Copyright: Copyright © 1997-2002 Palm, Inc. or its subsidiaries. All rights reserved.
Citation: Copyright © 1997-2002 Palm, Inc. or its subsidiaries. All rights reserved.


Getting to Know Your Palm Desktop Software
Getting to Know Your Palm™ Desktop Software

Palm™ Desktop software puts the tools you need to manage appointments, tasks, and contact information at your fingertips. Click the illustration below to learn more about the various parts of the Palm Desktop software window.


Menu Bar

Click a menu title to display the task-oriented menu. To activate a command, click the command on the menu.


Desktop Toolbar
Palm™ Desktop Toolbar

The left side of the Palm™ Desktop toolbar contains buttons that provide quick access to the most commonly used commands. Click a button to activate its associated command. To see a button’s ToolTip, position the pointer over the button.

The right side of the toolbar contains the user selector which displays the name of the current user or profile and enables you to switch users or profiles.


Launch Bar

Click a button to open its associated Palm™ Desktop software application. You can select which applications do or don't appear on the Launch bar. See Customizing the Launch Bar for more information.


Status Bar

In 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. Hidden private records are not included in the total number of records.

In Date Book, today’s date displays.


View Tabs

Click a view tab to display your data in another format.


View Pane

Allows you to quickly see each record in the application. In most Palm™ Desktop software applications, you can click the view tabs to change how your data appears in the View pane. For example, the Address Book has four views: List, Business Card, Large Icons, and Small Icons.


Record Pane

Useful for viewing full details of the record that is selected in the View pane.


Pane Divider

Click and drag the pane divider between the two panes to resize the View and Record panes. When selected the pane divider appears as a dark bar and the pointer changes to a double-headed arrow.


Windows Basics

Palm™ Desktop software uses many of the same tools that you will find in other Microsoft Windows applications.

Click the illustration below to learn 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.

A quick way to access a command is to use keyboard shortcuts. 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.


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 pointer over the button.


Buttons

Provide one-click access to commands. To activate a button, simply click it. If a button is dimmed, the command is currently unavailable.


Tabs

Tabs provide a way to access different pages of information on a particular screen. To move between tabs, click the tab you want to view, or press Ctrl+Tab to cycle through the tab pages.


Fields

Fields enable you to enter information on the screen. There are many types of fields, such as text boxes where you type information, check boxes enable you to toggle options on and off, selectors where you select an item from a list, and option buttons where you choose from a series of choices. To move between fields, click the field you want to access, or press Tab or Shift+Tab to cycle through the fields.


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 Command

Purpose	Displays the About Palm Desktop dialog box where you can view system or version information

Location	Help menu


Address Book Command

Purpose	Opens the Address Book application

Location	View menu
Address button on the Launch bar


Copy Command

Purpose	Copies the current selection to the Clipboard

Location	Edit menu
Copy button on the Desktop toolbar
Right-click menu in Address Book, Memo Pad, and To Do List

Important	The results depend on the current selection

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

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

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


Cut Command

Purpose	Cuts the current selection and places it on the Clipboard

Location	Edit menu
Cut button on the Desktop toolbar
 Right-click menu in Address Book, Memo Pad, and To Do List

Important	The results depend on the current selection

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

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


Date Book Command

Purpose	Opens the Date Book application

Location	View menu
Date Book button on the Launch bar


Delete Command

Purpose	Deletes the selection

Location	Edit menu
 Right-click menu in Address Book, Date Book, Memo Pad, and To Do List

Important	The results depend on the current selection

•	Deletes selected event in Date Book (Day view, Week view or the Record pane in Month view)

•	Deletes selected description text from a record’s text box

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

•	You cannot delete text in the Record pane


Dial Command

Purpose	Displays a dialog box where you can automatically dial the selected Address Book record contact number

Location	Address Book Edit menu
Address Book record menu

Tip	Your computer must have a modem installed or connected and configured to run under Windows


Edit Address Command

Purpose	Displays the Edit Address dialog box where you can revise the selected address

Location	Address Book Edit menu
Edit Address button in the Address Book window
Edit Address command on the address’s menu
Double-click the address in the View pane
Double-click the Record pane
Edit command on the Record pane’s menu


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 Event button in the Date Book Day view, Week view, and Month view
Edit Event command on the event’s menu
Double-click the event box


Edit Memo Command

Purpose	Displays the Edit Memo dialog box where you can revise the selected memo

Location	Memo Pad Edit menu
Edit Memo button on the Memo Pad View pane
Edit Memo command on the View pane’s menu
Edit command on the Record pane’s menu
Double-click the memo in the View pane
Double-click the Record pane


Edit To Do Command

Purpose	Displays the Edit To Do dialog box where you can revise the selected To Do List item

Location	To Do List Edit menu
Edit To Do button on the To Do View pane
Edit To Do command on View pane’s menu
Edit command on Record pane’s menu
Double-click the To Do List item in the View pane
Double-click the Record pane


Email Command
E-mail Command

Purpose	Opens your desktop E-Mail application and creates a new message to the e-mail addresses in the current Address Book record

Location	Address Book Edit menu
E-mail command on the address’s menu

Important	To use this command, the Address Book record must have an e-mail address entry


Exit Command

Purpose	Saves changes you have made and closes Palm™ Desktop software

Location	File menu


Export Command (Date Book)

Purpose	Opens the Export As dialog box where you can set file export options and export all your events 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 As 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 As dialog box where you can set file export options and export information from the Address Book application

Location	Address Book File menu


Export vCal Command (Date Book)

Purpose	Opens the Export As dialog box where you can set file export options and export the selected event as a vCal file

Location	Date Book File menu (Day view, Week view, and Month view with Show Daily active)


Export vCard Command (Address Book)

Purpose	Opens the Export As dialog box where you can set file export options and export the selected Address Book records as a vCard file

Location	Address Book File menu


Export Command (Memo Pad)

Purpose	Opens the Export As 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 Palm™ Desktop software application

Location	Edit menu
Find button on the Desktop toolbar


Hide Private Records Command

Purpose	Hides private records

Location	View menu
Security button on the Desktop toolbar

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


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) and vCal (*.vcs) file formats


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


Sort By Last Name, First Name Command (Address Book)

Purpose	Sorts records in the Address Book View pane and the Address List in the Date Book Day view
by last name followed by first name

Location	View menu
Sort By selector in the Address Book window


Sort By Company, Last Name Command (Address Book)

Purpose	Sorts records in the Address Book View pane and the Address List in the Date Book Day view by
company name followed by last name

Location	View menu
Sort By selector in the Address Book window


Sort By Alphabetical Command (Memo Pad)

Purpose	Sorts memos in the Memo Pad View pane alphabetically

Location	View menu
Sort By selector in the Memo Pad window


Sort By Order On Handheld Command (Memo Pad)

Purpose	Sorts memos in the Memo Pad View pane in the same order they appear on your handheld

Location	View menu
Sort By selector in the Memo Pad window


Sort By, Priority Due Date Command (To Do List)
Sort By Priority, Due Date Command (To Do List)

Purpose	Sorts records in the To Do View pane and the To Do list in the Date Book Day View by
priority followed by due date

Location	View menu
Sort By selector in the To Do List window


Sort By Due Date, Priority Command (To Do List)

Purpose	Sorts records in the To Do View pane and the To Do list in the Date Book Day View by
due date followed by priority

Location	View menu
Sort By selector in the To Do List window


Sort By Category, Due Date Command (To Do List)

Purpose	Sorts records in the To Do View pane and the To Do list in the Date Book Day View by category followed by due date

Location	View menu
Sort By selector in the To Do List window


Sort By Category, Priority Command (To Do List)

Purpose	Sorts records in the To Do View pane and the To Do list in the Date Book Day View by category
followed by priority

Location	View menu
Sort By selector in the To Do List window


Forward As vCard Command

Purpose	Opens your desktop E-Mail application and creates a message with the current Address Book record attached as a vCard file

Location	Address Book Edit menu
Address Book View pane menu


Forward As vCal Command

Purpose	Opens your desktop E-Mail application and creates a message with the current event record attached as a vCal file

Location	Date Book Edit menu
Date Book menu


Mask Private Records Command

Purpose	Covers private records with a shaded placeholder

Location	View menu
Security button on the Desktop toolbar

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


Memo Pad Command

Purpose	Opens the Memo Pad application

Location	View menu
Memo Pad button on the Launch bar


New Address Command

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

Location	Address Book Edit menu
New Address button on the Address Book View pane
Double-click empty space in Address Book View pane
New Address command on Address Book menu
New button in New/Edit Address dialog box


New Event Command

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

Location	Date Book Edit menu
New Event button in the Date Book window
Date Book View pane menu

Tip	Click a date in Day, Week, or Month view and begin typing to open the New Event dialog box


New Memo Command

Purpose	Displays the New Memo dialog box where you can type information

Location	Memo Pad Edit menu
New Memo button on the Memo Pad View pane
Memo Pad View pane’s menu
Double-click empty space in Memo Pad View pane


New To Do Command

Purpose	Creates a new To Do item

Location	To Do List Edit menu
New To Do button on the To Do List View pane
Double-click empty line in To Do List View pane
To Do List View pane menu


Open Archive Command

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

Location	File menu


Open Current Command

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

Location	File menu (when an archive file is open)


Options Command

Purpose	Displays the Options dialog box where you can set General, Security, Alarms, Desktop Themes, and Tools options

Location	Tools menu


Page Setup Command

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

Location	File menu


Palm Desktop Help Command

Purpose	Displays the online help

Location	Help menu


Paste Command

Purpose	Pastes the contents of the Clipboard at the current selection. In Address Book, Memo Pad, and To Do List, it positions the contents based on the current sort order.

