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®
MODEL
OZ-5600
ELECTRONIC ORGANIZER
OPERATION MANUAL
Quick Start ............................................. 8
Getting Started .................................... 41
General Operation ............................... 55
Time Management ............................... 69
Creating Your Own Database ............. 95
Memo and Outlining .......................... 103
Desk Accessories .............................. 117
Money & Account Management ........ 133
Features and Utilities for
Added Power ..................................... 161
Using the Optional Peripherals ......... 169
Personalizing Your Organizer ........... 183
Appendices ........................................ 191
2
®
SHARP ELECTRONICS CORPORATION
Sharp Plaza, Mahwah, New Jersey 07430-2135.
SHARP CORPORATION
PRINTED IN JAPAN
95G16T(TINSE1240PCZZ) ➀
Introduction
Congratulations on purchasing the OZ-5600 Organizer.
Please read this operation manual thoroughly to familiarize yourself with all the features of the unit and to ensure years of reliable operation. You may also find it useful to keep this operation manual on hand for reference.
Some of the accessories described in this manual may not be available at the time you purchase this product.
Check with your local SHARP dealer concerning availability.
All company and/or product names are trademarks and/or registered trademarks of their respective manufacturers.
NOTICE
•
SHARP strongly recommends that you keep separate permanent written records of all important data. Data may be lost or altered in virtually any electronic memory product under certain circumstances. Therefore,
SHARP assumes no responsibility for data lost or otherwise rendered unusable whether as a result of improper use, repairs, defects, battery replacement, use after the specified battery life has expired, or any other cause.
•
SHARP assumes no responsibility, directly or indirectly, for financial losses or claims from third parties resulting from the use of this product and any of its functions, such as stolen credit card numbers, the loss or alteration of stored data, etc.
•
The information provided in this manual is subject to change without notice.
1
Contents
2
Introduction ...................................................... 1
Contents ........................................................... 2
Quick Start ........................................................ 8
Answers to Commonly Asked Questions .... 32
What Your Organizer Can Do ........................ 36
About this Manual .......................................... 37
Conventions Used in this Manual ................ 39
Caring for the Organizer ................................ 40
Chapter 1 Getting Started ............................ 41
Part Names and Functions .......................... 42
Getting the Organizer Up and Running ....... 43
Installing the batteries .................................... 43
Initializing ....................................................... 44
Setting up the Organizer after Initialization . 45
Welcome messages and instructions ............ 45
Setting the Owner’s Information .................... 45
Setting the Clock ........................................... 46
Setting the User’s Preferences ...................... 47
Tel/User File Templates ................................ 47
Setting the Start-up Display ........................... 48
Setting the Password and Locking the
Organizer ....................................................... 49
Setting the World City .................................... 49
To start working with the Organizer ............... 49
Turning the Organizer on and off .................. 50
Backlight ........................................................ 50
Setting the LCD contrast to suit various lighting conditions .......................................... 50
Turning off the initial display .......................... 51
Turning the key beep on and off .................... 51
Getting to Know Your Organizer .................. 52
Applications ................................................... 52
Menu operations ............................................ 52
Pop-up menus ............................................... 52
The keyboard ................................................. 53
Display symbols ............................................. 53
Built-in help and other messages .................. 54
Chapter 2 General Operation ....................... 55
Opening an Application ............................... 55
Selecting the Display Modes ....................... 56
Index mode .................................................... 56
View mode ..................................................... 57
Edit mode ....................................................... 57
Creating a New Entry .................................. 58
Editing an Existing Entry ............................. 59
Editing Techniques ...................................... 59
Fields ............................................................. 59
The cursor ...................................................... 60
Typing in text ................................................. 60
Moving around the display ............................ 61
Inserting and overwriting text ........................ 61
Deleting text ................................................... 61
Working with blocks of text ............................ 61
Scrolling the display ................................ 62
Finding Specific Entries in Your Organizer .. 63
Using Index mode .......................................... 63
Using keywords ............................................. 63
By date ........................................................... 64
Deleting Entries ........................................... 65
Deleting single entries ................................... 65
Deleting entries using the application menu . 65
Checking the Time and Date ....................... 66
Checking the Memory ................................. 67
The TOOLS Menu - the Organizer’s Basic
Utilities ......................................................... 68
Chapter 3 Time Management ....................... 69
The Calendar Application ............................ 69
Selecting a Calendar view ............................. 69
The Monthly view ........................................... 70
The Monthly view: Monthly Goals display ..... 70
The Weekly view ........................................... 71
The Daily view ............................................... 71
Finding entries using the Calendar views ..... 72
Selecting a date ............................................. 72
Making new Schedule, To Do and
Ann entries ..................................................... 72
The Calendar application menu .................... 73
The Schedule Application ............................ 74
Making new entries ........................................ 74
Finding Schedule entries ............................... 75
Moving appointments and editing entries ...... 75
Deleting entries .............................................. 76
Selecting a specific date ................................ 77
Making entries for recurring and extended events ............................................................ 77
Setting a Schedule alarm .............................. 79
The Schedule application menu .................... 80
The To Do Application ................................. 80
Making new entries ........................................ 80
Finding entries using Index mode ................. 82
Controlling how the Calendar displays
To Do information .......................................... 83
Using keywords ............................................. 83
3
4
Editing entries ................................................ 84
Checking off completed entries ..................... 84
Using categories ............................................ 85
Deleting To Do entries ................................... 88
The To Do application menu ......................... 89
The Ann (Anniversary) Application .............. 90
Making new entries ........................................ 90
Finding entries ............................................... 91
Editing Ann entries ........................................ 92
Deleting Ann entries ...................................... 92
The Ann application menu ............................. 93
Chapter 4 Creating Your Own Database ..... 95
The Tel and User File Applications .............. 95
Selecting a file ............................................... 96
Creating new entries ...................................... 96
Finding entries ............................................... 96
Editing entries ................................................ 97
Deleting file entries ........................................ 98
The Tel application menu .............................. 98
The User File application menu ..................... 98
Customizing the Tel and User File
Applications ................................................. 99
Changing file names ...................................... 99
Configuring fields ......................................... 100
Customizing the Index display ..................... 101
Modifying the Index sort order ..................... 101
Modifying the templates ............................... 102
Chapter 5 Memo and Outlining .................. 103
The Memo Application ............................... 103
