on your keyboard.

Tip   If you selected the Confirm Before Deleting Records option, you can delete a record without viewing the confirmation box by pressing Shift+Delete.

  Related Topics


Editing Repeating Events

You can edit a single occurrence or all occurrences of a repeating event the same way that you edit single events.

Important   Editing one piece of information about a repeating event may affect other occurrences of the event. Refer to the following information before editing repeating events.

Type of edit	Result
Change one occurrence of a repeating event	Changes that occurrence to a single event. Does not change any other occurrences.
Change the repeat interval to None	Changes that occurrence to a single event. Removes all instances of the event that occur after the event date on which the setting is changed.
Change the start date	Adjusts the end date to maintain the duration of the repeating event.
Change the date of an occurrence (e.g. from January 14th to January 15th) and apply the change to all occurrences	Makes the new date the start date of the repeating event. Adjusts the end date to maintain the duration of the repeating event. Deletes previous occurrences unless a note is attached to the occurrence. Changes previous occurrences with attached notes to single events.
Change any of the following items and apply the change to all occurrences: • Repeat interval • Start time • End time • Note • Alarm	Does not change occurrences prior to event date on which the setting is changed. Creates a new repeating event.


Memo Pad Overview

Use Memo Pad to create and store notes and information that aren’t associated with other Desktop applications. You can create memos that contain as many as approximately 800 words, or import files that are even larger. View memos by alphabetical order or the order in which they display on your handheld. Assign memos to categories to organize information, and mark memos private so that you can hide them from view. Print all memos or only memos that you specify.

What do you want to do?

    Create a memo

    Edit a memo

    Delete a memo

    Assign a memo to a category

    Mark a memo as private and hide it

    Change the order in which memos display

    Import a memo that contains more than 800 words

    Print a memo

    Learn more about the parts of the Memo Pad window


Using Memo Pad

Use Memo Pad to save notes that are not associated with another record.

Memo list	View the first few lines of each memo. Select a memo to view in the record pane by clicking the entry text. Cut, copy, paste, or delete memos by right-clicking a memo and using the pop-up menu.
Memo record	Edit memo text, mark memos private, and assign memos to categories.
Drag To icons	Import selected memos into an application that displays in the Drag To pane.
Pane divider	Click and drag the pane divider in the center of the screen to resize the list and record panes.
User box	Click the User box to select another user account or user profile.
Category filter	Filter items so only the selected category displays by clicking the Category Filter box and selecting a category from the list.
Private icon	Identify private items.
List By button	Select to display memos alphabetically or in the order in which they display on your handheld.
New button	Create a new, blank memo and place the cursor in the record list where you can enter memo text.
Memo category	Assign the selected memo to a category to by clicking the Category box and selecting a category from the list. Create, edit, or delete categories by clicking the Category box and selecting Edit Categories from the list.
Private check box	Mark a memo private by selecting the check box. (Private records can be hidden.)
Apply button	Update the selected memo entry in the list pane with information entered in the record pane.
Number of memos	View the selected memo number and the total number of memos. Hidden private memos are not included in the total number of memos.


Changing the Memo List Order

Changing the way you view memos in the Desktop application does not affect the way they display on your handheld.

Tip   Click and drag the pane divider in the center of the screen to resize the list and record panes.

To change the Memo Pad view

1.	Click the List By button in the Memo list pane.

2.	Click an option in the List By dialog box.

You can select from:

•	Order on handheld

•	Alphabetical


Creating Memos

To create a memo

1.	Click the New button in the list pane.

2.	Type your memo text.

You can use any characters, including carriage returns. You can enter as much as 4KB of text, which is approximately 800 words.

3.	Click the Apply button to update the Memo list pane.

You can also perform the following actions

•	Select the Private check box to mark the memo private.

•	Click the Category box and assign the memo to a category.


Editing Memos

To edit a memo

1.	In the Memo List, click the memo entry you want to edit.

•	To delete the memo, press the Delete key.

