Samsung Electronics Co SCHI300 Dual-Band Analog/PCS Phone (AMPS/CDMA) User Manual

Samsung Electronics Co Ltd Dual-Band Analog/PCS Phone (AMPS/CDMA) Users Manual

Users Manual Part 5

MAIL 19393. To send a copy of the e-mail item to additional recipients, tapthe CC field, and enter the e-mail addresses of the additionalrecipients, separating the addresses with a comma followedby a space.4. Tap the Subject (Subj:) field and enter a subject for your e-mailitem. 5. Tap the Body field and enter the text of your e-mail item.Tip: If the address, CC, subject, or body exceeds the capacity of thescreen display, tap the name of the field (for example, tap “To:”) toexpand that field. Tap Done to return to the New Message screen.Tap to return to New Message screen.Tap the name of the field to open it.➜➜
194 MAILTo reply to an e-mail item:1. Tap an e-mail item in the Message List to display it on thescreen.2. Tap Reply.3. In the Reply Options dialog box, tap the Reply To pick list. Tapto select who should receive the reply—the sender only or allrecipients; or tap Forward to reply to someone who didn’t seethe original e-mail item.4. Tap Include Original Text to include the original e-mailmessage in the reply. Clearing the option creates a blank reply. 5. If you selected Include Original Text, tap Comment OriginalText to let you edit the original text. 6. Tap OK.7. Enter the text of your reply.8. If you are forwarding the message, enter a recipient in the Tofield.9. Tap Send to place your reply in the Outbox.
MAIL 1959Looking Up an AddressTo identify the recipient of an e-mail item, you must enter thatperson’s e-mail address. You can either enter the data directly inthe To or CC field, or use the Look Up command to access theinformation in your Address Book. To look up an e-mail address:1. Tap either the To or CC field name to expand it.2. Choose from the following options:• Tap Lookup to display the Lookup dialog box. The Lookupscreen lists all records that contain information in an e-mailfield.• Enter the first few letters of the last name of the personwhose address you want to find, and tap Lookup. If yourSmartphone completes the desired address for you, tapDone to return to the New Message screen.Tip: You can also display the Lookup dialog box from the New Message,To or CC screens by tapping the Menu icon on the front of yourSmartphone; then tap Options and tap Lookup. Or use the Graffiti®Command stroke /L. 3. In the Lookup dialog box, enter the first letter of the entry youwant, to scroll to the first entry that begins with that letter.Enter additional letters to have the list scroll to the first entrythat starts with those letters. Tap Lookup.➜➜
196 MAIL6. Tap Done to return to the New Message screen.Adding Details to E-mail ItemsBefore you send your e-mail item, you can additional information tothe message if your desktop e-mail application supports the feature.For example, you can specify the message’s priority, create a blindcourtesy copy, add a signature, or confirm that the message wasdelivered or read. Your Smartphone cannot attach to an e-mail itemsdetails or attributes that your desktop e-mail application doesn’tsupport. To add details to an e-mail item:1. In the New Message screen, tap Details.5. Tap an address to select it. Tap Add. Tap here to enter address in field.Tap to select.Tap here
MAIL 19792. Choose from the following options:Priority Selects a ranking for the e-mail item from thePriority pick list. Choices are High, Normal, or Lowpriority. The Priority setting must be set for eache-mail item you create.BCC Creates a blind courtesy copy. The BCC optionmust be set for each e-mail item.Signature Attaches your signature to all subsequentlycreated e-mail items until you deselect this option.The signature is visible only to the e-mailrecipient, and does not appear in your e-mail item.See “Creating a signature for your e-mail item” forinformation on defining a signature.Confirm Requests a confirmation that the e-mail item wasRead read.Confirm Requests a confirmation that the e-mail item wasDelivery delivered.3. Tap OK.BCC field4. If you selected the BCC option, in the New Message screen,tap the BCC field and enter an address.