Creating documents .................................... 103
Finding entries ............................................. 104
Editing Memo entries ................................... 105
Deleting Memo entries ................................. 105
Changing the way text is displayed ............. 106
Turning word wrap on and off ...................... 107
The Memo application menu ....................... 107
The Outline Application ............................. 107
Creating an outline ...................................... 107
Locating outlines .......................................... 109
Displaying full topics .................................... 109
Revising outlines ......................................... 110
Deleting Outline topics ................................. 112
Using subtopics (children) ........................... 113
The Outline application menu ...................... 116
Chapter 6 Desk Accessories ...................... 117
The Calc (Calculator) Application .............. 117
Using the arithmetic calculator .................... 117
The paperless printer ................................... 118
Calculating dates ......................................... 120
Using the Calculator with other applications .................................................. 121
When E appears .......................................... 122
Cost/Selling price/Markup and Cost/
Selling price/Margin calculations ................. 122
Setting the number of decimal places ......... 123
Calculation examples .................................. 124
The Calc application menu .......................... 125
The Clock Application ................................ 126
Changing the Local city ............................... 126
Setting the time and date ............................ 127
Checking the time in a city .......................... 128
Adding a User-defined city .......................... 129
Daylight Saving Time (DST) ........................ 130
Setting daily alarms ..................................... 130
The Clock application menu ........................ 132
Chapter 7 Money & Account
Management ................................................. 133
Money Tracking application ....................... 133
What it can do .............................................. 133
Introducing Money Tracking concepts ......... 133
Things to Know about Money Tracking ....... 134
Setting up Money Tracking accounts .......... 135
Viewing account information ....................... 137
Editing or viewing account details ............... 137
Entering Money Tracking transactions ........ 137
Viewing account transactions ...................... 140
Displaying transactions in detail:
View mode ................................................... 141
Editing/updating existing transactions:
Edit mode ..................................................... 141
Listing all transactions ................................. 142
A closer look at Money Tracking transactions ................................................. 142
Using the Filter to display selected transactions ................................................. 143
Canceling an active Filter ............................ 145
About Categories ....................................... 145
Using the pre-defined Categories ................ 145
Adding your own Categories ....................... 146
Editing Category names .............................. 146
Using Categories ......................................... 147
The SPLIT function ...................................... 147
Automatic transfers ...................................... 149
Making a transfer for a SPLIT transaction ... 151
Account balancing & reconciliation ........... 152
Performing account balancing ..................... 152
Marking transactions as CLEARED ............ 152
5
6
Postponing the ACCOUNT BALANCING procedure ..................................................... 153
Balancing the account and reconciling the transactions ................................................. 154
Handling unbalanced accounts ................... 155
Removing transactions after account balancing ..................................................... 156
When the Organizer is Locked .................... 156
Deleting Money Tracking entries ................. 157
Money Tracking application menu ............... 160
Chapter 8 Features and Utilities for
Added Power ................................................ 161
Copying or Moving Blocks of Text ............. 161
Copying or Moving Entries ........................ 162
The Time Stamp and Date Stamp
Functions ................................................... 163
The Word Key ........................................... 164
Defining your words or phrases ................... 164
Inserting a word or phrase ........................... 164
Editing a word or phrase .............................. 165
Deleting a word or phrase ........................... 165
The Filter Function .................................... 165
Turning the Filter on .................................... 165
Turning the Filter off .................................... 166
Deleting filtered entries ................................ 166
Special Characters .................................... 167
Chapter 9 Using the Optional
Peripherals ................................................... 169
The Peripherals Menu ............................... 169
Printing from the Organizer ....................... 170
Setting printer emulation ............................. 170
Printing the current display .......................... 171
Printing a single entry .................................. 171
Printing a specified group of To Do entries .......................................................... 171
Printing Schedule entries for specific periods ......................................................... 172
Printing all entries ........................................ 172
Transferring Data....................................... 173
Transferring between OZ-5600
Organizers ................................................... 174
Exchanging data with other Organizers ...... 176
The IN BOX and IN BOX VIEWER ........... 178
Removing entries from the IN BOX ............. 178
Assigning entries to IN BOX from applications .................................................. 179
Exchanging Information with a Personal
Computer ................................................... 180
Points to remember when using peripherals ................................................. 181
Chapter 10 Personalizing Your
Organizer ...................................................... 183
The Start-Up Display ................................. 183
Selecting the start-up display ...................... 183
Responses to the start-up display ............... 184
Setting the Owner’s Information .................. 185
Locking the Organizer ............................... 186
Turning on the Lock ..................................... 186
Marking/unmarking entries as Secret .......... 187
Accessing Secret entries ............................. 187
Automatic Relocking .................................... 188
Changing or deleting the password ............. 188
If you forget your password... ...................... 188
Changing the Calendar Display Format .... 189
Setting the monthly format .......................... 189
Setting up the default Calendar view .......... 189
Setting up the date format ........................... 190
Selecting the Bold display font .................. 190
Appendices ................................................... 191
A. List of Key Notations ............................. 191
B. Resetting the Organizer ........................ 196
All reset operation ........................................ 197
C. Troubleshooting .................................... 198
D. Battery Replacement ............................ 198
General guidelines ....................................... 198
Replacing the operating batteries ................ 199
Replacing the memory backup battery ........ 200
E. Specifications ........................................ 202
Index .............................................................. 205
7
8
Quick Start
Important things to do
1.
Complete and return the Blue registration card. This allows Sharp to notify you of new products and accessories for your Organizer as they become available.
2.
Please read through this Quick Start section.
Even if you hate reading manuals, this section will get you up and running with your
Organizer in just a few minutes. The
Organizer has been carefully designed to be extremely easy to use, but it will help you greatly to go through this quick introduction to setting up and using your Organizer.
3.
Read through the section for answers to commonly asked questions. There is a good chance that many general questions you may have about your Organizer will be answered in this section.
HELP
4.
Press 2nd H any time you need help using a particular application on the
Organizer. The on-screen help facility provides you with a quick reference guide explaining various options and their functions.
Installing or replacing the batteries
1.
Set the battery replacement switch on the bottom of the
Organizer to “REPLACE BATTERIES” (so the red dot appears). (Fig. 1)
2.
Remove the operation battery cover and remove old batteries. (Fig. 1)
3.
Insert the two batteries on top of the ribbon tab, as shown in the diagram (Fig. 2)
4.
Replace the operation battery cover. (Fig. 3)
5.