Location	Edit menu
Paste button on the Desktop toolbar
Right-click menu in Address Book, Memo Pad, and To Do List


Print Command

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

Location	File menu
Print button on the Desktop toolbar


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 Palm™ Desktop software application since the last time you saved your information

Location	File menu


Save All Command

Purpose	Saves changes in all Palm™ Desktop software applications

Location	File menu
Save All button on the Desktop toolbar

Tip 	On the Tools tab of the Options dialog box, select the option Auto-Save Every xx Minutes to automatically save a copy of all information in Palm Desktop software. See Options Dialog Box (Tools Tab) for more information.


Select All Command

Purpose	Selects all text or records

Location	Edit menu in Address Book, Memo Pad, and To Do List
Right-click menu in Address Book, Memo Pad, and To Do List

Important	Results depend on the current selection

•	If a record in the View pane is selected, all records are selected in the active Palm™ Desktop software application

•	If the Record pane is active, all text in the Record pane is selected


Send To Command

Purpose	Displays a list of destinations where you can send the selected record

Location	Edit menu
View pane right-click menu  in most Palm™ Desktop software applications


Show Columns Command (Address Book)

Purpose	Displays the Show Columns dialog box where you can select and arrange the columns in the Address Book List view

Location	View menu
Column heading menu


Show Columns Command (Memo Pad)

Purpose	Displays the Show Columns dialog box where you can select and arrange the columns in the Memo Pad List view

Location	View menu
Column heading menu


Show Columns Command (To Do List)

Purpose	Displays the Show Columns dialog box where you can select and arrange the columns in the To Do List View pane

Location	View menu
Column heading menu


Show Private Records Command

Purpose	Shows hidden or masked private records

Location	View menu
Security button on the Desktop toolbar

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


To Do List Command

Purpose	Opens the To Do List application

Location	View menu
To Do button in the Launch bar


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


Users Command

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

Location	Tools menu
User selector on the Desktop toolbar


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 Palm™ Desktop software applications.
	Print Ctrl+P	Print records in the current Palm Desktop software 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 Palm Desktop software applications.
	Security	Choose whether private records are visible, hidden, or masked.
User selector	Display the current user name. If there is more than one user, click the selector to select a different user from the list.


Desktop Applications
Palm™ Desktop Applications

Palm™ Desktop software gives you access to several applications. When you start Palm Desktop software, 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 listed for it on the View menu.

Because the Launch bar is customizable, you can display small or large buttons, change the order of the application buttons, or hide an application button. See Customizing the Launch Bar for more information.

Use This	To Do This
	Date Book	Schedule and set alarms for single and recurring events. View calendar information in daily, weekly, monthly, and yearly views.
	Address Book	Track your business and personal contacts. Store up to five contact numbers and four custom fields for each Address Book record.
	To Do List	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	Save notes for meetings or other events not associated with a Palm Desktop software application.
	Quick Install	Select applications or files to install on your handheld or an expansion card (if one is available on your handheld) the next time you perform a HotSync® operation.
Note   The Launch bar may also show icons for other applications, called Palm™ Desktop Extensions. See the Extensions Overview to learn about Palm Desktop Extensions.


Finding Information

Use the Find command to search for information in all Palm™ Desktop software 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.	From the Edit menu, choose Find.

2.	In the Find dialog box, type the text to find in the Find What box.

Tip   To limit the search, select the Match Whole Words Only and the Match Case check box.

3.	Click Find.

Records containing the search criteria appear in the list box.

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

Tip   If Extensions are installed, select the Search Extensions check box to search for the information in the Extensions.


Using Notes

You can add notes to records in most Palm™ Desktop software applications. When you add a note to a record, a Note icon [image] displays in the Note column.

To add a note to a record

1.	From one of the following places, click the Note tab:

•	Address Book - New/Edit Address dialog box

•	Date Book - New/Edit Event dialog box

•	To Do List - New/Edit To Do dialog box

Tip    You can open the Edit dialog box for an existing record by double-clicking the record in the View pane.

2.	Type the text of the note.

You can type any text in the note, including carriage returns.

3.	Click OK.

To edit an existing note

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

Tip    From Date Book, you can also select Note from the event’s right-click menu.


Marking Records Private

You can mark any record private. A padlock icon [image] in the View pane or Record pane denotes a private record. Marking a record private allows you to mask or hide the record so that others cannot view it.

To mark a record private

1.	Select the record to mark.

2.	Open the Edit menu.

•	From Address Book, select the Edit Address command.

•	From Date Book, select the Edit Event command.

•	From To Do List, select the Edit To Do command.

•	From Memo Pad, select the Edit Memo command.

3.	In the Edit dialog box, select the Private check box.

4.	Click OK.

 Related Topics


Masking, Hiding, and Showing Private Records

A padlock icon [image] in the View pane denotes a private record. If you use a password on your handheld, you must use your password to show masked or hidden private records.

Masking private records

•	Places a shaded bar over all private records in Palm™ Desktop software.

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

Hiding private records

•	Hides all private records in Palm Desktop software.

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

To mask private records

1.	From the View menu, choose Mask Private Records.

2.	If a confirmation box appears, click OK.

To hide private records

1.	From the View menu, choose Hide Private Records.

2.	If a confirmation box appears, click OK.

To show private records

1.	From the View menu, choose Show Private Records.

2.	If you have a password on your handheld, type your password in the password dialog box and click OK.

Tip    You can also choose to show, hide, or mask private records by clicking the Security icon on the Desktop toolbar and choosing an option from the list.

 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 Palm™ Desktop software 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

Palm™ Desktop software automatically saves your information when you:

•	Exit the Palm Desktop software application.

•	Change users.

•	Perform a HotSync® operation.

Tip   On the Tools tab in the Options dialog box, select the check box Auto-Save Every xx Minutes to have Palm Desktop software periodically save all changes to your records. See Options Dialog Box (Tools Tab) for more information.

You can also manually save changes to the Palm™ Desktop software application.

To manually save changes, do one of the following

•	Click the Save All button on the Desktop toolbar.

•	From the File menu, choose Save All.

•	Press Ctrl+S.

 Related Topics


Fixing Corrupt Records

The Category column in some records may display an invalid category name, or the category may be blank. This can occur in records in any Palm™ Desktop software application, and when it does, the records are corrupt and need to be repaired.

To fix corrupt records

1.	From the Tools menu, choose Options.

2.	Click the Tools tab.

3.	Click the Check Now button.

4.	In the confirmation dialog box, click OK.


Reverting Changes

If you have made changes since opening Palm™ Desktop software or last saving changes, you can use the Revert command to discard the changes.

Palm Desktop software 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 Palm Desktop software to revert.

2.	From the File menu, choose Revert.

3.	In the confirmation box, click OK.


Printing Records

To print records

1.	From the File menu, choose Print.

2.	In the Print dialog box, select printer and print job options.

3.	Click OK.

The available options are based on the current Palm™ Desktop software application and view. In addition to standard Windows print options, such as selecting the printer and number of copies, 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 selector in the Address Book window 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 selector in the Address Book window to view all records.
To Do List

Viewed Category	Prints all the items in the category you are viewing. Choose All from the Category selector in the To Do List window 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 selector in the Memo Pad window 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.


Setting General Options

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

To set General options

1.	From the Tools menu, choose Options.

2.	On the General tab of the Options dialog box, perform one or more of the following actions:

•	To select an application to display when you open Palm Desktop software, click the Startup Application selector 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 OK.