198 MAILAdding a Signature for Your MessageBy defining information as a signature, you can automaticallyattach it to the close of e-mail items and avoid recreating theinformation for each e-mail item. A signature can containinformation on you or your company—such as your name,address, phone and fax numbers, and any other text you want toinclude. The signature is visible only to the e-mail recipient, anddoes not appear in your e-mail item. For information on attaching a signature to an e-mail item, see“Adding details to e-mail items.”To create a signature:1. Tap the Menu icon to open the Mail menus.2. Tap Options, and then tap Preferences.3. Tap the Signature text field and enter the text of yoursignature. 4. Tap OK.Add signaturetext here
MAIL 1999Storing and Editing E-mail ItemsSending an e-mail item from your Smartphone stores it in theOutbox folder until you perform a HotSync operation. You canedit unsent e-mail as long as you have not yet performed aHotSync operation. You can also draft e-mail items and store them until you’re readyto send them, and you can file e-mail items. Storing and Editing Unsent E-mail ItemsThe e-mail items you send from your Smartphone are actuallystored in the Smartphone Outbox folder until you perform aHotSync operation to synchronize your device with yourcomputer. During synchronization, your Smartphone transfers e-mail items stored in the Outbox folder to your desktop e-mailapplication. The next time you send mail from this desktopapplication, it sends the mail created on your Smartphone.When you edit an e-mail item, your Smartphone removes theitem from the Outbox folder and displays the New Messagescreen, where you can edit the item and resend it, save it as adraft, or delete it.For instructions on synchronizing your device, see “SynchronizingMail with your e-mail application.”To store an e-mail item in the Outbox folder:1. Create a new e-mail item or reply to an item. (See “Creating e-mail items.”) 2. Then tap Send.
200 MAILTo edit an unsent e-mail item:1. In the Mail list, tap Outbox in the pick list in the upper rightcorner of the screen.2. Tap the e-mail item you want to retrieve.3. Tap Edit. Change the e-mail item as desired.4. Choose from the following options:• To return the e-mail item to the Outbox, tap Send.• To store the e-mail item in the Draft folder, tap Cancel. Ifprompted, tap Yes.Tap here to display folder listTap to edit item.Tap here toselect item. ➜➜
MAIL 2019➜➜Drafting E-mailYou can save e-mail items that you’re drafting and not ready tosend by storing them in the Draft folder. To save an e-mail item as a draft:1. Create an e-mail item.2. Choose from the following options:• Tap the Menu icon . Tap Message, and then tap SaveDraft.• In the New Message screen, tap Cancel, and then tap Yes atthe prompt.To edit an e-mail item saved as a draft:1. In the Message screen, tap Draft in the pick list in the upperright corner of the screen.2. Tap the e-mail draft you want to display.3. Tap Edit.4. Enter any changes.Tap to edit item.Tap toselect item.
202 MAIL5. Choose from the following options:• To resave the draft in the Draft folder, tap the Menu icon ,tap Message, and tap Save Draft; or tap Cancel and ifprompted, tap Yes.• To transfer the item to your Outbox folder, tap Send.Filing an E-mail ItemYou can file e-mail in your Smartphone’s Filed folder. During aHotSync operation, your Smartphone stores a backup copy of theFiled folder on your computer hard drive, but does notautomatically synchronize the contents of this folder with yourdesktop e-mail application.You can retrieve an e-mail item from the Filed folder, edit it, sendit, save it as a draft, or return it to the Filed folder.To file an e-mail item:1. In the Mail list, tap an e-mail item to open it.2. Tap the Menu icon .3. Tap Message, and then tap File.4. Tap No to save the e-mail item in the Filed folder, or tap Yes tofile the item in the Filed folder and keep a copy in the Inbox.
MAIL 2039To retrieve an e-mail item from the Filed folder:1. In the Mail list, tap Filed from the pick list in the upper rightcorner of the screen.2. Tap the e-mail item you want to restore.3. Tap Edit to display and modify the item.4. To store the e-mail item, choose from the following options:• Tap Cancel and tap Yes to store the item in the Draft folder.• Tap Send to store the e-mail in the Outbox.• Return the message to the Filed folder, following thepreceding procedure.Deleting E-mail ItemsWhen you delete an e-mail item, your Smartphone stores it in theDeleted folder until you purge the folder’s contents or performthe next HotSync operation. You can purge the contents of theDeleted folder to avoid having deleted e-mail monopolize yourSmartphone’s storage space. Synchronization deletes the e-mailitem, as well as purged items, from your desktop e-mailapplication.You can restore a deleted e-mail item by removing it from theDeleted folder, if you haven’t purged the folder contents orperformed a HotSync operation.