Tip   If you selected the Confirm Before Deleting Records option, you can delete a record without viewing the confirmation box by pressing Shift+Delete.

•	To change or assign a category, click the Category box and select a category from the list.

•	To edit memo text, click inside the Record box.

•	To mark or unmark a memo private, select or clear the Private check box.

2.	Click the Apply button to update the Memo list.


To Do List Overview

Use the To Do List to manage tasks. Set priorities for each To Do item, associate items with categories, and mark confidential items private and hide them. View your tasks by due date, priority, or category. To Do items also display in the Date Book's Day view To Do List.

What do you want to do?

    Create a To Do item

    Edit a To Do item

    Delete a To Do item

    Assigning a To Do item to a category

    Mark a To Do item as private and hide it

    Select which To Do items to display

    Sort To Do items by due date, priority level, or category

    Print a To Do item

    Learn more about the parts of the To Do List window


Using the To Do List

Use the To Do List to create reminders for tasks.

To Do list	View the first line of each item, and its due date, priority and status. Quickly identify overdue items, which are in red text. View the entire item record in the record pane by clicking the item entry.
To Do record	Edit item text, priorities, and due dates. Mark items private or complete, and assign items to categories. Attach a note to an item.
Drag To icons	Import selected items to into any application that displays in the Drag To pane.
Pane divider	Click and drag the pane divider in the center of the screen to resize the list and record panes.
User box	Click the User box to select another user account or user profile.
Category filter	Filter items so only the selected category displays by clicking the Category Filter box and selecting a category from the list.
Complete check box	Change an item’s status to complete.
Due date column	Change an items due date by clicking the date and selecting a new date option.
Note icon	View or edit the attached note.
Private icon	Identify private items.
Show button	Select which fields to display in the record pane and the order in which to display items in the list pane.
New button	Click to clear the record view to the right of the list to create a new item.
To Do description	View and edit the description text for the selected item.
Priority	Set a priority level. One is the most urgent. Five is the least urgent.
Due	Change an items due date by typing a date, or by clicking the date and selecting a new date option.
To Do Category	Assign the selected item to a category to by clicking the Category box and selecting a category from the list. Create, edit, or delete categories by clicking the Category box and selecting Edit Categories from the list.
Private check box	Mark an item private by selecting the check box.
Apply button	Update the selected item entry in the list pane with information entered in the record pane.
Note editor button	Create or edit a note.
Number of items	View the selected item number and the total number of items. Hidden private items are not included in the total number of memos.


Changing the To Do List View

Changing the way you view To Do items in To Do List affects the way items display in Date Book Day view, but does not affect the way items display on your handheld.

Tip   Click and drag the pane divider in the center of the screen to resize the list and record panes.

To change the order and items in the To Do List

1.	Click the Show button in the list pane.

2.	Click the Show By box in the Show Options dialog box and select the order by which to sort To Do items.

3.	Select or clear check boxes in the View Options box to select which fields to display in the To Do List list pane.

Show Completed Items	Shows completed items in the list. If you clear this check box, you will not see completed items in the list or record pane.
Show Only Due Items	Shows only those items that are due on or before the current date, or do not have a due date.
Record Completion Date	Records the completion date of To Do items.
Show Due Dates	Shows the due date in the list pane.
Show Priorities	Shows the priority in the list pane.
Show Categories	Shows the category in the list pane.
4.	Click the OK button.


Creating To Do Items

To create a To Do item

1.	Click the New button in the list pane.

2.	Type a description of the task in the To Do box.

You can use line returns and type approximately 50 words.

3.	Click the Apply button to update the To Do list pane.

You can also perform the following actions:

•	Select a priority level. The default is 1.

•	Set a due date by typing in the Date box or by clicking the Date arrow and selecting a date from the list.

Tip   You can select a date from an easy-to-use calendar format by choosing Choose Date from the list.