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, select the Confirm Before Deleting Records check box.

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

•	To check if electronic business card (vCard) and electronic calendar event (vCal) files are associated with Palm Desktop software, select the At Startup Check to See If Palm Desktop Is the Default Handler check box.

3.	Click OK.


Setting Security Options

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

To set Security options

1.	From the Tools menu, choose Options.

2.	In the Options dialog box, click the Security tab.

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

4.	Click OK.


Setting Preferences

To set the preferences for a Palm™ Desktop software application

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

2.	From the Tools menu, choose Preferences.

3.	Select or enter the options you want.

4.	Click OK.


Customizing the Launch Bar

You can customize the Launch bar by displaying either small or large application buttons, changing the order of the application buttons, or hiding an application's button.

To change the application buttons to small or large icons

•	Right-click the Launch bar, and then choose Small Icons, or right-click the Launch bar, and then select Large Icons.

To change the order of the application buttons

1.	Right-click the Launch bar, and then choose Customize.

2.	Select the name of the application to move, and then click the Move arrows.

To hide an application's button

•	Right-click the button of the application you want to hide, and then choose Hide.

Tip   To redisplay an application's button on the Launch bar, from the View menu, select the application's name.

To make the Launch bar wider or narrower

1.	Place the pointer between the Launch bar and View pane.

2.	When the pointer becomes a double-headed arrow, drag the border to resize the Launch bar.


Addins Overview

Palm™ Desktop Addins are special programs that add new functionality to one or more of your Palm™ Desktop software applications. An Addin adds functionality to an existing Palm Desktop software application. For example, Delete Duplicates, an Addin, checks for and removes duplicate records in various Palm Desktop software applications.

Addins are available from Palm and other third-party software vendors. Check http://www.palm.com/ for information about new Addins.

Tip   To determine which Addins are running, see Checking Which Addins Are Running.


Expense Command

Purpose	Starts Expense, a Palm™ Desktop Extension

Location	View menu


Note Pad Command

Purpose	Opens the Note Pad application

Location	View menu
Note Pad button on the Launch Bar


Large Icons Command

Purpose	Displays a large icon for each application button on the Launch bar with the application's name below the button

Location	Right-click the Launch bar


Small Icons Command

Purpose	Displays a small icon for each application button on the Launch bar with the application's name on the right

Location	Right-click the Launch bar


Customize Command

Purpose	Displays the Customize dialog box where you can show or hide application buttons and rearrange the order of the buttons on the Launch bar

Location	Right-click the Launch bar


Hide Command

Purpose	Removes an application's button from the Launch bar

Location	Right-click the application's button on the Launch bar


 Preferences Command

Purpose	Displays the Preferences dialog box where you can set options for the currently selected Palm™ Desktop software application

Location	Tools menu


Checking Which Addins Are Running

To check which Addins are running

1.	From the Help menu, choose About Palm Desktop.

2.	Click the Version button.

3.	Click the Other tab. See About Palm Desktop Dialog Box for more information.


Extensions Overview

Palm™ Desktop Extensions are applications that you install individually and use within the Palm Desktop window. They add new functionality to the Palm Desktop software. For example, you might install an Extension that lets you
record and track your expenses for various trips. Buttons for Extensions appear on the Launch bar.

You can obtain Extensions from Palm or other third-party software vendors. Each Extension comes with an installer that assists you with installing the Extension. After you complete the installation and start Palm Desktop software, the Extension's button appears on the Launch bar. Click the button on the Launch bar to start the Extension within the Palm Desktop software. Because an Extension runs within Palm Desktop software, check the menu commands or toolbar icons that have been added for the Extension.

If you want to see which Extensions are installed, you need to check the Other tab of the About Palm Desktop Dialog box. See Checking Which Extensions Are Installed for more information. The Other tab also lists any Addins. See the Addins Overview for more information.


Checking Which Extensions Are Installed

To check which Extensions are installed

1.	From the Help menu, choose About Palm Desktop.

2.	Click the Version button.

3.	Click the Other tab. See About Palm Desktop Dialog Box  for more information.


Showing or Hiding Columns

To hide or show columns in the List view

1.	Open a Palm™ Desktop software application.

2.	Click the List view tab if it is not selected.

3.	From the View menu, choose Show Columns.

4.	Select the columns that you want to appear in the List view by selecting the appropriate check box. To remove a column, deselect its check box.

5.	To move a column, select the column's name, and then click the up or down arrows.

6.	Click OK.

Tip   To resize a column in List view, position the mouse over the column divider, and when the pointer becomes a double-headed arrow, drag the column divider.


Customizing the Look of Palm Desktop Software Using Themes
Customizing the Look of Palm™ Desktop Software Using Themes

If you want to change the color of the Launch bar, Palm™ Desktop software background, toolbar, and highlighting color, you can select different themes in the Options dialog box.

To change the colors on Palm Desktop software

1.	From the Tools menu, choose Options.

2.	In the Options dialog box, click the Themes tab.

3.	Select a theme.

4.	Click OK.

Note   To redisplay the original settings for Palm Desktop software, select Default Theme.


Date Book Overview

Use 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 tab to record information such as directions or background information regarding the event. View and print your calendar in daily, weekly, monthly, or yearly 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

 Work with information in Year view


Alarm Manager Overview

The Alarm Manager enables Palm™ Desktop software to sound alarm tones and display alarm notification messages. You can configure Palm Desktop software to run the Alarm Manager whenever you start your computer, only when Palm Desktop software is running, or to not use the Alarm Manager.

To set an alarm, you must assign the alarm to a particular Date Book event.

What do you want to do?

 Schedule an alarm

 Reset or cancel an alarm

 Set Alarm Manager options


Using Day View

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

Click the illustration below to learn more about the various parts of the Day view screen.


Go To Button

Open the Select Date dialog box to select a date.


Today Button

Go to today's date.


Day Selector

Select  another day of the week by clicking the next and previous arrows or clicking the day box and selecting a day from the list.


View Pane

View events, sorted by one-hour time blocks.

Identify the current date, which appears in a different color.

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 menu.


Date Picker

Select a date by clicking it on the calendar. Click a dimmed date on the calendar to select that date, or click the previous and next arrow to display the previous or next month.


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 View pane to create events.

Change the displayed category by clicking the Category selector 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.


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 View pane.


New Event Button

Display the New Event dialog box where you can enter any information about a new event.


Edit Event Button

Display the Edit Event dialog box where you can change or add any information about the selected event.


View Tabs

Display events for the selected day, week, month, or year by clicking the associated tab. Go directly to the current day, week, month, or year by clicking the associated tab.


Pane Divider

Click and drag the pane divider in between the two panes to resize the day, calendar, To Do, and Address Book panes. When selected, the pane divider appears as a dark bar and the pointer changes to a double-headed arrow.


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 View pane or a new date in the Date Picker.

Display the Edit Event dialog box for the event by double-clicking the event box.

Right-click the event box to edit the event description, set an alarm, add a note, delete the event, change the repeat pattern, or send the event to another application.


Event Duration Handle

Change the end time for the selected event by dragging the bottom edge of the event box to a new time slot.


Repeat Event Icon

Click to edit the repeating event.


Alarm Icon

Click to edit the attached alarm.


Private Icon

Identify private records. Click the Private icon to edit the record. Use the Security settings to show, hide, and mask private records.


Note Icon

Click to view or edit the attached note.


Using Week View

Use Week view to see and edit an entire week of events. To display the Week view, click the Week tab on the bottom edge of the Date Book window.

Click the illustration below to learn more about the various parts of the Week view screen.


Go To Button

Use a calendar to select another week to view.


Week Selector

Select another week by clicking the previous or next arrows or by clicking the week box and selecting a particular week number.


View Pane

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 appears in a different color.

Press the Right or Left arrow key to change the selected day.

Create events by clicking a time slot and typing a description.

Edit events by right-clicking an event and choosing a command from the menu.


Event Box

Display the event description by pointing to the event box.

Display the Edit Event dialog box for the event by double-clicking the event box.

Change the date or time of the event by dragging the event box to a new time or date in the View pane.

Edit the event description by double-clicking the text in the event box.


Using Month View

Use Month view to see an entire month of events and schedule new events. To display Month view, click the Month tab on the bottom edge of the Date Book window.

Click the illustration below to learn more about the various parts of the Month view screen.

Note   For tips about navigating in the Month view, see Navigating in Month View.


Go To Button

Display the Select Month dialog box where you can use a calendar to quickly select another month to display.