Set the battery replacement switch to “NORMAL
OPERATION”. (Fig. 3)
Fig. 1
Fig. 2
Fig. 3
9
10
Initializing the Organizer
After you install the batteries for the first time, you must initialize the Organizer before using it.
1.
Press the LOCK button and open the Organizer.
CANCEL
2.
While holding down the ON key on the keyboard, push the RESET button on the back of the
Organizer with a pen or a similar object.
3.
When the confirmation message appears, press Y to initialize the Organizer.
The Organizer then takes you through the set up procedure, starting with adjusting the LCD contrast.
ON
#Q-3-3
4.
Press liking.
or to adjust the LCD contrast to your
5.
Press ENTER .
You may have to wait for about 10 seconds before the next screen appears.
Note that the Start-up continues with “Setting up the
Organizer” on p.12.
#Q-3-4
11
12
Setting up the Organizer
After initializing the Organizer and adjusting the LCD contrast, or after restarting with the SET UP option selected for
START-UP mode, the following steps occur.
1.
The welcome screen appears, introducing you to the
Organizer’s features. Press ENTER to continue.
#Q-4-1
2.
After the User Setup introduction appears, press
ENTER to continue.
3.
After you have read the User Setup Basic Instructions, press ENTER to continue.
#Q-4-2
4.
Enter the Owner Information, pressing to move to the next field. (Don’t worry if you make a mistake, you can change the Owner Information anytime; see Chap.10.)
5.
Press ENTER to store the information you entered.
6.
After the Owner Information confirmation screen appears, press ENTER to proceed with setting the Clock.
#Q-4-3
7.
You must select your local city before setting the time. If your city is not shown, press SPACE and select USER CITY2, then set up your city later (see
“Adding a User-defined city” in the Clock application, Chap.6).
8.
Press ENTER when your city is selected.
9.
If your country is currently using Daylight Saving
(Summer) Time, press Y , otherwise press N .
10. Next, enter the current time in your city, then press
.
Single-digit hours or minutes should be preceded by “0”, eg. 0533. Press
AM
+ /–
or
PM
ª
for AM or PM respectively.
#Q-4-4
#Q-5-6
11. Select the time system you want to use, ie. 12- or
24-hour clock. Press .
12. Press
˜
and select today’s date from the pop-up calendar, then press ENTER .
Use and to select the month and the cursor keys to select the day.
#Q-5-6 (showing pop-up calendar
& callout text)
13. Press ENTER to save.
14. The User Setup screen is displayed. After reading, press ENTER to continue customizing your unit with User's Preferences.
13
14
User’s Preferences
#Q-6-2
1.
TEMPLATES
Built-in templates have been created for the Tel and User File applications. There are three telephone files and three user files that can be customized to meet your specific needs.
To customize your Tel files highlight TEL TEMPLATE and press ENTER . Use the cursor to highlight the file you would like to customize. Press
˜
to bring up a list of template options. Highlight your choice and press
ENTER to save.
To customize your User File files, highlight USER FILE TEMPLATE and press ENTER . Follow the steps above.
2.
START-UP DISPLAY
Highlight START-UP DISPLAY and press ENTER . This allows you to choose what you want to see when you turn on the Organizer. Highlight your choice and press ENTER to save.
START-UP ON: displays Owner Information on start-up and requires password if ASK
PASSWORD is set to ON.
OFF: Background appears only.
SETUP: displays User Setup screens on start-up.
BACKGROUND – User can select the background to be displayed on start-up.
ASK PASSWORD – ON: A password is required on start-up if START-UP is also set to ON.
OFF: No password is required.
3.
MORE CLOCK SETTINGS
Allows you to choose the World city to be used in the clock display. Use the cities. Highlight your choice and press ENTER to save.
and to scroll through
4.
LOCK ORGANIZER
Allows you to assign a password which will be needed in order to access entries marked as Secret.
5.
START ORGANIZING
At any time you can start to actually use the Organizer by highlighting START ORGANIZING and pressing
ENTER .
The Calendar application opens with today’s date selected.
15
16
Making your first entry (in the Tel application)
1.
Press .
2.
Press NEW .
3.
Type in the name, telephone number and address of the person or company you want to store.
The dark outline around a field indicates that it is selected for entering information.
#Q-8-1
Indicates that the entry is in Edit mode, so it is being added or can be modified.
Use to move between fields. Use BS or DEL to correct mistakes. Use to move to a new line in the name and address fields.
4.
Press ENTER when finished to store the new entry.
Recording an appointment
1.
Press , then press NEW .
2.
Today’s date has been given automatically. If you want to use a different date, move up to the DATE field and press
˜
.
Press or to select the desired month, then use the arrow keys to select the day of the appointment. Press ENTER when done.
3.
Move to the TIME field and type in the start and end times for your appointment, then press .
4.
Type in a description for the appointment (eg. “Meeting with
John”).
5.
Press ENTER to store the entry.
#Q-9-1
#Q-9-2
17
18
Changing an appointment
Appointment times can frequently change. Instead of re-typing a new appointment and deleting the old one, you can change an existing appointment easily.
1.
Find the Schedule entry you want to move.
2.
Press EDIT .
#Q-10-1
3.
If the appointment time has changed, enter the new start and/or end times.
4.
If the date has changed, move to the DATE field, press
˜ and select the new date from the pop-up calendar, then press ENTER .
#Q-10-2 (showing pop-up calendar and new date selected)
5.
Press ENTER to store the revised appointment.
#Q-10-3 (with new date)
Entering a To Do item
1.
Press then press NEW .
2.
Enter a description of the task to be done, then press .
3.
Enter the DUE DATE, which is the date by which the task must be completed.
#Q-11-1
You can assign a priority number which can be used to sort the entries in Index mode.
Press to mark any entry as completed.
Up to five category fields can be used to selectively access groups of entries using the Filter function.
4.
If desired, enter any other information.
5.
Press ENTER to store the entry.
#Q-11-2
6.
Press .
The To Do index appears, showing you the list of all To Do items.
19
20
Using the Calendar views
The Calendar provides three different views: Monthly, Weekly and Daily. Each of these views allows you to see information stored using the Schedule, To Do and Ann applications.
1.
Press by pressing
. If the Monthly view does not open, select it
, selecting VIEWS and then MONTHLY.
White-on-black display indicates an
Ann entry recording an anniversary or some other annual event.