•	Click the Category box and assign the item to a category.

•	Click the Note icon [image] to attach a note to the item. (Notes can contain approximately 800 words.)

•	Select the Private check box to mark the item private.


Editing To Do Items

To edit a To Do item

•	Double-click the item entry in the list pane and edit the item’s description.

•	Select the item’s Complete check box to mark the item complete.

•	To change other information, select the item and edit the information in the record pane.

If the following items are displayed in the list pane, you can:

•	Click the due date and select a new date from the list.

Tip   Select Choose Date to select a date from an easy-to-use calendar format.

•	Click the category and select a new category.

•	Click the Note icon [image] to edit the attached note.


Address Book Overview

Use the Address Book to manage names, addresses, phone numbers, and other information for each person you know. Organize, view, and print Address Book records by categories. Mark confidential records as private and hide them from other’s view. If your computer has a configured modem, use the Auto Dialer to quickly connect with people in your Address Book. Quickly add records created in another program using the Import feature.

What do you want to do?

    Create an Address Book record

    Edit an Address Book record

    Delete an Address Book record

    Assign an Address Book record to a category

    Mark an Address Book record as private and hide it

    Change the way Address Book records are displayed

    Import Address Book records

    Print Address Book records

    Learn more about the parts of the Address Book window


Using Address Book

Use Address Book to track information about business and personal contacts.

Address list	View a brief entry for each record. Select a record to view in the record pane by clicking the entry. Dial a phone number by right-clicking it and selecting Dial from the pop-up menu. Edit or delete a record by right-clicking it and selecting an option from the pop-up menu.
Address record	View all information associated with the selected record.
Drag To icons	Copy records to Microsoft Word, Microsoft Excel, or the Clipboard by simply dragging information onto an icon.
Pane divider	Click and drag the pane divider in the center of the screen to resize the list and record panes.
User box	Click the User box to select another user account or user profile.
Category filter	Filter items so that only the selected category is displayed by clicking the Category Filter box and selecting a category from the list.
Phone label	Identify the type of phone number that displays in the list by the letter that displays to the right of the number. For example, W denotes a work number and H denotes a home number.
Note icon	View or edit the attached note.
Private icon	Identify private records.
Look Up box	Type the first few letters of a record to display that record.
List By button	Select to display records by Last Name, First Name or Company Name, Last Name.
Edit button	Edit the selected record.
New button	Create a new record.
Number of records	View the selected record number and the total number of records. Hidden private records are not included in the total number of records.


Changing the Address Book View

Important   Changing the way you view records in the Address Book on the Desktop application does not affect the way they display on your handheld.

To change the displayed fields and sort order

•	Click the List By button in the list pane and select Last Name, First Name or Company Name, Last Name.

To change the displayed phone number and specify phone labels

1.	Double-click an entry in the list pane and perform any of the following actions:

•	Click an option button under Show in List to select which phone number displays in the list pane. (This is the only phone number for the entry that you will be able to dial automatically.)

•	Click a phone number label and select a new label from the list.

Tip   To use the phone number labels you specify for all new records, select the Save As Default check box.

2.	Click the OK button.

To specify custom field labels

Each Address Book record contains four custom fields that you can rename. Any changes you make to the custom field labels will appear in all the Address Book records.

1.	Choose Custom Field Labels from the Tools menu.

2.	Click a field box and type a name of up to 15 characters.

3.	Click the OK button.


Creating Address Book Records

To create a record

1.	Click the New button in the list pane.

2.	Type name, title, and company information in the appropriate boxes.

3.	Click the Phone Number Label box and select a label for each phone number.

4.	Click the Show In List option button to select which phone number displays in the list pane.

•	To use the Phone labels and Show In List selection in each new record, select the Save as Default check box.

5.	Click the OK button when you have finished editing the record.

Tip   To create more than one record, click the New button in the Edit Address dialog box.