Month Selector

Select another month by clicking the previous or next arrows or by clicking the month box and selecting a month.


Show/Hide Daily Button

Display or hide the events for the selected day in the Record pane.


View Pane

View events for an entire month.

Display the complete event description by pointing to the event.

Identify the current date, which appears in a different color.

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 Event from the menu.

View a date in Day view by double-clicking its date box.


More Event Icon
More Events Icon

Identify days on which not all events display. A down arrow in the top right corner of the date box displays, if all events are not visible.


Edit Event Button

Display the Edit Event dialog box where you can change or add any information about the selected event. This button is enabled only when the daily events appear in the Record pane. To display the daily events, click the Show Daily button.


Record Pane

View the events for the selected day in the View pane.


Using Year View

Use Year view to see an entire year of events and schedule new events. To display the Year view, click the Year tab on the bottom edge of the Date Book window.

Click the illustration below to learn more about the various parts of the Year view screen.

Note   For more tips about navigating in the Year view calendars, see Navigating in Year View .


Go To Button

Display the Select Year dialog box where you can use a calendar to quickly select another year to display.


Year Selector

Select another year by clicking the previous or next arrows or by clicking the year box and selecting a year.


View Pane

Identify the current date, which appears in a different color.

Identify events by the triangle to the left of the date.

Display a description of the events on a particular date by pointing to the date box.

Schedule a new event by clicking a date box and clicking the New Event button.

View a date in Day view by double-clicking its date box.


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 View pane.

To schedule an event directly in the View pane

1.	Click a time slot in the View pane.

2.	Type the description.

3.	Press Enter.

You can also:

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

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

Delete	To delete the event.

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

Repeat	To assign or change a repeat pattern.

Note	To create or attach a note.

Forward as vCal	To open your desktop E-Mail application and send the event to someone as an e-mail attachment.

•	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 date column heading, then click the time to the left of the slot.


Scheduling Untimed Events in Day or Week View

To schedule an event directly in the View pane

1.	Click the untimed event slot in the View pane.

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 date column heading, then click the diamond to the left of the slot.

2.	Type the description.

3.	Press Enter.

You can also:

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

Delete	To delete the event.

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

Repeat	To assign or change a repeat pattern.

Note	To create or attach a note.

Forward as vCal	To open your desktop E-Mail application and send the event to someone in an e-mail message.


Scheduling Events Using the New Event Dialog Box

To schedule an event using the New Event dialog box

1.	Click the New Event button.

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 dialog box.

•	You can set the time in 5-minute intervals.

•	To create an untimed event, click the No Time button.

Tip   You can enter the hour and minutes as a single number. For example, type 830 for 8:30, followed by A for A.M. or P for P.M.

4.	Select the date by typing in the Date box or clicking the calendar.

5.	You can also perform the following actions:

•	Click the Note tab to attach a note to the event.

•	Click the Repeat tab to create a repeating event. See Scheduling Repeating Events for more information.

•	Select the Alarm check box to set an alarm. See Using Alarms  for more information.

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

6.	Click OK.


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 to select it.

2.	Click the Edit Event button.

3.	In the Edit Event dialog box, click the Repeat tab.

4.	Select the repeat interval for the event.

5.	Select options for the interval:

Day	Select the number of days between occurrences and the end date.

Week	Select the number of weeks between occurrences, the end date, and the day of the week the event occurs.

Month	Select the number of months between occurrences, the end date, and whether to repeat by the day or date of the month.

Year	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 on your handheld or computer.

7.	Check the repeat pattern 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 OK.


Using Alarms

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

Tip   If you set a default alarm, you can override the default settings by changing the Time Interval and Time Measurement settings in the New/Edit Event dialog box for a particular event.

To set an alarm for an event

1.	Create a new event or double-click an existing event.

2.	In the New/Edit Event dialog box, select the Alarm check box.

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

4.	Type a number between 0 and 99 in the Time Measurement box.

5.	Click OK.

To set a default alarm for all new events

1.	From the Tools menu, choose Options.

2.	In the Options dialog box, click the Date Book tab.

3.	Select the Alarm Preset check box.

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

5.	Type a number between 0 and 99 in the Time Measurement box.

6.	Click OK.


Editing Alarms

To reset an existing alarm

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

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

3.	Type a number between 0 and 99 in the Time Measurement box.

4.	Click OK.

To cancel an existing alarm

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

2.	Deselect the Alarm check box.

3.	Click OK.


Editing Events

You can edit events in Day view or Week view.

Note   If you are in Month or Year view, double-click the event to display Day view where you can edit the event.

To edit an event

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

•	Click an event’s Alarm icon [image] to edit an alarm.

•	Click an event’s Note icon [image] to edit a note.

•	Click an event’s Repeat icon [image] to edit the repeat pattern.

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

•	Drag the bottom edge of the event box to change an event's end time.

•	Right-click an event and choose a command to edit any information about an event, including setting an alarm, changing the repeat pattern, or attaching a note.

Note   In Month view, you can edit an event in the Record pane. Click Show Daily to display the Record pane.


Deleting Events

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

To delete an event

1.	From Day view, Week view, or the Record pane in Month view, select the event.

2.	Press the Delete key.

Tip   If you selected the Confirm Before Deleting Records option on the General tab in the Options dialog box, 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, the current and future occurrences, or all occurrences of a repeating event.

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, (for example, from January 14 to January 15) 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, and deletes previous occurrences.
Change the repeat interval and apply the change to all occurrences	Creates a new repeating event.
Change any of the following items and apply the change to all occurrences: • Start time • End time • Note • Alarm	Does not change occurrences prior to event date on which the setting is changed.
Change the event description in the View pane	Changes the description for all occurrences of the event.


Setting Date Book Options

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

To set Date Book options

1.	From the Tools menu, choose Preferences.

2.	In the Preferences dialog box, perform one or more of the following actions:

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

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

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

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

•	Click the Time measurement selector and select a number between 0 and 99.

3.	Click OK.


Setting Alarm Options

You can configure when alarms are available and how you are notified in the Alarms tab of the Options dialog box.

To set Alarm options

1.	From the Tools menu, choose Options.

2.	In the Options dialog box, click the Alarms tab and click one of the following actions:

Always Available	Click this option if you want alarm notifications to appear regardless of whether Palm™ Desktop software is running.
Available Only When the Palm Desktop Is Running	Click this option if you want alarm notifications to appear only when Palm Desktop software is running.
Disabled	Click this option if you do not want alarm notifications to appear on your computer.
3.	Select the alarm notification options you want:

Bring Alarm Dialog to the Front	Select this option so that when the alarm notification appears it displays on top of all other Windows applications that are running.
Play Audible Notification with Alarm Dialog	Select this option if you want an alarm to sound when the alarm notification appears.
Use Custom Alarm Sound	Select this option to play a specific sound when an alarm notification message appears. Click Browse to select the WAV sound file you want. To hear a  sound, select the sound file, and then click the Play button [image].
4.	Click OK.


Deleting Repeating Events

You can delete a single occurrence of a repeating event, the current and future occurrences, or all occurrences of a repeating event. Events that you delete are deleted from your handheld the next time you perform a HotSync® operation. If you choose to archive deleted events, the events are added to an archive file the next time you perform a HotSync operation.

To delete a repeating event

1.	From Day view, Week view, or the Record pane in Month view, select the event.

2.	Press the Delete key on your keyboard.

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

Current	Deletes only the selected occurrence

Future	Deletes the selected occurrence and all future occurrences

All	Deletes all occurrences

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


Navigating in Year View

Use the following ways to navigate among months and years in Year view:

•	Press the Up or Down arrow keys to move from week to week.

•	Press the Left arrow key to move to the previous day.

•	Press the Right arrow key to move to the next day.

•	Click a dimmed date on the previous year to display the previous year's calendar.

•	Click a dimmed date at the end of the calendar to display the next year's calendar.

•	Click a dimmed date at the beginning or end of a month to select that date in the actual month. For example, if October 28 is dimmed in November and you click October 28, October 28 is selected.


Navigating in Month View

Use the following ways to navigate among months and years in Month view:

•	Press the Up or Down arrow keys to move from week to week.

•	Press the Left arrow key to move to the previous day.

•	Press the Right arrow key to move to the next day.

•	Click a dimmed date for the previous month to display the previous month.

•	Click a dimmed date for the next month to display the next month.


Address Book Overview

Use Address Book to manage names, addresses, phone numbers, and other information for each person you know. Organize, view, and print Address Book records by category. Mark confidential records as private and mask them or hide them from others' 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.