An exclamation mark indicates a To Do item on this day.
A lower dot indicates a Schedule entry during the afternoon or evening.
An upper dot indicates a Schedule entry during the morning.
2.
Use the cursor to highlight a date, then press ENTER to switch to the Weekly view.
#Q-12-1
If you de-select HIDE
MONTHLY GOALS from the menu, the nextmonth view will be replaced by the
MONTHLY GOALS.
Press to display additional information for this day.
#Q-12-2
3.
Use the cursor to move to a selected day of the week, then press ENTER to switch to the Daily view for that day.
#Q-12-3
Press to mark the selected entry as completed.
4.
Use and to select an entry, then press ENTER display its full details in the application used to create it.
to
You can also switch views by pressing .
You can press NEW to open CALENDAR ACTIVITIES, which allows you to make a new entry for the Schedule, To Do and Ann applications.
Shaded areas on the time bar indicate appointments. Black areas indicate appointment conflicts.
21
22
Editing an entry
1.
Find an entry that you wish to change (a change of address in the Tel application is shown here as an example).
2.
Press EDIT to go to Edit mode.
3.
Move to the field you want to change.
#Q-14-1 (TEL entry with description highlighted)
4.
Make any desired changes.
NOTE: You can clear any field by pressing NEW . You can highlight any text using and the cursor keys, and then delete the text (by pressing DEL ) or cut the text (by pressing 2nd to paste it elsewhere.
If you make a mistake and want to restore the original entry, simply press .
Deleting an entry
1.
In any application, select an entry that you want to delete in Index mode, or display it in View mode.
2.
Press DEL .
A confirmation message appears.
#Q-15-1
3.
Press Y to confirm the deletion.
23
24
Deleting multiple entries
1.
Switch to the application in which you want to delete multiple entries.
2.
Press and select DATA DELETION then press ENTER .
3.
Select the group of entries you want to delete and press ENTER .
(The menu choices will vary depending on the application.)
4.
A confirmation message will appear. Press Y to delete the selected items.
#Q-15-2
Searching for information anywhere in the Organizer
1.
Press 2nd .
2.
Type in any text stored in the entries you want to find.
#Q-16-1
3.
Press
˜
and select the application to want to search in using and , then press ENTER .
The application you were using last will always appear as the default.
4.
Press ENTER to begin the search.
#Q-16-2
5.
Press to see additional entries that contain the searched text, then press ENTER when you find the desired entry.
25
26
Finding an entry using Index mode
The Index modes for Schedule, Tel, User File, Ann, Memo, Outline, and Money Tracking are very similar.
1.
Select an application and press to go to
Index mode if it is not already displayed.
#Q-17-1
2.
Use and the entry you want.
to scroll through the list until you find
Type the first letter of the entry to jump to the closest position in the Index list.
3.
Press ENTER to view the desired entry once it is selected.
#Q-17-2
You can also press EDIT to edit the entry, or DEL to delete it.
Copying and pasting text between applications
You may want to copy text from one place to another in the Organizer.
1.
Display in Edit mode the entry containing the text you want to copy.
2.
Move to the start of the text you want to copy.
3.
While holding down text you want to copy.
, use the cursor keys to select the
Selected text is displayed in reverse (white-on-black).
4.
Press 2nd to copy the selected text.
5.
Display in Edit mode the entry to which you want to add the copied text.
#Q-18-1
#Q-18-2
6.
Move the cursor to the position you want the copied text to begin, and press 2nd .
#Q-18-3
27
28
Using the Calculator
In addition to working like a standard calculator, the Organizer’s Calculator can work with figures created in another application.
1.
In Edit mode, find an entry containing some figures you want to calculate.
2.
Use and the cursor keys to select the figures.
#Q-19-1
3.
Press 2nd to copy the figures.
4.
Press repeatedly until the Calculator screen appears.
5.
Press 2nd to bring in the copied figures to the Calculator.
#Q-19-2
You can use the result to perform any other calculations you wish.
Creating a new Money Tracking account
Accounts must be set up before new transactions can be entered.
1.
Press .
2.
Press , select SET UP ACCOUNT and press
3.
When the ACCOUNT LIST appears, press NEW .
ENTER .
4.
Enter the name you want to give the new account, then press .
#Q-20-1
5.
In the TYPE field, press
˜
and select the account type from the pop-up list, then press ENTER followed by .
The type of the account affects the way in which the account is
used. (See Chap.7 for an explanation of account types.)
#Q-20-2
If a BANK or CREDIT CARD account, enter the account’s opening balance as it appears on your latest statement.
Enter any important account information, such as the account number.
Enter any other useful information describing the account.
6.
Press ENTER to store the account.
29
30
Entering a new Money Tracking transaction
You can keep track of your account activities by entering transactions.
1.
Press .
2.
Press , select SET UP ACCOUNT and press ENTER .
3.
From the ACCOUNT LIST, select the account for which you want to enter the new transaction, then press ENTER .
4.
Press NEW to start entering a new transaction.
5.
Today’s date appears in the DATE field as the default, but it can be changed if desired. Press when done.
To change the date, press
˜
and use the cursor keys to select the desired date from the pop-up calendar, then press ENTER .
6.
Enter any other information desired in the appropriate fields, pressing to move to the next field.
#Q-21-1
7.
After you enter the AMOUNT, press fields are displayed.
. The remaining
#Q-21-2
8.
Select an optional CATEGORY by pressing
˜
, or type in a new category name. Press .
9.
Enter additional information in the SPECIAL field if desired.
10. Press ENTER to store the transaction.
Use and to select. Wording used varies according to account type, although the debit appears on the left and credit on the right.
Correct punctuation is inserted automatically.
Optional category used to select certain groups of entries using the Filter.
Enter any text you want to describe the transaction.
Used for account balancing; change this to
CLEARED when you have checked the transaction on your statement (if applicable).
31
Answers to Commonly Asked Questions
Q: My batteries only lasted for two months. Is there something wrong? Will I lose data in memory when I change the batteries?
A: There is probably nothing wrong with your Organizer.
Battery life will vary from user to user. A number of factors will affect battery life, especially how much the
Organizer is used. The battery life is rated at 70 hours of continuous use. Assuming an average of one hour per day of continuous use, you would get about two months of battery life.
When you change the main operating batteries, the back-up battery will protect data in memory. Be sure to follow the directions carefully when changing the batteries.