204 MAILTo delete e-mail:1. In the Mail list, tap the e-mail you want to delete to open.2. Tap Delete. 3. If prompted, tap Yes. To restore an e-mail item by moving it out of the Deletedfolder:1. In the Mail list, tap Deleted from the pick list in the upper rightcorner of the screen.2. Tap the e-mail item you want to restore. 3. Choose from the following options:• If you created the e-mail item that you deleted, tap Edit todisplay and modify the item. You can send the item or saveit as a draft.• If you received the e-mail item that you deleted, tapUndelete to move the selected item to the Inbox and mark itas Read.
MAIL 2059To purge the contents of the Deleted folder:1. Tap the Menu icon . 2. Tap Message, and then tap Purge Deleted.3. Tap Yes. Note: You cannot restore e-mail items after you purge them.To display a prompt before e-mail is deleted: 1. In the Mail list or in a Message screen, tap the Menu icon .2. Tap Options, and then Tap Preferences.3. To display a prompt, tap the Confirm Deleted Message screen.To delete a message without a prompt, clear the check box.
206 MAILCategorizing and Sorting E-mail ItemsYou can display e-mail items by the folders your Smartphoneprovides for categorizing mail, and according to the e-mail date.The Date column is hidden in the Mail list by default to increasethe available screen space. You can also sort e-mail items by the date sent, by sender, or bysubject. No matter how you sort the list, high-priority e-mailitems always appear first.To select an e-mail folder to display:1. In the Mail list, tap the pick list in the upper right corner oryour screen to display a list of folders.2. Tap a folder to choose one of the following options:Inbox Contains the e-mail from your desktop E-Mailapplication Inbox, minus any that you haveexcluded using filtering options. See “Creatingspecial filters” later in this chapter.Outbox Contains the e-mail you created and sent on theorganizer since the last HotSync operation.Deleted Contains the e-mail you deleted since the lastHotSync operation.Find Contains the e-mail you want to store on theorganizer.Draft Contains the e-mail you created using theorganizer but are not yet ready to send.3. To change the folder displayed, repeat steps 1 and 2 to chooseanother folder.
MAIL 2079To display the Date column in e-mail items:1. In the Mail list, tap Show.2. Tap the Show Date check box to select it. 3. Tap OK.To sort the Message List:1. In the Mail list, tap Show.2. Tap the Sort By pick list and tap one of the following optionsto select it:Date Sorts e-mail by date and displays the most recente-mail item at the top of the screen.Sender Sorts e-mail by the sender’s user name anddisplays items in ascending alphabetical order,based on the first word of the From field.Subject Sorts e-mail by the subject and displays items inascending alphabetical order, based on the firstword of the Subject field.3. Tap OK. Tap Show➜➜
208 MAILManaging Your E-mail Application withHotSyncYou can manage your e-mail application more effectively byselecting HotSync options to control which e-mail itemsdownload when you synchronize your Smartphone and yourcomputer. You can define different settings for local and remotesynchronization. For example, you may want to download all of your e-mail itemswhen you’re working at the office and synchronizing your deviceslocally, but only urgent e-mail items when you’re away from youroffice and synchronizing your devices remotely. Once defined,your Smartphone determines if synchronization is occurringlocally or remotely and uses the appropriate settings for theHotSync operation.You can filter messages to control which ones are downloaded,and you can set truncation options to download only part oflengthy e-mail items.Downloading transmits only e-mail items and any textinformation, not attachments, to your Smartphone. Downloadedattachments are left in your desktop e-mail application.To set HotSync Options to control synchronizing e-mailitems:1. Tap to open the Applications Launcher, and tap Mail.2. Tap the Menu icon .3. Tap Options, and then tap HotSync Options.