Click the illustration below to learn more about the various parts of the Address Book window.

Not Shown

Security column	Identify private records.
Note column	View or edit the attached note.
Title column	View the title of the person associated with the address record.
Address column	View the address information associated with the record.
Custom columns	View any of the custom fields associated with the address record.
Contact columns	View any of the contact fields associated with the address record, such as the Home, Work, Fax, and Mobile phone numbers.


Category Column

Assign the selected address to a category by clicking the Category column, and then selecting a category from the list.


Sort By

Change the order of the records in the Address View pane. This option does not affect the way records 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.


Show/Hide Details Button

Display or hide the Record pane that displays the contents of the selected address.


View Pane

View information for each record.

Select a record to view in the Record pane by clicking the entry.

Dial a contact number by right-clicking it and selecting Dial from the menu.

Edit or delete a record by right-clicking it and selecting an option from the menu.

Drag column handles to size columns. You can also rearrange, add, and delete columns.


Record Pane

View all information associated with the selected record.


View Tabs

Display addresses in the View pane in any of the following formats: List, Business Cards, Large Icons, Small Icons. Click the associated tab to change the View pane display.


Name Column

View the person’s name. Names appear with the last name followed by the first name.


Company Column

View a business name associated with the address record.


Primary Column

Identify the type of contact that displays in the list by the letter that displays to the right of the column. For example, W denotes a work number and H denotes a home number.


New Address Button

Create a new record.


Edit Address Button

Edit the selected record.


Look Up Box

Type the first few letters of a record to select that address.


Changing the Address Book View

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

To change the View pane format

•	Click a view tab at the bottom of the View pane.

Note   When viewing Large Icons or Small Icons, records that have information in the Company field but not in the Last Name or First Name fields display a business icon so that you can easily distinguish between businesses and individuals.

Business	Personal

To change the list view columns

1.	From the View menu, choose Show Columns.

2.	Select the columns you want to appear in the Address Book List View pane.

3.	To move a column, select the column and click the Move arrows.

4.	Click OK.

To change the displayed fields and sort order

•	Click the Sort By selector and select Last Name, First Name or Company Name, Last Name.

To change the primary contact and specify contact labels

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

•	Click an option button under Contact Info to select which contact displays on your handheld and as the primary contact in the View pane. (This is the only contact for the entry that you can dial automatically.)

•	Click a contact label and select a new label from the list.

2.	Click OK.

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.	From the Tools menu, choose Preferences.

2.	In the Preferences dialog box under Custom Labels, click a box and type a name of up to 15 characters.

3.	Click OK.


Creating Address Book Records

To create an Address Book record

1.	Click the New Address button.

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

3.	Under Contact Info, click a label selector and select a label for each type of information, such as Work or E-Mail. Type the appropriate information in the box.

4.	Click an option button to select which contact displays on your handheld as the primary contact in the View pane.

5.	(Optional) Type Anniversary, Birthday, or other information for records in the custom boxes.

6..	After you finish creating the record, click OK.

Tip   To create more than one record, click the New button instead of OK.

You can also add the following information

On any tab:

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

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

On 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 View pane or Record pane.

On the General tab:

•	Edit name, address, and contact information in the appropriate boxes.

•	Click a label selector and select a label for each piece of information. Type the appropriate information in the box.

•	Click an option button, such as Work or Home, to select which contact displays on your handheld as the primary contact in the View pane.

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

•	(Optional) Select the Private check box to mark the record private.

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

On 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 view.


Deleting Address Book Records
Deleting Addresses

Addresses that you delete are deleted from your handheld the next time you perform a HotSync® operation. If you choose to archive deleted records, the records are added 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
Looking Up Addresses

Use the Look up box to quickly select addresses that begin with the same letter. The Look up feature matches, letter by letter, the first characters of an address, which are determined by the sort order.

Tip   To select a different sort order, click the Sort By selector.

To use the Look up box

1.	Type the first character of the address. The character appears in the Look up box and the list scrolls to the first address that begins with that letter.

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

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

2.	To look up addresses 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 contact number that displays in the Primary column of the Address Book List view.

To use the auto dial feature

1.	Select an Address Book entry.

Tip   To select a different contact number, double-click the address and click a different option button under Contact Info.

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

3.	Click Dial.

This action automatically dials the number using the modem.

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


Memo Pad Overview

Use Memo Pad to create and store notes and information that aren’t associated with other Palm™ Desktop software 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 mask them or 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 record agendas and notes from meetings, information you often need but can never remember, and so on.

Click the illustration below to learn more about the various parts of the Memo Pad window.


Category Selector

Filter items so only the selected category displays by clicking the Category selector and selecting a category from the list.

Create, rename, or delete categories by clicking the Category selector and selecting Edit Categories from the list.


Sort By

Change the order of the memos in the Memo View pane. This option does not affect the way memos display on your handheld.


Show/Hide Details Button

Display or hide the Record pane which displays the contents of the selected memo.


View Pane

View the first line of each memo.

Select a memo to view in the Record pane by clicking the entry text.

Assign the selected memo to a category by clicking the Category column and selecting a category from the list.

Cut, copy, paste, delete memos, or perform other editing tasks by right-clicking a memo.

Drag column handles to size columns. You can also rearrange, add, and delete columns.


Record Pane

View the memo text, privacy status, and memo category.


New Memo Button

Create a new, blank memo where you can enter memo text.


Edit Memo Button

Change the text, category, and privacy status of an existing memo.


View Tabs

Display memos in the View pane in any of the following formats: List, Large Icons, Small Icons. Click the associated tab to change the View pane display.


Changing the Memo List Order
Changing the Memo Order

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

Tip   Click and drag the pane divider in between the two panes to resize the current view and the Record pane. When selected, the pane divider appears as a dark bar and the pointer changes to a double-headed arrow.

To change the Memo Pad view

1.	From the View menu, choose Show Columns.

2.	Select the columns you want to appear in the Memo Pad View pane.

3.	To move a column, select the column and click the Move arrows.

4.	Click OK.

To sort the Memo Pad columns

1.	Click the Sort By selector in the Memo Pad window.

2.	Click an option:

Alphabetical	Sort alphabetically by the text of the memo.
Order on Handheld	Sort by the order memos display on your handheld.


Creating Memos

To create a memo

1.	Click the New Memo button in the View pane, or start typing the memo's text to create a new memo.

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 View pane.

You can also perform the following actions:

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

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


Editing Memos

To edit a memo

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

•	To change or assign a category, click the Category drop-down arrow for that memo and select a category from the list.

•	To edit the memo text, select the memo text to change in the Record pane and type the new text. You can also click in the Record pane and type new text.

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

2.	Click the Memo list to save the changes

Tip   If you want to edit the memo in the Edit Memo dialog box, double-click a memo in the Memo List, or select the memo and click the Edit Memo button.


Deleting Memos

Memos that you delete in Palm™ Desktop software are deleted from your handheld the next time you perform a HotSync® operation. If you choose to archive deleted memos, the memos are added 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


To Do List Overview

Use To Do List to manage tasks. Set priorities for each To Do item, associate items with categories, and mark confidential items private and mask or 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 how  to view To Do items .

 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.

Click the illustration below to learn more about the various parts of the To Do List window.

Not Shown:

Note column	View or edit the attached note.
Security column	Identify private items.


Sort By

Change the order of the To Do items in the To Do View pane. This option does not affect the way items display on your handheld.


Show/Hide Details Button

Display or hide the Record pane which displays the contents of the selected To Do item.


View Pane

View the first line of each item, and its due date, priority, and status.

Quickly identify overdue items, which have the due date in red text.

View the entire item record in the Record pane by clicking the item entry.

Drag column handles to size columns. You can also rearrange, add, and delete columns.


Record Pane

View item text, priority, due date, status, and note.


New To Do Button

Open the New To Do dialog box to create a new item.


Edit To Do Button

Open the Edit To Do dialog box to change a new item.


Complete Column

Change an item’s status to complete.


Priority Column

Set a priority level by clicking the Priority column and selecting a level from the list. One is the most urgent. Five is the least urgent.


Description Column

View the description text for the selected To Do item.


Due Date Column

Change an item's due date by clicking the date and selecting a new date option.


Category Column

Assign the selected item a category to by clicking the Category column and selecting another category from the list.


Changing the To Do List View

Changing the way you view 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 between the two panes to resize the view and Record panes. When selected the pane divider appears as a dark bar and the pointer changes to a double-headed arrow.