An optional battery case is available, which will extend the life of your operating batteries.
32
Q: I have an older model of the SHARP Organizer and imported the data into this Organizer. But when I went to the Tel application in my new Organizer, all of my entries looked strange. Some words were split in two and some lines ended too early.
The entries don’t look like this in the other
Organizer. What can I do?
A: In certain applications, such as Tel, the number of characters allowed per line is different from that of other Organizer models. This means that the new line characters you entered in the older Organizer will not produce the same formatting in this unit. You will need to edit the relevant entries and reformat them by deleting old new line characters and entering new ones.
Q: I saw the message “There is not enough memory...” after trying to store an entry. What does this mean?
A: You have filled your unit with information. Here are some things you should try in order to free up some memory:
1. Check for old Schedule items. Delete those you no longer need. You can delete all Schedule entries for an entire month using the Calendar menu.
2. Check for completed To Do items. You can delete all completed To Do items using the To Do menu.
3. Check for old Money Tracking transactions. If they have cleared, you should remove them after performing Account Balancing.
Q: I want to print out my information. What do I need?
A: Here are the things you will need:
1. The SHARP CE-IR1 wireless interface for printers.
2. A standard PC printer cable.
3. Any parallel PC printer that emulates one of the following printers:
Canon
IBM
BJ-10e series
ProPrinter series
Epson
Hewlett-Packard
FX series, LQ series
LaserJet series
Most printers, including portable ink-jet printers on the market today, emulate at least one of these printers. Check with your local computer dealer for more information about printers.
Q: How can I back up my data?
A: It is important to always have a back-up of your important information. Here are some ways of doing this:
1. You can print out a hard copy using the optional accessories. See p.170.
2. You can use PC or Macintosh link software either from SHARP or a third party. You will also need one of the various PC-Link cables or the CE-IR2 wireless interface for computers. Check with your local dealer regarding features and availability of these products.
Q: I can’t seem to turn my Organizer on. I changed the batteries but still nothing happens. What should I do?
A: Check the following before sending the unit in for service: c Check that the battery replacement switch on the back of the unit is in the NORMAL OPERATION position. If the switch is in the REPLACE
BATTERIES position, the Organizer cannot be turned on.
c Check or replace the operating batteries, even if you have just replaced the batteries. It is possible that the batteries were not fresh when you purchased them.
c Press the RESET switch. If the Organizer has been dropped, for example, it may have to be reset. This will not delete your data (as long as you type N at the Initialization prompt). If for any reason data is missing after resetting the Organizer, it was lost before you pressed the RESET switch. The RESET
33
34 switch simply re-starts the Organizer.
If none of the above procedures work, you will need to send the Organizer to a service center. Check the back page of this operation manual for the location of your nearest service center and call for more information.
Q: What happens if I am working on an entry and the auto power off function shuts off the Organizer before I store the entry?
A: You will not lose any information. The next time you turn the Organizer on you will be able to resume exactly where you left off.
Q: Why should I send in the Blue registration card included with the Organizer?
A: This is your way of registering your product with
SHARP, and allows SHARP to keep you informed about new products and software available for your
Organizer. It also gives SHARP valuable information about our users so that we can design products that continue to meet your needs.
Q: What is the Outline application? Why would I want to use it instead of Memo?
A: The Outline application allows you to group and categorize information using a hierarchical structure.
Everyone has a lot of small but important pieces of information that have to be memorized or kept track of in a written record, for example, important personal information: Social Security number, credit card numbers, various ID numbers, account numbers, clothing sizes, etc. Using the Organizer, you could make a number of Memo entries for each piece of information, but a better way to manage the information would be to make a single Outline file called “Personal Information”. This file could then contain a number of headings (such as Car info.,
Travel info., Health info., Financial info., etc.), under which relevant pieces of information could be stored.
This makes it easier to access information and prevents your Organizer from becoming cluttered with hundreds of individual entries.
Additional Outline files could also be made, including: favorite movie list, project management file, To Do lists, price lists, product line-up and specification file, business plans, product proposals, and meeting notes. Many types of information can be more easily and efficiently managed in an Outline structure.
Another use of the Outline application is document
preparation. Many times you might want to write a memo, letter, proposal, marketing plan, etc., but find it difficult to write an entire document from scratch. The
Outline application allows you to capture your thoughts and ideas, then rearrange and categorize them at any time. You can also copy an Outline file and paste it into the Memo application to finish the document there, adding text to the major topics.
35
What Your Organizer Can Do
36
The OZ-5600 is a full-featured, pocket-size information manager with a large, easy-to-read screen. It provides builtin wireless communications facilities for exchanging data with other compatible Organizers and personal computers.
To help you better manage your time and activities, you can record appointments, meetings, or any other information relating to a specific date in the Schedule application; the
To Do application helps you track tasks and goals arranged in a priority you assign to them; the Ann application helps you to remember important annual events such as anniversaries, birthdays or even tax preparations; and the
Calendar displays your Schedule, To Do, and Ann entries clearly in a daily, weekly, or monthly format.
The Tel application is the Organizer’s built-in address book, used to store names, phone numbers and addresses, while the User File application is a simple and easy-to-use database for any important information, entered into categories you set up yourself. Both can be configured flexibly to store and recall the information most important for you.
The Organizer also provides a useful word processing facility. The Memo application allows you to use the
Organizer for everything from simple note taking to creating professional, full-size letters, and the Outline application lets you record and organize your thoughts and ideas using topics and subtopics, easily reorganizing them at any time.
The Calculator performs a full range of mathematical functions as well as convenient date and cost calculations, and the built-in Clock keeps track of both local and international time.
The Organizer’s Money Tracking application allows you to monitor and manage your business and personal finances.
The Organizer combines quick access to your information with the ability to search files using a keyword or heading.
The Filter function makes it possible to select and work with specified entries. You can also share information within or between entries and files. And when a printer is connected to the Organizer (using the optional CE-IR1 wireless interface), you can print your information.
About this Manual
This manual is designed to help you to fully understand the features and use of your Organizer. The first two chapters provide a general introduction and instructions about set-up and initialization, including an overview of the keyboard, the display, and the operations.
Other chapters are organized according to the type of task
(for example, Time Management and Creating Your Own
Database), so that you can concentrate on those functions and features that you specifically need.
This manual consists of 10 chapters and a set of appendices:
Chapter 1. Getting Started
Introduces part names and functions, and shows you how to set up and initialize the Organizer, including how to install the batteries and set the built-in clock.