MAIL 20994. Tap the Settings For pick list, and select Local HotSync orRemote HotSync.Note: For more information about Local and Remote HotSync operations,see Chapter x.5. Tap the filtering option you want to apply duringsynchronization:All Downloads all e-mail items in your desktop Inboxto your Smartphone, and sends all e-mail items inyour Smartphone Outbox to your desktop e-mailapplication.Send Only Sends only the e-mail items in your SmartphoneOutbox to your desktop e-mail application; fromthere, the application sends the items to theirdestinations.Filter Downloads all e-mail items in your desktop Inboxthat meet specific criteria to your Smartphone,and sends e-mail items that meet specific criteriafrom your Smartphone Outbox to your desktopapplication. When you select the Filter setting,the HotSync Options dialog box opens anddisplays additional filter settings. See “Creatingspecial filters” later in this chapter.Tap here to displayHotSync options.➜➜
210 MAILUnread Downloads only unread e-mail items from yourdesktop Inbox to your Smartphone, and all items in yourSmartphone Outbox to your desktop e-mail application.6. Choose from the following options:• If you selected All, Send Only, or Unread, tap OK. • If you selected Filter, continue to the next section.Using Filters to Control DownloadingYou can create special filters to control the type of e-mail itemsthat download to your Smartphone during synchronization.Special filters ignore or retrieve items that contain specificinformation in their header fields, according to what you’veinstructed your Smartphone to look for in the To, From, andSubject fields. To access the special filter settings:1. In the Hot Sync Options dialog box, tap Filter.2. If your e-mail application can flag high-priority items, tapRetrieve All High-Priority items to retrieve these items andoverride any filter settings.3. Tap the pick list in the center of the HotSync Options dialogbox, and choose whether to ignore or retrieve e-mail itemsbased on the matching information:
MAIL 2119• Tap Ignore Messages Containing to have your Smartphoneexclude e-mail items that meet the defined criteria anddownload all other e-mail items during synchronization. Ingeneral, this filter downloads more e-mail duringsynchronization because it blocks only one defined subset ofe-mail.• Tap Retrieve Only Msgs Containing to have your Smartphoneinclude only the e-mail items that meet the defined criteriaand ignore all other e-mail items during synchronization.This filter can block more e-mail during synchronizationbecause it downloads only one subset of e-mail.5. Enter a filter string in the To, From, and Subject fields. Forinformation on creating filter strings, see “Defining filterstrings” later in this chapter.6. Tap Truncate to stop long e-mail items from downloading, andthen specify a number of characters, between 250 and 8,000(the default is 4,000.). Tap OK.Tap hereSelect Filter option➜➜
212 MAILA lower value reduces the time to synchronize your desktop e-mail and Mail and the e-mail storage space that yourSmartphone needs. Messages longer than 8,000 characterswill be truncated.Tap Truncate.Tap toselectmaximumlength.7. Tap OK.Defining Filter StringsYour Smartphone filters e-mail items based on information intheir To, From, and Subject fields, called a filter string. You createa filter string by listing the words you want your Smartphone tofind and separating them by either a comma or a space. Eachword in the filter string is joined by an implicit OR; yourSmartphone adds the logical connectors like AND or OR.To create a more complex filter, you can define filter strings forthe To, From, and Subject fields. Your Smartphone joins the filterstrings for these fields using an implicit AND, and adds thelogical connector for you.➜➜
MAIL 2139➜➜For example, you might want to receive only e-mail items fromJohn Smith (jsmith@aol.com) or Jack Jones (jjones@aol.com)concerning the Apollo Project. You would create the followingfilter strings:• In the To field: jsmith@aol.com, jjones@aol.com• In the Subject field: Apollo ProjectYour Smartphone interprets this as, “Accept e-mail items aboutthe Apollo Project from John Smith or Jack Jones. Do not accepte-mail items from other people. Do not accept e-mail items fromJohn or Jack about any other subject.”When you define a string, your Smartphone searches for anyinstance of that sequence of characters. For example, if youdefine a filter that retrieves only e-mail items with the string“info,” appropriate matches would include “info,” “rainforest”and “kinfolk.” To define a filter string:1. Tap the To, From, or Subject header field in the HotSyncOptions dialog box. Tap hereto insertcursor.
214 MAIL2. Enter your filter string, using commas or spaces to separatethe words. Do not add connectors, such as AND or OR,between words in a string.3. If your string exceeds the length of the field, tap the name ofthe field to display the Notes screen for that header field. See“Creating e-mail items” earlier in this chapter.Tap here Tap Done to returnto HotSync Options.Enter filterdata.4. Tap Done to return to the HotSync Options dialog box.5. Tap OK.➜➜
MAIL 2159Mail MenusMail menus are shown here for your reference, and Mail featuresthat are not explained elsewhere in this book are described here.See “Using Menus” in Chapter x for information about choosingmenu commands.Message menusThe Message menu varies depending on whether you areviewing an e-mail item, creating an e-mail item, or viewing theMessage List.Options menusThe Options menu varies depending on whether you are creatingor editing an e-mail item.About mailsShows version information for Mail.Message List➛View MessageNew MessageMessage ListNew Message
216 MAILBeaming InformationYour Smartphone is equipped with an IR (infrared) port that youcan use to beam information to another Palm Computing®connected device that’s close by and also has an IR port. The IRport is located at the top of the smartphone, behind the smalldark shield.You can beam the following information between PalmComputing®connected devices:• The record currently displayed in Date Book, Address Book, ToDo List, or Memo Pad.• All records of the category currently displayed in AddressBook, To Do List, or Memo Pad.• A special Address Book record that you designate as yourbusiness card, containing information you want to exchangewith business contacts.• An application installed in RAM memory.To select a business card:1. Create an Address Book record that contains the informationyou want on your business card.2. Tap the Menu icon .3. Tap Record, and then tap Select Business Card.4. Tap Yes.