To change the To Do List view

1.	From the View menu, choose Show Columns.

2.	Select the columns you want to appear in the To Do List View pane.

3.	To move a column, select the column and click the Move arrows.

4.	Click OK.

To sort the To Do List columns

1.	Click the Sort By selector in the To Do List window.

2.	Select the order by which to sort To Do items.

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.


Creating To Do Items

To create a To Do item

1.	Click the New To Do button in the View 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 OK.

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, by clicking the Date selector and selecting a date from the list, or by clicking the calendar.

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

•	Click the Note tab 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 View pane and edit the item’s description and other information.

If the following items appear in the View pane, you can:

•	Click the item’s Status column to mark the item complete.

•	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 to edit the attached note.


Deleting To Do Items

To Do Items that you delete in Palm™ Desktop software are deleted from your handheld the next time you perform a HotSync® operation. If you choose to archive deleted To Do items, the items are added 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.


Using Categories

You can use categories in most Palm™ Desktop applications 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

By default, new records are assigned to the current category of the view. If the Category is All, records go into Unfiled. You can assign records to a specific category, and then apply a category filter so that only records in a specific category display.

To assign a record to a category

1.	Click the  List view tab in the appropriate Palm™ Desktop software application.

2.	Click the record in the View pane.

3.	Click the drop-down arrow in the Category column, and then select a new category for the record.

To assign several records to a category

1.	Click the first record, and then press the Ctrl key and click additional records.

2.	Right-click one of the selected records in the View pane.

3.	Select Change Category from the menu.

4.	Select the new category from the list.

 Related Topics


Displaying Records by Category

You can apply a category filter so that only records in a specific category display.

To display records by category

1.	Click the Category selector above the View pane.

2.	Select a category from the list.

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


Creating Categories

You can create as many as 15 unique categories.

To create a category

1.	From the Tools menu, choose Categories.

2.	Click New.

3.	Type a category name.

Category names are case sensitive and can contain up to 15 characters.

4.	Click OK.


Renaming Categories

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

To rename a category

1.	From the Tools menu, choose Categories.

2.	Click a category title.

3.	Click Rename.

4.	Type a category name.

Category names can contain up to 15 characters.

5.	Click OK.


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 are deleted from your handheld the next time you perform a HotSync® operation. If you choose to archive deleted records, the records are added 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.	On the General tab, select or deselect 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
Purging and Archiving Events and To Do List 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 List items that are complete. If you purge records without saving them in an archive file, the records are permanently removed.

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

To purge an event or To Do List item

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

From Date Book, choose Purge Events from the Tools menu. For events, you can click the Delete Events Older Than selector 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 Palm™ Desktop software. 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 Palm Desktop software are added to the archive files.

In addition, you can create a backup copy of information by exporting information a from Palm Desktop software application to an archive file. Exporting information to an archive file does not remove information from Palm Desktop software or your handheld.

Archive files are stored on your desktop computer. When you archive deleted records in 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 Palm Desktop software 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 backup 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 you want 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. Palm™ Desktop software 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 word archive.

To open an archive file

1.	Open the 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 Users

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

To rename a user

1.	Click the User selector 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 20 characters.

5.	Click the OK button.


Selecting User Profiles

User profiles enable you to download data from Palm™ Desktop software to a handheld and not have it associated with a specific user. Separate data files are maintained for each user profile you create. Only the information for the currently selected user profile displays.

To select another profile

1.	Click the User selector 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 Palm™ Desktop software application or database during a HotSync® operation.


Deleting Users

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

To delete a user

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

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

3.	Click the Delete button.

4.	Click the OK button in the confirmation box.


Deleting User Profiles

User profiles enable you to download data from Palm™ Desktop software to a handheld and not have it associated with a specific user. 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 selector 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 box.


Edit Users Command

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

Location	Tools menu
User selector on the Desktop toolbar


Purge

To remove records based on a criterion, you can purge events based on their age. You can purge To Do List 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 Palm™ Desktop software to a handheld and not have it associated with a specific user. 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 selector 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 20 characters.

6.	Click the OK button.


Selecting Users

Separate data files are maintained for each user you create. Only the information for the currently selected user displays.

To select a user

•	Click the User selector on the Desktop toolbar and select a user from the list.

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


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.

In the Date Book Day, Week, and Month views, ToolTips display the event description when you position the mouse over the event. In Date Book Year view, ToolTips display a list of events when you position the mouse over a date with events.

In Address Book and Memo Pad, ToolTips display a description of the record when you position the mouse over the record.


Palm Quick Install Command

Purpose	Starts the Palm™ Quick Install application and displays the window where you can select applications and files to install on your handheld or an expansion card (if one is installed on your handheld) during the next HotSync® operation

Location	View menu
Quick Install button on the Launch bar


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.

OK	Read the text carefully and then click the OK button to close the message box.


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 Palm™ Desktop software

Location	HotSync® menu if HotSync Manager is running
HotSync Manager menu


Last Name, First Name

Selecting Last Name, First Name sorts Address Book records by last name. The records appear in the Address Book View pane and the Address List in the Date Book Day view 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 sorts Address Book records by company name. The records appear in the Address Book View pane and the Address List in the Date Book Day view Record pane with the company name first, followed by the last name. For instance:

XYZ Corporation, 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.


File Link

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


Troubleshooting

If you cannot start Palm™ Desktop software or it freezes

1.	Verify that the installation completed.

If the installation procedure was interrupted, reinstall the software.

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

•	Windows 98/98 SE/ME/2000/XP

•	Pentium 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 Address Book records display incorrectly in the icon and business card views

In some cases, the Address Book 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 Book 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.

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

If a category is automatically deleted

It is possible to over-allocate categories if you add categories on both your handheld and Palm™ Desktop software. 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. See Fixing Corrupt Records for more information about corrupted categories.

If the euro symbol appears on your handheld but is missing in Palm™ Desktop software

You must have fonts that include the euro symbol on your desktop computer. Check this web site for additional information:

http://www.microsoft.com/window/euro.asp


Categories Command

Purpose	Displays the Edit Categories dialog box where you can create, edit, and delete categories for most Palm™ Desktop software applications

Location	Tools menu
Category selector in New/Edit record dialog box
Category selector in most Palm Desktop application windows


Copyright and Trademark
Copyright and Trademarks

Copyright © 1997-2002 Palm, Inc. All rights reserved. HotSync is a registered trademark of Palm, Inc. Palm is a trademark of Palm, Inc. Other product and brand names may be trademarks or registered trademarks of their respective owners.


Importing and Exporting Overview

There are many ways to transfer information between Palm™ Desktop software and other software applications.

How do you want to import information?

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

 Import archive files

 Importing other file types that contain one or more records

 Import other file types that contain one or more records

 Import a text file as a single memo

 Import a vCal or vCard file

How do you want to export information?

 Use the Copy command to copy selected information to the Clipboard

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

 Export information files that contain one or more records

 Export a vCal or vCard file


Supported Import and Export File Formats

Palm™ Desktop software can import and export information in the formats below.

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

Archive file formats can only be used with Palm Desktop software. 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)
vCal File (*.vcs)

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

To Do List
To Do Archive (*.tda)

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


Importing Information

You can import information from any of the supported file formats. Only Memo Pad can import records larger than 4KB (approximately 800 words. Memos are split into 4KB segments. For example, if you import a memo that is 6KB, you would get a 4KB memo and a 2KB memo.

To import information

1.	Open the Palm™ Desktop software 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. If they do not, records in those categories will be imported into the Unfiled category.

•	Click the Category selector in the View pane and select the All category.

3.	From the File menu, choose Import.

4.	In the Import dialog box, locate and select the file.

5.	Click Import.

6.	In the Specify Import Fields dialog box, match Palm Desktop software fields to import data fields by dragging a Palm Desktop software field to an import data field.

•	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 Reset.

Important   If you selected a category other than All 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 Palm Desktop software application categories will be matched. Unmatched categories will be imported to the Unfiled category.

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

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

9.	Click OK to import the information.

 Related Topics


Importing Information from Archive Files

To import information from an archive file

1.	Open the Palm™ Desktop software application.

2.	If you are importing records with categories:

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

•	Click the Category selector in the View pane and select the All category.

3.	From the File menu, choose Import.

4.	In the Import dialog box, locate and select the file.

5.	Click Import.

6.	Click OK.


Importing vCal and vCard Files

To import information from a vCal or vCard file

1.	Open the Palm™ Desktop software application.

2.	Go to the Address Book window or Date Book window.

3.	From the File menu, choose Import.

4.	In the Import dialog box, locate and select the file.

5.	Under File type, select vCal file (*.vcs) or vCard file (*.vcf).

6.	Click Import.

7.	For vCard files, select the category where you want to place the vCard.

8.	Click Yes.

Tip   You can also import a vCal or vCard file by locating the file in My Computer or Windows Explorer and double-clicking it, or dragging-and-dropping it onto the Desktop window.