You can also add the following information

From any tab:

•	Click the Category box and assign the record to a category.

•	Select the Private check box to mark the record private.

From the Address tab:

•	Type address information into the appropriate boxes.

•	Type Anniversary, Birthday, or other information for records in the custom boxes.

Tip   From the Tools menu, select Label Custom Fields to add a label for each box.

From the Note tab:

•	Type any additional information. Notes can contain approximately 800 words.


Editing Address Book Records

To change or add information for a record

•	Double-click the record in the list pane or record pane.

From the Name Tab:

•	Edit information in the Name and Title boxes.

•	Click the a Phone Number Label box and select a label for each phone number.

•	Click the Show In List option button to select which phone number displays in the list pane.

•	Select the Save as Default check box to use the Phone labels and Show In List selection in each new record.

•	Click the Category box and assign the record to a category.

•	Select the Private check box to mark the record private.

From the Address tab:

•	Change address information in the appropriate boxes.

•	Type Anniversary, Birthday, or other information for records in the custom boxes.

Tip   From the Tools menu, select Label Custom Fields to add a label for each box.

From the Note tab:

•	Type any additional information. Notes can contain approximately 800 words.

Tip   To quickly edit an existing note, click the Note icon [image] in the list pane.


Deleting Address Book Records

Address Book records that you delete in the Desktop application are deleted from your handheld the next time you perform a HotSync operation. If you choose to archive deleted records, the Desktop application adds the records to an archive file the next time you perform a HotSync operation.

To delete a record

1.	Click the record.

2.	Press the Delete key.

Tip   If you selected the Confirm Before Deleting Records option, you can delete a record without viewing the confirmation box by pressing Shift+Delete.

  Related Topics


Looking up Address Book Records

Use Look Up to quickly display records that begin with the same letter. Look Up matches, letter by letter, the first characters of a record, which are determined by the sort order.

Tip   To select a different sort order, click the List By button in the list pane.

To use the Look Up box

1.	Click the Look Up box in the list pane.

2.	Type the first character of the record. The list scrolls to the first record that begins with that letter

If you type another letter, the list scrolls to the first record that starts with those two letters.

Important   If you type a character that does not begin a record, the first record in the Address Book is selected, and no character displays in the Look Up box.

3.	To look up records that begin with a different first character, delete the current character(s) in the Look Up box and type a new character.


Using Auto Dial

If you have a modem configured on your computer, you can automatically dial the phone number that displays in the list pane of the Address Book.

To use the auto dial feature

1.	Select an Address Book entry.

Tip   To change the displayed phone number, double-click the record and click a different option button under Display In List.

2.	Right-click the record and choose Dial from the pop-up menu.

3.	Click the Dial button.

This action automatically dials the phone number using the modem.

4.	When you complete the telephone call, click the Hang Up button.


Using Categories

You can use categories in the Address Book, Memo Pad, and To Do List to group records for easy, collective management and review. You can create as many as 15 unique categories for each application. Use categories to sort, review, and print elements in groups.

What do you want to do?

    Create a category

    Assign a record to a category

    Display records assigned to a category

    Rename a category

    Delete a category


Assigning Records to Categories

Assign records in the Address Book, To Do List, and Memo Pad to a category, then apply a category filter so that only records in a specific category display.

To assign a record to a category

1.	Click the record in the list pane.

2.	Click the Category box in the record pane and select a category from the list.

To assign several records to a category

1.	Click the first record, then press the Ctrl key when clicking additional records.

2.	Click the Cut button on the Desktop toolbar.

3.	Click the Category Filter box in the list pane and select the new category from the list.

4.	Click the Paste button on the Desktop toolbar.

  Related Topics


Displaying Records by Category

You can apply a category filter in the Address Book, To Do List, and Memo Pad so that only records in a specific category display.

To display records by category

1.	Click the Category Filter box in the list pane.

2.	Select a category from the list.

Tip   To see all the records, click the All category.