MAIL 2179To beam a record, business card, or category or records:1. Locate the record, business card, or category you want tobeam.2. Tap the Menu icon .3. Tap Record, and then tap one of the following:The Beam command for an individual recordIn Address Book only:Beam Business Card, Beam Category.4. When the Beam Status dialog box appears, point the IR portdirectly at the IR port of the receiving organizer.Tip: For best results, Smartphone should be between 10 centimeters(approximately 4 inches) and 1 meter (approximately 39 inches)apart, and the path between the two devices must be clear ofobstacles. Beaming distance to other Palm Computing®connecteddevices may be different.5. Wait for the Beam Status dialog box to indicate that thetransfer is complete before you continue working on yourphone.
218 MAILTo beam an application:1. Tap to open the Applications Launcher.2. Tap the Menu icon .3. Tap App, and then tap Beam.4. Tap the application you want to transfer.Note: Some applications are copy-protected and cannot be beamed. Theseare with a lock icon next to them.5. Tap Beam.6. When the Beam Status dialog box appears, point the IR portdirectly at the IR port of the receiving device.7. Wait for the Beam Status dialog box to indicate that thetransfer is complete before you continue working on yourphone.
MAIL 2199To receive beamed information:1. Turn on your phone.2. Point the IR port directly at the IR port of the transmittingorganizer to open the Beam Status dialog box.3. Tap Yes.4. Wait for the Beam Status dialog box to indicate that thetransfer is complete, and then tap OK to display the new entry.Incoming records are placed in the Unfiled category.Tips on beaming information:• You can press the Address Book application button forabout two seconds to beam your business card.• You can set the full-screen pen stroke to beam the currententry. See “Pen preferences” in Chapter x for moreinformation.• You can use the Graffiti Command stroke /B to beam thecurrent entry.
MEMO PAD 221Memo PadThe Memo Pad provides a place to take notes that are notassociated with records in the Date Book, Address Book, or To DoList.Use the Memo Pad to: • Take notes or write any kind of message on your connectedorganizer. • Drag and drop memos into popular computer applications likeMicrosoft®Word when you synchronize using Palmtopsoftware, if app and HotSync®technology.• Assign memos to categories so that you can organize and viewthem in logical groups.• Write down phone numbers and other types of information.Later, you can copy and paste this information into otherapplications. CHAPTER1010Memo Pad
222 MEMO PADOpening the Memo PadYou can also open the Memo Pad by tapping the Memo icon inthe Application Launcher.1. Tap to open the Application Launcher.2. Tap the Memo icon.Creating MemosA record in the Memo Pad is called a memo. A memo can containup to 4,000 characters. The number of memos you can store islimited only by the memory available on your Smartphone.When you create a new memo, you can add information to itfrom the Address Book application, such as a phone number oraddress, using the Phone Lookup option. See “Using PhoneLookup” in Chapter x, “Common Tasks.”To create a new memo:1. Open the Memo Pad application.2. Tap New.Tap New.➜➜
MEMO PAD 22310Tip: You can also create a new memo by beginning to write in the Graffitiwriting area in the Memo List screen. The first letter is automaticallycapitalized and begins your new memo. 3. Enter the text you want to appear in the memo. Use thecarriage return stroke to move down to new lines in the memo.4. Tap Done. You can categorize memos and sort them by categories. See“Categorizing Records” and “Sorting Records” in Chapter x,“Common Tasks” for more information.Reviewing MemosThe Memo List displays the first line of a memo. This makes iteasy to locate and review your memos. You can easily sortmemos in the Memo List or move through memos using Memooptions.To review a memo:1. In the Memo List, tap the text of the memo.➜➜Tap a meno toreview itscontents2. Review or edit the text in the memo. 3. Tap Done.