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.	From the File menu, choose Import.

2.	In the Import dialog box, locate and select the file.

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

4.	Click Import.

Tip   To paste text files from the Clipboard, place your cursor in the View 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 Palm™ Desktop software application from which to export information.

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

2.	From the File menu, choose Export.

3.	In the Export As 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 Type selector and select a file format for the file.

5.	Use the Folders and Drives selectors to choose a location for the file.

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

7.	Click Export.

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 deselecting the Field Name check boxes. All selected field name check boxes will be exported.

8.	Click OK.


Exporting vCal and vCard Files

To export information to a vCal or vCard file

1.	Open the Palm™ Desktop software application.

2.	Go to the Address Book window or Date Book window.

3.	Select the record(s) you want to export.

4.	From the File menu, choose Export vCal or Export vCard.

5.	In the Export As dialog box, type a name for the file in the File Name box.

6.	Use the Folders and Drives selectors to choose a location for the file.

7.	Click Export.


Sending Information to Other Applications

To send information to another application

1.	Open the Palm™ Desktop software application.

2.	In Address Book, To Do List, or Memo Pad, select the record(s) you want to send.

3.	From the Edit menu, choose Send To.

4.	Select the application where you want to send the record(s).


Closing Archive File Dialog Box

When you have an archive file open, you must close the file before you open another Palm™ Desktop software application or switch to another user’s data.

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

Cancel	Click to keep the archive file open.


Import Dialog Box

You can import information in various supported file formats. Only 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 selector in the View pane and select the All category.

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

File & Folder area	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 area.

Files of Type	Click the Files of Type selector 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 area.

Import	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.


Import vCal Dialog Box

You can import vCal files into your Date Book. Click Yes to import the specified file.


Import vCard Dialog Box

You can import a vCard file into your Address Book.

Select category for contact(s)	Click the category selector and select the category where you want to place the new record.


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 export by dragging a field up or down in the Field list.
Field Name check box	Export only selected fields by selecting or deselecting 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 Palm™ Desktop software 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 Palm Desktop software fields to import data fields. Important   If you selected a category other than All 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	Deselect 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.)


vCard/vCal Registration Dialog Box

Many software applications, including Palm™ Desktop software, can create and open electronic business card (vCard) and electronic calendar event (vCal) files. However, you can associate only one application as the default application to open vCard and vCal files. This is similar to assigning all text files to open in the Microsoft NotePad application.

When you associate Palm Desktop software with vCal and vCard files, Palm Desktop software asks if you want to import the information in these files into your Desktop data when you open a vCal or vCard file.

If you want to associate vCard (*.vcf) and vCal (*.vcs) files with Palm Desktop software, click Yes.

Some applications are designed to change the vCard and vCal file association without notifying you. To prevent this from happening, you can check the vCard/vCal file association each time you start Palm Desktop software.

If you want to perform this check each time you start Palm Desktop software, select the check box At Startup Check to See If Palm Desktop Is the Default Handler.


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 Palm™ Desktop software 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 20 characters.

Delete	Deletes the selected profile.

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

Users	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.


Options Dialog Box (General Tab)

Use the General tab of the Options dialog box to customize Palm™ Desktop software.

Startup Application	Click the Startup Application selector and from the list select the application that will open each time you start Palm Desktop software.
Data Directory	Type the name of the directory in which to save your 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.
At Startup Check to See If Palm Desktop Is Default Handler	Select this check box if you want to check during startup whether Palm Desktop software is the default application to handle electronic business card (vCard) and electronic calendar event (vCal) files.  If this check box is selected and Palm Desktop software IS the default vCard/vCal application, no messages appear at startup.  If this check box is selected and Palm Desktop software is NOT the default vCard/vCal application, a message appears each time you start Palm Desktop software.  If this check box is not selected, you will never see messages at startup.
Make Default	Click the button to make Palm Desktop software the default vCard/vCal application. This means that each time you open a vCard/vCal file, Palm Desktop software opens and displays a message asking if you want to import the vCard/vCal file. If Palm Desktop software is already the default vCard/vCal application, this button is disabled.


Options Dialog Box (Security Tab)

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

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


Options Dialog Box (Alarms Tab)

Use the Alarms tab of the Options dialog box to choose alarm notification settings for your computer.

Always Available	Select this check box if you want alarm notifications to appear regardless of whether Palm™ Desktop software is running. If notifications are scheduled to appear while your computer is off, they appear when you turn your computer on again.
Available Only When the Palm Desktop Is Running	Click this option if you want alarm notifications to appear only when Palm Desktop software is running.
Disabled	Select this check box if you do not want alarm notifications to appear on your computer.
Bring Alarm Dialog to Front	Select this check box to display the alarm notification dialog box in front of Palm Desktop software.
Play Audible Notification With Alarm Dialog	Select this check box if you want an alarm sound to play when the alarm notification message appears.
Use Custom Alarm Sound	Select this check box if you want to select a custom alarm sound. Click the Browse button to select different sound files from the Media or another folder. To hear a sound, select the sound file, and then click the Play button [image]. The Play button is also available in the Alarms tab.  Tip  You must have your computer's speakers and volume control turned on to hear the alarm sound.


Options Dialog Box (Themes Tab)

Use the Themes tab of the Options dialog box to customize the appearance of Palm™ Desktop software. Select a theme from the list of choices.


Print Dialog Box

Use the Print dialog box to set printer and print job options. The available options are based on the current Palm™ Desktop software application and view. In addition to standard Windows print options, such as selecting the printer and number of copies, 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.
Months (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 Months (Month Format.)
Address Book

Viewed Category	Prints all the records in the category you are viewing.
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 selector in the Address Book window to view all records.
To Do List

Viewed Category	Prints all the items in the category you are viewing.
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.
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 List items or send them to an archive file.

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

Deselect the check box to permanently remove purged items from your computer 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 desktop computer and remove the events from your handheld the next time you perform a HotSync® operation. Deselect this check box to permanently remove purged events from your desktop computer 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 a new name for the category. Category names are case sensitive 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 (up to 20 characters) for the selected Profile. 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. The new name displays on your handheld after the next HotSync® operation.

Name	Type the new name (up to 20 characters) for the user.


Repeating Event Dialog Box

Use the Repeating Event dialog box to specify whether to change only the selected instance of the repeating event, the current and future instances, or all instances.

Current	Changes only the current instance of the repeating event.

Future	Changes the current instance and all future instances 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.

Previous arrow	Displays the previous month.

Next arrow	Displays the following month.

Month selector	Select a month by clicking the month name.

Year selector	Select a year by clicking the year.

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

Today	Selects the current date.


Select End Date Dialog Box

Use the Select End Date dialog box to select an end date for a repeating event.

Previous arrow	Displays the previous month.

Next arrow	Displays the following month.

Month selector	Select a month by clicking the month name.

Year selector	Select a year by clicking the year.

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

Day	Sets the end date based on the duration of the event. Click the arrows or type a number to enter the duration.


Select Week Dialog Box

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

Previous arrow	Displays the previous month.

Next arrow	Displays the following month.

Month selector	Select a month by clicking the month name.

Year selector	Select a year by clicking the year.

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

This Week	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.

Year arrow	Select a year by clicking the arrows.

Calendar	Select a month by clicking the month name.

This Month	Selects the current month.


Select Time Dialog Box

Use the Select Time 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 boxes to schedule an untimed event.


Select Year Dialog Box

Use the Select Year dialog box to select a year.

Year arrow	Select a year by clicking the arrows.

This Year	Selects the current year.


Show Columns Dialog Box

Use the Show Columns dialog box to select and arrange the columns that appear in the View pane of most Palm™ Desktop software applications.

Column check boxes	Select the columns you want to appear in the List view.
Move	Select the column you want to move, and then click the arrows to reposition the item in the list.
Important   Column names that appear in gray are required and cannot be moved or disabled.


Edit/Show Private Records Dialog Box

If you have set a password on your handheld, you must enter your password to display hidden or masked private records in Palm™ Desktop software.

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


Enter Password Dialog Box

If you have set a password on your handheld and selected the Security check box of the Options dialog box, you must enter your password to access your Palm™ Desktop software data.

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


Password Dialog Box

If you have set a password on your handheld, you must enter your password to print or export a masked private record.


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.