Creating Categories

The Address Book, To Do List, and Memo Pad can each contain as many as 15 unique categories.

To create a category

1.	Choose Categories from the Tools menu.

2.	Click the New button.

3.	Type a category name.

Category names can contain up to 15 characters.

4.	Click the OK button.


Renaming Categories

When you rename a category, all records in the category update to the new category name.

To rename a category

1.	Choose Categories from the Tools menu.

2.	Click a category title.

3.	Click the Rename button.

4.	Type a category name.

Category names can contain up to 15 characters.

5.	Click the OK button.


Deleting Categories

You can delete any category except All and Unfiled.

Important   If you delete a category that is used by a File Link, the File Link is also deleted.

To delete a category

1.	Choose Categories from the Tools menu.

2.	Click the category title to delete.

3.	Click the Delete button.

4.	Select an option in the Delete dialog box.

•	Select Move All Items To Unfiled to move all records in the deleted category to the Unfiled category.

•	Select Delete All Items to delete all records in the deleted category.

Important   Selecting Delete All Items permanently removes all records in the deleted category. You cannot move the deleted records to an archive file.

5.	Click the OK button.


Deleting and Archiving Records

You can save deleted records in an archive file, which you can view or restore at a later time. If you delete records without saving them in an archive file, the records are permanently removed.

Records that you delete in the Desktop application are deleted from your handheld the next time you perform a HotSync operation. If you choose to archive deleted records, the Desktop application adds the records to an archive file the next time you perform a HotSync operation.

To set deletion and archive file options

1.	Choose Options from the Tools menu.

2.	Select or clear the Confirm Before Deleting Records and the Archive Deleted Records check boxes.

Tip   If you selected the Confirm Before Deleting Records option, you can delete records without confirmation by selecting the records and pressing Shift+Delete.

3.	Click the OK button.


Purging and Archiving Events and To Do Items

You can purge records in Date Book and To Do List. Purging removes records that meet specified criteria. You can purge events that occurred more than one week ago and To Do items that are complete. If you purge records without saving them in an archive file, the records are permanently removed.

Records that you purge in the Desktop application are deleted from your handheld the next time you perform a HotSync operation. If you choose to archive purged records, the Desktop application adds the records to an archive file the next time you perform a HotSync operation.

To purge an event or To Do item

1.	From the To Do List, choose Purge Completed To Do’s from the Tools menu.

From the Date Book, choose Purge Events from the Tools menu.

•	For events, you can click the Delete Events Older Than box and select a time. The default is one week.

2.	Select the Archive check box to save purged records in an archive file.

3.	Click the OK button.


Using Archives

You can archive records that you delete or purge from your handheld or the Desktop application. Archiving records allows you to conserve space on your handheld, while ensuring information is available if you need it in the future. When you perform a HotSync operation, archived records from the handheld and the Desktop application are added to the archive files.

In addition, you can create a back-up copy of information by exporting information from an Desktop application to an archive file. Exporting information to an archive file does not remove information from the Desktop application or your handheld.

Archive files are stored on your desktop computer. When you archive deleted records in the Address Book, To Do List, or Memo Pad, a separate file for each category in each application is created. Because Date Book events are not assigned to categories, archived Date Book records are stored in one file. If you use the Export command to create an archive file, all records for an application are stored in one file.

You can work with records in the archive file, or restore records in an archive file to the current application. Most commands you use in the current Desktop applications are available in archive files. When you delete or purge records from an archive file, they are permanently deleted the next time you perform a HotSync operation.

What do you want to do?

    Automatically archive deleted records

    Create a back-up copy of information

    Move or copy individual records to an archive file

    View an archive file

    Restore individual records to the current application

    Restore an entire archive file to the current application


Archiving Individual Records

You can use the Cut, Copy, and Paste commands to move or copy Address Book, To Do List, or Memo Pad records to an archive file that you select.