224 MEMO PADTo move through a memo you’re reviewing:1. In the Memo List, tap the text of the memo you want to reviewto it.2. Tap the Menu icon in the lower left corner of the screen ofyour Smartphone to open the Memo Pad menus.3. Tap Options.4. Tap one of the following options to go to the beginning or endof the memo:• Tap Go to Top of Page to move to the top (first) line of thememo.• Tap Go to Bottom of Page to move to the bottom (last) lineof the memo.To change the order in which memos appear in the MemoList:1. In the Memo List, tap the Menu icon in the lower leftcorner of the screen of your Smartphone to open the MemoPad menus.2. Tap Options.3. Tap Preferences, and choose one of the following options:• Tap Manual to sort new memos in the sequence in whichyou create them.• Tap Alphabetical to sort new and existing memos innumerical and then alphabetical sequence. 4. Tap OK.
MEMO PAD 22510Making a Private MemoYou can designate a specific memo as “private.” When youactivate the Security features, you Smartphone hides all privateentries and you must enter a password to display them on thescreen.To mark a memo as privated:1. Tap the memo you want to mark as private to display it on thescreen.2. Tap Details to open the Memo Details dialog for that memo.3. Select the Private check box.4. Tap OK.Deleting a MemoThere are three ways to delete a memo: simply delete the text ofthe memo, use the Menu Command (as described in the “RecordMenu” section in this chapter)or use the Memo Details dialog.To delete a memo with the Memo Details dialog:1. Tap the memo that you want to delete to display it on thescreen.2. Tap the Details button to open the Memo Details alert.3. Tap the Delete button to open the Delete Memo alert.4. Tap the OK button to confirm that you want to delete thecurrent memo.
226 MEMO PADMemo Pad MenusMemo Pad menus are shown here for your reference, and MemoPad features that are not explained elsewhere in this book aredescribed here.See “Using menus” in Chapter x for information about choosingmenu commands.The Record and Options menus differ depending on whetheryou’re displaying the Memo List or an individual memo.Record menuOption menuMemo List Memo screenMemo List Memo screen
USING THE TODOLIST 227To Do ListThe To Do List is a convenient place to create reminders andprioritize the things that you have to do.Use the To Do List to: • Make a quick and convenient list of things to do.• Assign a priority level to each task.• Assign a due date for any or all of your To Do List items. • Assign To Do List items to categories so that you can organizeand view them in logical groups. For more information, see“Categorizing records” in Chapter x, “Common Tasks.”• Sort your To Do List items either by due date, priority level, orcategory.• Attach notes to individual To Do List items for a description orclarification of the task. For more information, see “Attachingnotes” in Chapter x, “Common Tasks.”CHAPTER1111To Do List
228 USING THE TODOLISTOpening the To Do ListPress the To Do List application button on the front panel of yourSmartphone. To Do List opens to display the category of itemsyou last viewed.Note: Press the To Do List application button repeatedly to cycle through thecategories in which you have items.You can also open the To Do List by tapping the To Do icon in theApplications Launcher.To Do List button
USING THE TODOLIST 229113. Enter the text of the To Do List item. The text can be longerthan one line.Tip: You can add a name, address, and phone number to a To Do List itemusing the Phone Lookup option. For more information, see “UsingPhone Lookup” in Chapter x, “Common Tasks.”4. Tap anywhere on the screen to deselect the To Do List item.Tip: If no To Do List item is currently selected, writing in the Graffitiwriting area automatically creates a new item.Creating To Do List ItemsA To Do List item is a reminder of some task that you have tocomplete. A record in the To Do List is called an item.To create a To Do List item:1. Press the To Do List button on the front of yourSmartphone to display the To Do List.2. Tap New.Tap NewNew ToDo item➜➜
230 USING THE TODOLISTSetting PrioritiesYou can set priorities for tasks in your To Do List according totheir importance or urgency. Items appear by priority and duedate at the top of the To Do List by default, with 1 the highestpriority. Changing an item’s priority may move its position in thelist. New To Do List items automatically have a priority of 1. If youselect another item first, before creating a new item, the itemyou create appears beneath the selected item with the samepriority as the selected item. To set the priority lever for a To Do List item:1. If priorities aren’t visible in the To Do List, tap Show at thebottom of the list, tap Show Priorities, and tap OK.2. Tap the Priority number on the left side of the To Do List item.3. Tap the Priority number that you want to set, with 1 the mostimportant and 5 the least important. Tap here. Tap to selectpriority.