Chapter 2. General Operation
Introduces the Organizer’s basic concepts and operations, including opening an application, using menus, and the built-in help feature.
Chapter 3. Time Management
Explains those features that help you structure your time and keep track of appointments and important events: the
Calendar, Schedule, To Do, and Ann applications.
Chapter 4. Creating Your Own Database
Explains the Tel and User File applications, which not only store information such as addresses and phone numbers, but can also be configured to manage almost any type of information.
Chapter 5. Memo and Outlining
Explains the Memo application, and how to structure your ideas and writings using a simple outline form in the Outline application.
Chapter 6. Desk Accessories
Explains the Calculator and Clock applications that can be used whenever they are needed.
Chapter 7. Money & Account Management
Explains the Money Tracking application, the Organizer’s sophisticated money and account management utility.
Chapter 8. Features and Utilities for Added Power
Explains how to copy information and other useful features and utilities, filtering selected entries, and more.
1
37
38
Chapter 9. Using the Optional Peripherals
Explains how to print using the Organizer and how to transfer data to and from other Organizers (including previous models).
Chapter 10. Personalizing Your Organizer
Explains how to change the opening display and Calendar display format, and how to use the Secret function as well as the password security.
Appendices
A List of Key Notations
B Resetting the Organizer
C Troubleshooting
D Battery Replacement
E Specifications
Conventions Used in this Manual
The following keyboard and symbol conventions are used throughout this manual:
ON , ENTER and other similar notations indicate keys on the keyboard that should be pressed to perform operations.
Letters and numbers to be entered in examples are shown in italics. For example: lunch indicates that l-u-n-c-h should be typed. Words shown in bold letters such as Calendar indicate names of applications. Words shown in
UPPERCASE indicate menus or menu functions.
Some keys have more than one function, accessed by using them in combination with or 2nd . ‘H’, for example, accesses the HELP screen when the 2nd key is used with it. When a key’s second function is referred to in an explanation, only that function is shown, not the key itself. For example, the instruction to see the HELP screen would be shown as 2nd HELP , not as 2nd H .
The
☞
symbol indicates a tip or an important point you should note.
The Organizer often lets you perform operations in more than one way. These alternatives are indicated by the symbol.
Cross-references to helpful information elsewhere in this guide are marked by the
➛
symbol.
☞
Information messages displayed for the user are given in quotation marks, eg. “Stored!”.
➛
For a full list of key notation, see Appendix A, p.191.
1
39
40
Caring for the Organizer
The Organizer contains sophisticated circuitry and a glass display panel which can be damaged if not handled with care. A few precautions should be taken regarding the
Organizer’s care to ensure it gives you many years of reliable and trouble-free use.
•
Keep the Organizer away from extreme heat. Do not leave it on the dashboard of a car or near any source of heat. Do not leave it in any place that is extremely damp or dusty.
•
Do not drop the Organizer or subject it to severe impact or extreme force. Bending the
Organizer unduly can damage it.
Wrong
Wrong
•
Do not use extreme force when pressing the keys. Do not use any sharp, pointed object or even your fingernails to press them.
Wrong
•
Sharp or hard objects can scratch and damage the
Organizer. Make sure it is adequately protected when
Wrong carried with other objects. Do not carry it loose in a bag or briefcase: find a pocket or secure compartment within your bag.
•
Clean the Organizer only with a soft, dry cloth. Do not use solvents.
Wrong
•
Do not carry the Organizer around in your back pocket, as it may break when you sit down.
The display is made of glass and is very delicate.
Wrong
☞
Replace the batteries as soon as they become weak
(see p.198). Failing to replace weak batteries may result in leakage or lost data.
CHAPTER 1
Getting Started
This chapter explains everything you need to know to set up and begin working with your
Organizer, from installing the batteries to initialization. The chapter also includes a labeled illustration of the parts of the Organizer, and basic explanation of its key features, from the keyboard to the display and its symbols.
1
41
42
Part Names and Functions
•
•
Display
Shows information, and is used for navigating the various functions.
Numeric keypad
Used for operating the calculator and entering numbers in other applications.
15-pin cable jack
Connects a data transfer cable for computer links and other interfaces, etc.
Application keys
Starts appropriate applications.
Keyboard
For entry of characters and commands.
Lock button
Opens the
Organizer.
Reset button
Initializes and resets the Organizer.
Getting the Organizer Up and Running
Installing the batteries
1.
Set the battery replacement switch on the back of the
Organizer to REPLACE BATTERIES (the red dot becomes visible).
2.
Slide off the operating batteries cover.
1
Battery replacement switch
Locks the battery compartment to prevent access to the batteries.
Infrared port
For wireless communication with other OZ-
5600 compatible
Organizers, etc.
Operating batteries compartment
Holds operating batteries.
Memory back-up battery compartment
Holds memory back-up battery.
3.
Insert the two batteries on top of the ribbon tab, making sure they are positioned correctly according to plus (+) and minus (–) polarity, as shown below.
4.
Replace the cover.
5.
Set the battery replacement switch back to NORMAL
OPERATION (the red dot disappears).
43
☞
The Organizer will not function unless the battery replacement switch is in the NORMAL OPERATION position.
Initializing
The Organizer must be initialized when it is used for the first time.
1.
Press and hold the ON key.
2.
While holding down the ON key, push the RESET button on the bottom of the Organizer using a pen or some other pointed object. The following message will appear.
The Organizer then automatically starts the SETUP utility, so that the owner information, the time and date and various other settings are defined before use.
#1-5 Display
44
3.
Press Y to initialize the Organizer.
The LCD Contrast screen then appears.
4.
If the display is not clear, press
˜
and
¶
until the display is satisfactory.
5.
Press ENTER when ready.
The message “Working...” appears for at least 10 seconds while the Organizer proceeds with the initialization procedure.
Setting up the Organizer after Initialization
The Organizer takes you through the various steps needed to set up the Organizer before use. These steps are described below. We strongly recommend that you complete the entire SET UP procedure before starting to actually use your Organizer.
* Welcome messages and instructions
* Setting the Owner Information
* Setting the Clock
* User’s Preferences
Welcome messages and instructions
After completing the LCD Contrast setting above, the
Organizer displays the following welcome message, briefly outlining its functions.
#1-6 Display
Press ENTER to proceed with the User Setup.