To archive records using Cut, Copy, and Paste

1.	Select the records.

2.	Click the Cut or Copy button on the Desktop toolbar.

3.	Choose Open Archive from the File menu.

4.	Open the Archive file to which to add the records.

5.	Click the Paste button on the Desktop toolbar.


Restoring Individual Records

You can restore individual records from an Address Book, To Do List, or Memo Pad archive file to the current application.

To restore individual records from an archive file

1.	Open the archive file that contains the record to restore or view.

Tip   Archive files created when you delete or purge records are organized by category.

2.	Select the records.

3.	Click the Cut or Copy button on the Desktop toolbar.

4.	Click the application's button on the Launch bar.

5.	Click the Paste button on the Desktop toolbar.

  Related Topics


Opening Archive Files

You can open an archive file only for the current application. When an archive file opens, the information displays in the same way as in the current application. The Desktop application provides two visual clues to remind you that you are working with an archive file.

•	The title bar displays the name of the archive file.

•	The status bar displays the archive icon [image].

To open an archive file

1.	Open the Desktop application used to create the archive file.

2.	Choose Open Archive from the File menu.

3.	Select the archive file from the Open dialog box.

4.	Click the OK button.


Renaming User Accounts

You can rename user accounts. If you rename a user account, the user name on the associated handheld is changed the next time you perform a HotSync operation.

To rename a user account

1.	Click the User box on the Desktop toolbar and select Edit Users.

2.	Select a user name in the Users dialog box.

3.	Click the Rename button.

4.	Type the new name in the name box.

User names must be unique and can contain up to 15 characters.

5.	Click the OK button.


Selecting User Profiles

User profiles enable you to download data from the Desktop application to a handheld and not have it associated with a specific user account. The Desktop application maintains separate data files for each user profile you create. Only the information for the currently selected user profile displays.

To select another profile

1.	Click the Users box on the Desktop toolbar.

2.	Select a user profile from the list

User profiles are identified by the word “profile” in parentheses.


Conduit

A conduit specifies how to transfer and translate data between your handheld and your computer for a specific Desktop application or database during a HotSync operation.


Deleting User Accounts

Important   Deleting a user account deletes all of the data associated with that user account.

To delete a user account

1.	Click the User box on the Desktop toolbar and select Edit Users.

2.	Select a user account name in the Users dialog box.

3.	Click the Delete button.

4.	Click the OK button in the confirmation dialog box.


Deleting User Profiles

User profiles enable you to download data from the Desktop application to a handheld and not have it associated with a specific user account. This makes it possible to preconfigure a number of handhelds with specific information (such as a company calendar) before you distribute them to users.

Important   Deleting a user profile deletes all of the data associated with that user profile.

To delete a user profile

1.	Click the User box on the Desktop toolbar and select Edit User.

2.	Click the Profiles button in the Users dialog box.

3.	Select a user profile name in the Profiles dialog box.

4.	Click the Delete button.

5.	Click the OK button in the confirmation dialog box.


Edit Users Command

Purpose	Displays the Users dialog box where you can create, delete, or rename user accounts.

Location	Edit Users Command, Tools menu
Edit Users Command, User box, Desktop toolbar


Purge

To remove records based on a criterion. You can purge events based on their age. You can purge To Do items if they are marked completed. Purging records helps conserve space on your handheld.


Renaming User Profiles

User profiles enable you to download data from the Desktop application to a handheld and not have it associated with a specific user account. This makes it possible to preconfigure a number of handhelds with specific information (such as a company calendar) before you distribute them to users.

To rename a user profile

1.	Click the User box on the Desktop toolbar and select Edit Users.

2.	Click the Profiles button in the Users dialog box.

3.	Select a user profile name in the Profiles dialog box.

4.	Click the Rename button.

5.	Type the new name in the name box.

Profile names must be unique and can contain up to 15 characters.

6.	Click the OK button.


Selecting User Accounts

The Desktop application maintains separate data files for each user account you create. Only the information for the currently selected user displays.