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


Preferences Dialog Box (Address Tab)

Use the Address tab of the Preferences dialog box to define the custom field labels and to set the default contact labels and label layout for your Address Book records.

Default Labels	Set the default label layout for new address records and click the item you want to use as the default primary contact label when you create a new address.
Custom Labels	Type the labels you want to assign to the four custom Address fields.


Preferences Dialog Box (To Do)
Preferences Dialog Box (To Do Tab)

Use the To Do tab to specify how records will display in the To Do List. Changing the way you view To Do List items in Palm™ Desktop software does not affect the way they display on your handheld.

Show Completed Items	Shows completed items in the View pane. If you deselect this check box, you will not see completed items in the View 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	Replaces the due date with the completion date when you mark To Do List items complete.


Preferences Dialog Box (Date Book)
 Preferences Dialog Box (Date Book Tab)

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

Work Day Begins	Click the Work Day Begins selector and select the time the day begins from the list. The default time is 8:00. This time displays at the top of the View pane in Day view.
Week begins	Click the Week Begins selector and select the day the week begins, such as Sunday or Monday. The default is Sunday. The day that you select displays in the following locations: • Day view calendar • Week view • Month view • Year view • Select Week dialog box • Select Date dialog box • Select End Date dialog box
Alarm preset	Select this check box to automatically set an alarm for all new events based on the Time Interval and Time Measurement settings on this tab. When you select this option, the following options display
	Time Interval selector    Click to select from Minutes, Hours, or Days Before.
	Time Measurement selector    Click to select a number between 0 and 99.


New Category Dialog Box

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

Enter a New Category Name	Type the name for the category. Category names are case sensitive and cannot be longer than 15 characters.


Page Setup Dialog Box

Use the Page Setup dialog box to set margins and page sizes for print jobs. Click the What's This button [image]. This button is 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.


About Palm Desktop Dialog Box

Use the About Palm Desktop dialog box to view the version number of Palm Desktop software and about your computer's system information.

System Info	Starts the Microsoft System Information application with information that is available on your system. This provides information about your computer that Palm Technical Support may need for troubleshooting purposes. Because the System Information application is from Microsoft, check that help for more information.
Version	Displays the version information and file type of files installed in the Palm folder. The Version dialog box has three tabs:
	General. Displays all the executable (.exe) files and supporting dynamic-link library (.dll) files for Palm Desktop software. You can use this information, for example, to determine which version of Palm Desktop software and HotSync® Manager are running.  Other. Shows all .exe and supporting .dll files located in the Palm folder that weren't listed in General tab. Displays all Addins and Extensions that are loaded in the Palm folder. This tab is for informational purposes only.  System. Lists the Microsoft system files that Palm Desktop software uses.


Options Dialog Box (Tools Tab)

Use the Tools tab in the Options dialog box to do the following:

•	Save information automatically .

•	Check for and repair corrupted records.

Auto Save Every xx Minutes	Enter the minutes in the box for how often Palm™ Desktop software saves the most current information on the Palm Desktop software application. This prevents large number of records from being lost in case of a power failure or system crash.
Check and Repair Any Corrupted Records	Click Check Now to find any corrupted records in Palm Desktop software and automatically repair them. To learn if records are corrupted, look for records that have invalid categories.


Customize Dialog Box

Use the Customize dialog box to do the following:

•	Show or hide application buttons on the Launch bar.

•	Arrange the order of the application buttons that appear on the Launch bar.

Items check boxes	Shows the names of the applications that can appear on the Launch bar. Deselect the application's check box to remove it from the Launch bar.
Move	Changes the order of the application buttons on the Launch bar. Select the item to move, and then click the up or down arrow.


Exporting Non-Private Records Only

If you select Hide Private Records from the View menu and then select the Export command, the Exporting Non-Private Records Only dialog box appears. This dialog box shows that hidden private records will not be exported at this time. To export hidden private records, you must display them.

To show private records before exporting information

1.	Click Cancel in the Exporting Non-Private Records Only dialog box.

2.	From the View menu, choose Show Private Records.

3.	From the File menu, choose Export to start exporting records.


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. Deselect 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 name deletes all the data associated with that user name.

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

No	Cancel deletion of the user name.


New/Edit Address Dialog Box (General Tab)

Use the General tab of the New/Edit Address dialog box to enter or change 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, press Ctrl+Enter.

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.

Street	Type a street address.

City	Type a city.

State	Type a state.

Zip	Type a zip code or other postal code.

Country	Type the country.

Contact Info	Use this area to enter up to five contacts for the person. For each contact, complete the following steps:

1.	Click the selector and select a contact label from the list.

2.	Click the box and type the contact information.

To select which contact displays on your handheld and as the primary contact in the Address Book View pane, click the option button to the left of the label.

Custom	Enter any additional information in the Custom boxes. You can assign labels to the Custom boxes in the Address tab of the Preferences dialog box.

Category	Click the Category selector 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.


New/Edit Address Dialog Box (Note Tab)

Use the Note tab of the New/Edit Address dialog box to enter information related to the current Address Book record.

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

Category	Click the Category selector 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 Palm™ Desktop software application; for example, Edit Address Categories.

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.


New/Edit Event Dialog Box (General Tab)

Use the General tab of the New/Edit Event dialog box to create new events or edit existing events.

Description	Type a description in this box. This text displays in the View pane. You must enter a description or a note.

Time	Set the start and end time of the event in 5-minute intervals by doing one of the following:

•	Type or select 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.

•	Click the No Time option button to create an untimed event.

Note   When you change the start time, the end time automatically updates so that the event's duration doesn't change.

Date	Set the date by doing one of the following:

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

•	Click the Today button to select today’s date.

•	Click the calendar to select a new date.

•	Click the up arrow to move the date forward one month and the down arrow to move the date backward.

Alarm	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.

•	Click the Time selector and select the amount of time before the event to sound the alarm.

•	Click the Time unit selector and select Minutes Before, Hours Before, or Days Before.

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

Private	Select to mark the event private.


New/Edit Event Dialog Box (Repeat Tab)

Use the Repeat tab of the New/Edit Event dialog box to set a repeat interval and ending date for repeating events.

Repeat options	Select the frequency for the event to repeat: None, Day, Week, Month or Year.

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 End 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.

Repeat On	Click the day of the week the event occurs.

(Weekly only)

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

Private	Select to mark the event private.


New/Edit Event Dialog Box (Note Tab)

Use the Note tab of the New/Edit Event dialog box to type or edit information related to the event.

Private	Select to mark the event private.


New/Edit To Do Dialog Box (General Tab)

Use the General tab of the New/Edit To Do dialog box to create or edit reminders for tasks.

To Do Description	Type or edit the description text for the To Do List item.
Priority	Set a priority level from one to five. One is the most urgent. Five is the least urgent.
Due	Change an item's due date by typing a date, or by clicking the calendar and selecting a new date. If the item has no due date, click the No Due Date option button.
Complete	Change an item’s status to complete by selecting this check box.
Category	Assign the selected item to a category by clicking the Category selector and selecting a category from the list. Create, rename, or delete categories by clicking the Category selector and selecting Edit Categories from the list.
Private	Mark an item private by selecting the check box.
New	Click the New button to save the changes to the current item and to create a new item.


New/Edit To Do Dialog Box (Note Tab)

Use the Note tab of the New/Edit To Do dialog box to enter information related to the current To Do item.

Note area	Type any information related to the current To Do item.

Category	Click the Category selector to choose a category for the item. Choose Unfiled to remove an assigned category. Choose Edit Categories to create a new category.

Private	Select this check box to make the item private.

New	Click the New button to save the changes to the current To Do item and create a new item.


New/Edit Memo Dialog Box

Use the New/Edit Memo dialog box to create and edit memos.

Memo area	Type or edit the contents of the memo.
Category	Assign the selected memo to a category by clicking the Category selector and selecting a category from the list. Create, rename, or delete categories by clicking the Category selector and selecting Edit Categories from the list.
Private	Mark a memo private by selecting the check box.
New	Click the New button to save the changes to the current memo and create a new memo.


Export As Dialog Box

You can export information to various supported file formats.

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

Export	Select the folder in which to save the file.

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

Export Type	Click the Export Type selector and select a file format from the list.

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 Palm™ Desktop software 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."
Search Extensions	Looks for the information to find in all Palm Desktop Extensions that are installed. This option is dimmed if Extensions aren't installed.
Find	Starts the search.
Location List Box	Displays the records that contain the text you specified.
Go To	Goes to the selected record. Tip   You can double-click text in the Location list to go to the record.