The User Setup introduction appears to explain the operations you are about to carry out.
Press ENTER to continue.
The User Setup Basic Instructions appear to instruct you how to move around the screen during User Setup and normal use.
You can use ˜ ¶ ' §
to move around the screen. You can also use PREV and NEXT to move from field to field.
Press ENTER to proceed with setting the Owner
Information (or CANCEL to exit the SETUP procedure).
Setting the Owner’s Information
The Owner Information comprises your name, address and telephone number. You can choose to have this information displayed each time you turn the Organizer on.
☞
If you make a mistake while entering the Owner
Information, don’t worry! You can amend the Owner
Information easily during normal use, so just proceed with the rest of the User Setup. (see PREFERENCES, p.185)
1.
After pressing ENTER after the previous Basic
Instructions screen, the Set Owner Information screen appears.
#1-7 Display
2.
Enter your name, then press NEXT .
The cursor moves to the TEL NO. field.
1
45
46
3.
Enter your telephone number, then press NEXT .
The cursor moves to the ADDRESS field.
4.
Enter your full address.
Press
➞
ADDRESS.
to move the start of the next line in
5.
Press ENTER when done.
A message appears confirming the Owner Information has now been set.
Press ENTER to proceed with setting up the Clock as described below (or CANCEL to quit the User Setup procedure).
Setting the Clock
In order for the Calendar, Schedule, To Do, and other time-based applications to work correctly, the built-in clock must be set to the correct time, date and city. The Clock application displays the time in two different cities: the
Local city, where the user normally lives or works, and the
World city, which is any other city of the user’s choice.
When the Organizer is first initialized, the Local city is automatically set to New York, and the World city is
London. Before setting the Clock’s correct time, you should first select the Local City for which you want to set the time.
After entering the Owner Information above, the following list of cities appears:
#1-8 Display
6.
If the desired city does not appear, press PREV or
NEXT to display more cities.
You can jump to a particular country by pressing the first letter of that country’s name.
7.
Select the desired city by moving the cursor to it.
☞
If your city does not appear in the list, press SPACE to display the User Cities list, then select USER
CITY2. You can change the name to your city later, using the Clock application menu.
8.
Press ENTER .
The Daylight Saving Time screen appears.
9.
If your city is currently on Daylight Saving Time, press
Y , otherwise press N .
The ADJUST TIME/DATE window then appears.
10.
Enter the local time, preceding single-digit hours and minutes with “0”.
11.
Press PM to select PM or AM for AM, then press
NEXT .
12.
Select the time system you want the Clock to use, then press NEXT .
13.
In the LOCAL DATE field, press
˜
to display the pop-up calendar. Use PREV and NEXT to select the current month, then use the arrow keys to select today’s date.
14.
Press ENTER once the date has been selected.
The pop-up calendar disappears and the date now appears in the LOCAL DATE field.
15.
Press ENTER .
A message appears briefly to inform you that the time and date have now been set.
A new screen then appears to inform you that the basic setup procedure is now complete, and the Organizer is ready for use. However, there are other areas in which you can customize your Organizer further by setting various options.
Press ENTER to continue.
Setting the User’s Preferences
The USER’S PREFERENCES display then appears. There are six choices available.
* Tel Templates
* User File Templates
* Start-up Display
* Lock Organizer
* More Clock Setting
* START ORGANIZING
If you do not wish to set the User Preferences at this time, select START ORGANIZING and press ENTER . The
Calendar application display then appears, and you can begin to use your Organizer.
To set one of the User Preferences, move to the appropriate option and press ENTER .
Tel/User File Templates
The Tel and User File applications each support three files, called 1, 2 and 3, each of which can used to store different kinds of information. The Organizer comes with six different pre-defined formats which allow you to choose what kind of information you want to store in each of the files. See chapter 4, p.95 for details of the various templates.
For SELECT TEL TEMPLATES
File 1 = “TELEPHONE”
File 2 = “CONTACTS”
File 3 = “PERSONAL”.
For SELECT USER FILE TEMPLATES
File 1 = “RESTAURANT”
File 2 = “HOME INV.”
File 3 = “USER FILE”
Each template contains certain fields which determine the kind of information that can be stored in the file. You can change your mind later and switch to using a different template, but some data in your existing entries may be lost as a result.
47
1
1.
With File 1 selected, press
˜
.
The pop-up template list appears.
If you wish to select a different template, select the desired template from the list and press ENTER .
2.
Press NEXT .
3.
Repeat the above steps for File 2 and File 3 if necessary.
4.
Press ENTER when done.
48
Setting the Start-up Display
You can control the way Organizer behaves each time you turn it on, including the background that appears, whether your personal information is displayed and whether a password is required to access the Organizer’s information.
The Start-up display offers three options:
ON – The owner information (name, address, tel.) is displayed each time the Organizer is turned on. This will be useful in case you lose the Organizer, as anyone finding it would then be able to return it to you.
OFF – The owner information is suppressed and the
Organizer returns to the most recently used application.
SET UP – The Organizer will automatically perform the User Setup and User Preferences procedure (ie.
what you are doing now) the next time it is turned on.
However, note that after this has been completed once, the Start-up Display is automatically set to OFF.
1.
In the START-UP field, move to the desired option and press NEXT .
2.
In the BACKGROUND field, you can choose a decorative background to be displayed each time the
Organizer is turned on, then press NEXT .
3.
In the ASK PASSWORD field, select ON if you want to set a password to protect the information in your
Organizer from unauthorized access.
☞
The Organizer only asks for a password if both the
START-UP and ASK PASSWORD fields are set to
ON.
If you set ASK PASSWORD to ON, you must then select
LOCK ORGANIZER from the User Preferences menu, in order to define the password to be used each time the
Organizer is turned on.
4.
Press ENTER when finished.
The User’s Preferences screen reappears.
Setting the Password and Locking the
Organizer
The Organizer provides two levels of security. The first is the password required when the Organizer is turned on whenever the ASK PASSWORD option is set.
The second is the Lock Organizer function, which hides any data entries that have been previously marked as Secret.
Once the Organizer is locked, the Secret entries cannot be accessed until the Organizer is Unlocked, for which the password must be given.
Select this option if you want to define a password and lock the Organizer.
1.
From the User’s Preferences screen, select LOCK
ORGANIZER.
The Set Password and Lock Organizer screen appears.
2.