To select a user account

Click the User box on the Desktop toolbar and select a user account from the list.

•	If you select a user account for which password security has been enabled, you must enter the password to open the user account.


Clipboard

The Clipboard is a shared storage area in Windows where you can cut or copy information from one application, then paste the information to another location or application.


ToolTip

A ToolTip displays the name of a button in a small pop-up box when you position the mouse cursor over the button.


Windows Basics

The Desktop application uses many of the same tools that you will find in other Microsoft Windows applications. Refer to the list below to learn more about basic Microsoft Windows tools. To learn more about how to use standard Microsoft Windows components, refer to the documentation that accompanied Microsoft Windows.

Title bars	Display at the top of windows. The title bar displays the name of the current application. On the right side of the title bar are the Minimize, Restore, and Close buttons. Use these buttons to control the size of the window.
Menus	Are found in the menu bar under the title bar. Click a menu title to display the task-oriented commands. Click a command to activate it. If a command is dimmed, it is currently unavailable. If the command has a keyboard shortcut, it displays to the right of the command name. You can learn more about what a menu command does by highlighting the command and reading the brief description in the status bar, or by highlighting the command and pressing the F1 key.
Toolbars	Generally are under the menu bar, but can display anywhere in the window. Toolbars contain buttons that provide quick access to the most common commands. Click a button to activate the command. If the button is dimmed, the command is currently unavailable. To see a button’s ToolTip, position the mouse cursor over the button.
Buttons	Provide one-click access to commands. To active a button, simply click it. If a button is dimmed, the command is currently unavailable.
Keyboard shortcuts	Are the quickest way to access a command. Keyboard shortcuts have a + sign between the key names, such as Ctrl+S. To activate a command with a keyboard shortcut, press and hold the first key of the keyboard shortcut, then press the second key. You must close the menu to use a keyboard shortcut.
Scroll bars	Allow you to display information that is not currently visible. To use a scroll bar, click the scroll arrow at either end, drag the scroll box in the scroll bar, or click inside the scroll bar on either side of the scroll box.
Status bar	Displays at the bottom of the window. The status bar displays application-related information, such as the number of records. When a menu command is highlighted, a brief description of the command displays.


About Palm Desktop Dialog Box

Use the About Palm Desktop dialog box to view the serial and version number of the Desktop application.


Page Setup Dialog Box

Use the Page Setup dialog box to set margins and page sizes for print jobs.

The Page Setup dialog box is a standard Windows 95 dialog box. Click the What's This button in the right corner of the dialog box title bar and then click any item in the dialog box to see a brief description of its use.


Install Command

Purpose	Displays the Install Tool dialog box where you can select applications to install on your handheld during the next HotSync operation

Location	Tools menu
Install button on the Launch bar

Shortcut Key	F7


Desktop Message Box

The Desktop message box displays when an action cannot be completed or may perform unexpected actions. Some message boxes may prompt for a decision. Read the text carefully before selecting an option or clicking the OK button to close the message box.

OK	Click the OK button to close the message box, after carefully reading the text.


Setup Command

Purpose	Displays the Setup dialog box where you can select how HotSync Manager starts and specify HotSync communications parameters

Location	Desktop HotSync menu if HotSync Manager is running
HotSync Manager menu


File Link Command

Purpose	Use the File Link command to display the File Link dialog box where you can select files to link to categories on your handheld and the Desktop application

Location	Desktop HotSync menu if HotSync Manager is running
HotSync Manager menu


Last Name, First Name

Selecting Last Name, First Name will sort Address Book records by last name. The records will be displayed in the Address Book list pane and in the Date Book Day View Address List with the last name first, followed by the first name. For instance:

Jones, Mary

Smith, John


Company Name, Last Name

Selecting Company Name, First Name will sort Address Book records by company name. The records will be displayed in the Address Book list pane and in the Date Book Day View Address List with the company name first, followed by the last name. For instance:

3 Com, Jones

Smith Consulting, Smith


Edit Mode

In edit mode, a blinking cursor appears in the text box, and you can edit, delete or create text.