USING THE TODOLIST 23111Completed ToDo List itemChecking Off To Do List ItemsYou can check off a To Do List item to indicate that you’vecompleted it. To check off a To Do List item:1. In the To Do List, tap Show. Tap Show Completed Items. If youclear this setting, your To Do items disappear from the listwhen you complete (check) them. Note: Items that no longer appear on the list because Show CompletedItems is turned off have not been deleted. They are still in thememory of your Smartphone. You must purge completed items toremove them from memory.2. Tap the check box on the left side of the item.
232 USING THE TODOLISTChanging Priorities and Due DatesYou can change the To Do List to display the due date assignedto an item, change its priority, and assign a category to the taskwith the To Do Item Details dialog box. You can then sort To Do List items by priority, due date, orcategory.To change the priority and due date of a To Do List item:1. In the To Do List, tap the item that you want to change.2. Tap Details.3. In the Details dialog box, tap No Date to open the Due Datepick list.4. Tap the date that you want to assign the item. Options areToday, Tomorrow, One week later from the current date, NoDate to remove the due date from the item, or Choose Date todisplay the date selector and select a date. tomorrow’s date.5. Tap Private to hide this item when Security is turned on.For more information, see “Making records private” in Chapterx, “Common Tasks.”Tap here.
USING THE TODOLIST 233116. Tap OK.Tip: If you turn on the Show Due Dates option in the To Do Preferencesdialog box, you can tap directly on the due date in the To Do List toopen the pick list shown in step 2.To sort To Do items:1. In the To Do List, tap Show.2. In the To Do Preferences screen, tap Sort By, and then selectan option from the pick list:• Tap Priority, Due Date to sort items by priority first, and thendue date. Tap Due Date, Priority to reverse that order.• Tap Category, Priority to sort items by category first, andthen priority. Tap Priority, Category to reverse that order.3. Tap OK.
234 USING THE TODOLISTDisplaying Completed and Due ItemsYou can have the To Do List display completed items and theircompletion dates, as well as due items and their due dates. To display completed and due items in the To Do List:1. In the To Do List, tap Show.2. In the To Do Preferences dialog box, choose from the followingsettings:Show Displays your completed items in the To Do List. Completed If this setting is turned off, completed To DoItems items disappear from the list, but are kept in thememory of your Smartphone. You must purgecompleted items to remove them from memory.Show Shows only the items that are currently due,Only Due past due, or have no due date specified.Items When this setting is active, items that are notyet due do not appear in the list until their duedate.Record Replace the due date with the actual date whenCompletion you complete (check) the item. If you do notassign a due date to an item, the completiondate still records when you complete the item.
USING THE TODOLIST 23511Show Due Displays the due dates for items in the To Do List Dates and to display an exclamation mark next to itemsthat remain incomplete after the due datepasses.To Do List MenusTo Do List menus are shown here for your reference, and To DoList features that are not explained elsewhere in this book aredescribed here.See “Using menus” in Chapter 1 for information about choosingmenu commands.Record menuOptions menu
EXCHANGING AND UPDATING DATA USING HOTSYNC®OPERATIONS 237Exchanging and Updating DataUsing HotSync®OperationsHotSync®technology lets you synchronize–exchange andupdate–data between one or more Palm Computing®connectedphones and Palm™ Desktop software or another PIM such asMicrosoft Outlook. To synchronize data, you must connect yourSmartphone and Palm Desktop either directly, by placing yourSmartphone in the cradle attached to your computer, or indirectly,with a modem or network.CHAPTER1212
238 EXCHANGING AND UPDATING DATA USING HOTSYNC®OPERATIONSThe HotSync process automatically synchronizes data betweenyour Smartphone and Palm Desktop software. Changes you makeon your Smartphone or Palm Desktop software appear in bothplaces after a HotSync operation. HotSync technologysynchronizes only the needed portions of files, thus reducingsynchronization time. You can synchronize your data by connecting your Smartphonedirectly to your computer with the cradle or indirectly with amodem or network. This chapter describes how to select HotSyncoptions and perform a HotSync operation via a modem ornetwork. See Chapter x, “Mail,” for information on performing HotSyncoperations via a modem or network.