Deleting Repeating Events

You can delete a single occurrence of a repeating event or all occurrences of a repeating event. Events that you delete in the Desktop application are deleted from your handheld the next time you perform a HotSync operation. If you choose to archive deleted events, the Desktop application adds the events to an archive file the next time you perform a HotSync operation.

To delete a repeating event

1.	From Day or Week view, select the event.

2.	Press the Delete key on your keyboard.

3.	Select an option from the Repeating Event message box:

All	Deletes all occurrences

Current	Deletes only the selected occurrence

•	If you selected the Confirm Before Deleting Records option, select Yes in the confirmation box.

Tip   You can delete a record without viewing the confirmation box by pressing Shift+Delete.

  Related Topics


Deleting To Do Items

To Do Items that you delete in the Desktop application are deleted from your handheld the next time you perform a HotSync operation. If you choose to archive deleted To Do items, the Desktop application adds the items to an archive file the next time you perform a HotSync operation.

To delete a To Do item

1.	Select the To Do item you want to delete.

2.	Press the Delete key on your keyboard.

Tip   If you selected the Confirm Before Deleting Records option, you can delete an item without viewing the confirmation box by pressing Shift+Delete.

  Related Topics


Deleting Memos

Memos that you delete in the Desktop application are deleted from your handheld the next time you perform a HotSync operation. If you choose to archive deleted memos, the Desktop application adds the memos to an archive file the next time you perform a HotSync operation.

To delete a memo

1.	Select the memo you want to delete.

2.	Press the Delete key on your keyboard.

Tip   If you selected the Confirm Before Deleting Records option, you can delete a memo without viewing the confirmation box by pressing Shift+Delete.

  Related Topics


File Link

File Link is a tool for keeping the Desktop application and your handheld current with information, such as a corporate phone list, contained in an external file. File Link uses categories to link information.


Custom Command

Purpose	Displays the Custom dialog box where you can change the HotSync action for conduits for each user account

Location	Desktop HotSync menu if HotSync Manager is running
HotSync Manager menu


New Profile Dialog Box

Use the New Profile dialog box to type a name for a new user profile that will display in the Profiles dialog box. Use a user profile to download information to a handheld before you associate it with a user account. (For example, a company phone list for the Sales force.)

Enter A New Profile Name	Type a name for the new profile in the text box.


New User Dialog Box

Use the New User dialog box to create and name a new user account. A user account associates a handheld with the corresponding data in the Desktop application on your computer.

Name	Type the name for the user account. User account names must be unique and can contain up to 15 characters.


Profiles Dialog Box

Use the Profiles dialog box to create, rename, or delete a user profile.

New	Displays the New Profile dialog box where you can type a name to create a new profile. Profile names must be unique and contain up to 15 characters.

Delete	Deletes the selected profile.

Rename	Displays the Rename Profile dialog box where you can type a new name for the selected Profile.

User	Displays the Users dialog box.


Users Dialog Box

Use the Users dialog box to create, rename, or delete a user account or user profile, and to assign a user account.

Select A User	Click the Select A User box and select a user account name to assign.

New	Click New to display the New User dialog box where you can create a new user account.

Delete	Click Delete to delete the selected user account name from the Select A User box.

Rename	Click Rename to display the Rename User dialog box where you can rename the selected user account.

Profiles	Click Profiles to display the Profiles dialog box where you can create, delete, or rename a user profile.


View Log Command

Purpose	Displays the HotSync Log dialog box so you can view the last 10 HotSync operations for each user account.

Location	Desktop HotSync menu if HotSync Manager is running
HotSync Manager menu


User Profile

A user profile is a unique name for information that you can download to a number of handhelds without associating to a specific user account.