EXCHANGING AND UPDATING DATA USING HOTSYNC®OPERATIONS 23912Performing a HotSync Operation for the FirstTimeThe first time you synchronize your data, you must enter userinformation on both the Smartphone and Palm Desktop software.After you enter this information and synchronize, the HotSyncManager recognizes your Smartphone and doesn’t ask for thisinformation again.If you are a system administrator preparing several Smartphonesfor a group of users, you may want to create a user profile. See“Creating a user profile” later in this chapter before performingthe following steps.Important: You must perform your first HotSync operation with alocal, direct connection, rather than using a modem.The following steps assume that you have already installed thePalm Desktop software.
240 EXCHANGING AND UPDATING DATA USING HOTSYNC®OPERATIONSThe bottom edge of the Smartphone should align smoothlywith the cradle when it is inserted properly.3. Insert your Smartphone into the cradle.4. Turn on the computer.To perform a local HotSync operation:The Cradle that comes with your Smartphone enables you tosynchronize the information on your phone with the PalmDesktop software using the HotSync technology.If you are planning to synchronize data between the Smartphoneand your computer do the following:1. Turn off the computer.2. Plug the serial cable from the cradle into the serialcommunications(COM) port on your computer.Note: Your Smartphone requires a dedicated port. It cannot share a portwith an internal modem or other device. If you are unsure aboutthe exact location of the serial port on your computer, refer to themanual supplied with the computer.
EXCHANGING AND UPDATING DATA USING HOTSYNC®OPERATIONS 241125. If the HotSync Manager is not running, start it: • On the Windows desktop, click Start, and then choosePrograms. Navigate to the Palm Desktop software programgroup and choose HotSync Manager. • Alternatively, you can start the Palm Desktop softwarewhich automatically opens the HotSync Manager.6. Press the HotSync button on the cradle.Note: If you are using an optional HotSync cable instead of a cradle,click the HotSync Manager icon in the Windows system trayand select Local from the menu.HotSync button7. If you are performing the HotSync operation for the first time,you must enter a user name in the New User dialog box andclick OK. The HotSync Progress dialog box appears andsynchronization begins. Every Smartphone should have a unique name. To prevent lossof a user’s records, never try to synchronize more than oneSmartphone to the same user name.
242 EXCHANGING AND UPDATING DATA USING HOTSYNC®OPERATIONS8. Wait for a message on your Smartphone indicating that theprocess is complete.When the HotSync process is complete, you can remove yourSmartphone from the cradle.Creating a User ProfileYou can create a user profile to load data into an Smartphonewithout associating that data with a user name, using the FileLink feature. This feature lets system administrators configureseveral Smartphones with specific information such as acompany phone list before distributing them to their actual users.For more information on the File Link option, see “Using File Link”later in this chapter.The User Profile feature is designed only for the first-timeHotSync operation, before you assign a User ID to a particularSmartphone. To create a user profile:1. Open Palm Desktop software.2. From the Tools menu, choose Users.
EXCHANGING AND UPDATING DATA USING HOTSYNC®OPERATIONS 243123. Click Profiles. 4. Click New. Enter a unique name for the profile, and click OK. 5. Repeat steps 3 and 4 for each profile that you want to create.When you have finished, click OK to return to Palm Desktopsoftware. 6. Select the profile from the User list and create the data for theprofile (for example, company phone list, and so on).To use a profile for the first-time HotSync operation:1. Place the new Smartphone in the cradle.2. Press the HotSync button on the cradle.3. Click Profiles.4. Select the profile that you want to load on the Smartphone,and click OK.5. Click Yes to transfer all the profile data to the Smartphone.The next time you perform a HotSync operation, Palm Desktopsoftware prompts you to assign a user name to the Smartphone.
244 EXCHANGING AND UPDATING DATA USING HOTSYNC®OPERATIONSSelecting HotSync Setup OptionsYou can choose when you want HotSync Manager to run. Ifnecessary, you can adjust the local and modem HotSync settingsas well.To set the HotSync options:1. Click the HotSync Manager icon in the Windows systemtray.2. Choose Setup. 3. Click the General tab, and select one of the following options:• Always Available adds HotSync Manager to the Startupfolder and constantly monitors the communication port forsynchronization requests from your Smartphone. With thisoption, the HotSync Manager synchronizes data even whenPalm Desktop software is not running.• Available Only When Palm Desktop software Is Runningstarts HotSync Manager and monitors requestsautomatically when you open Palm Desktop software.

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