Enter the password you wish to use whenever the
ASK PASSWORD option is set or in order to unlock the Organizer whenever it has been locked, then press ENTER .
A message appears reminding you to remember your password or keep it in a safe place.
3.
Press ENTER .
The User’s Preferences screen reappears.
4.
Select LOCK ORGANIZER once again in order to
Unlock the Organizer by giving the correct password.
Setting the World City
As well as setting the Local city previously, you can also select the World city, used to display the time in another city of your choice alongside the Local time. When the
Organizer is initialized, the World city is set to London.
To select the World city:
1.
Select MORE CLOCK SETTING from the User’s
Preferences screen.
The CHANGE WORLD CITY screen appears. A list of six capital cities is given, with four cities displayed at one time.
2.
If the city you wish to select does not appear in the list, type the first letter of the desired country and select the desired city from the full list.
3.
Press ENTER once you have selected the desired city.
To start working with the Organizer
After initialization and the User’s Preferences have been set, the Organizer is ready to be used for normal work, such as the entry of information.
1.
Select START ORGANIZING.
The Calendar application opens in the Monthly view.
49
1
2.
Select any application you wish to use by pressing the corresponding key.
Turning the Organizer on and off
Press ON to turn the power on and OFF to turn the power off. The Organizer will not operate if the battery replacement switch is in the REPLACE BATTERIES position.
Auto power off
To conserve battery power, the Organizer will turn itself off if it has not been used for about 12 consecutive minutes.
However, in order to avoid accidentally interrupting data transfers, the auto power-off function is disabled while communicating with other devices.
If the Organizer’s power goes off automatically before an entry you have been working with is stored in an application, the data will not be lost. When you press ON , the Organizer will return to the same operating state as before the power turned off automatically.
50
Backlight
The Organizer provides a built-in Backlight, which allows you to view the display and use the Organizer even in lowlight conditions, eg. in a theater, restaurant, or business presentation. Pressing BACKLIGHT once illuminates the display for around 15 seconds. When already on, press
BACKLIGHT again to turn it off.
If you press 2nd BACKLIGHT , the Backlight will remain on for as long as you continue to use the Organizer, until you have not typed any key for 15 seconds. This is useful if you want to enter or access some information that will take longer than 15 seconds.
The Backlight will not function during the following conditions:
•
When PC-Link mode is active
•
During data transfer
•
During printing
•
When the battery level is very low.
☞
Do not use the Backlight unnecessarily.
•
Since the Backlight drains power from the operation batteries, excessive use of the Backlight will significantly reduce your battery life.
•
Continuous use of the Backlight will, over time, lead to gradual loss of brightness.
If the Backlight is on for 10 minutes per day (e.g. 15 seconds 40 times a day), the brightness will be reduced by half after 10* years (at an ambient temperature of 23
°
C and 65% humidity).
* This figure may vary depending on the surrounding environment.
Setting the LCD contrast to suit various lighting conditions
From time to time, the contrast of the LCD display may have to be adjusted for ideal readability. You may find, for
example, that a contrast setting that was fine for the home or office is not adequate when outdoors or when travelling on public transportation. Follow the procedure below to adjust the LCD contrast.
1.
Press MENU three times to open the TOOLS menu.
2.
Highlight ADJUST LCD CONTRAST, then press
ENTER .
3.
Adjust the contrast by pressing
¶
or
˜
.
4.
Press ENTER when you are satisfied with the contrast.
If for some reason the display is too light or dark for you to read the display and operate the Organizer, you can adjust the contrast easily by first turning off the Organizer, then holding down MENU on the keyboard while pressing ON .
Turning off the initial display
The initial display shows the Owner’s Information and today’s date, and appears each time the Organizer is turned on, unless the display option is turned off by the user.
You may find that you wish to turn off the initial display, so you can resume work immediately the Organizer is turned on.
To turn off the initial message:
1.
Press MENU twice to open the PREFERENCES menu.
2.
Select SET START-UP DISPLAY, then press
ENTER .
The SET START-UP DISPLAY window opens.
3.
In the START-UP field, select OFF, then press
ENTER .
If you make a mistake, press CANCEL and start again.
4.
Press ENTER .
The initial display is now disabled.
➛
For more information about configuring the start-up display, see p.183.
Turning the key beep on and off
The Organizer can be set to make a sound (a beep) each time a key is pressed. This may help you to know whether a key has been pressed properly. The default setting is on, indicated by a musical symbol e on the top of the display.
You can use the TOOLS menu to change the setting.
1.
Press MENU three times to open the TOOLS menu.
2.
Highlight KEY SOUND ON and press ENTER to deselect it. ( ✓ indicates that the option is currently set.)
The key beep is now turned off and the musical symbol e disappears from the top line of the display.
51
1
52
Getting to Know Your Organizer
The OZ-5600 Organizer is a compact yet sophisticated information management device that you can use anytime, anywhere. Its applications and utilities allow you to enter and organize information, and it has powerful communications facilities that enable you to put that information to optimum use when you return to your home or office. You can quickly update your computerized mailing lists, for example, or print out your weekly schedule, or even transfer your notes, letters and memos onto a PC for further processing. The OZ-5600 even has its own word processor that allows you to create finished documents for printing out later.
Applications
Operations on the Organizer are performed using applications. The Organizer’s Calendar and Schedule, for example, are applications that record and display timerelated information. To start an application, press the corresponding key on the top of the keyboard.
When working in one application, you can switch to another application simply by pressing that application key. Data being processed in the first application will be saved, even if the entry is not complete.
Menu operations
Another powerful aspect of using the Organizer is its menu system, which can be used to quickly issue commands and perform operations. Two universal menus, PREFERENCES and TOOLS, are available from all applications. In addition, all applications have a menu for functions and commands that are specific to each application.
Pressing MENU once displays the application menu, which contains the operations and commands specific to the particular application. Pressing MENU successively displays the PREFERENCES, TOOLS and PERIPHERALS menus.
#1-8A
Items that are not currently available in a menu are shown dimmed.
Indicates that there is a submenu for that menu item.
Pop-up menus
The Organizer’s pop-up menus offer a convenient and efficient method of selecting options from pre-defined lists, similar to many of the latest personal computer application software packages. Most applications and functions contain some pop-up fields. When the user moves to one of these fields, the pop-up symbol appears on the right of the field.
Pressing ˜ causes the pop-up menu to appear, containing a list of options or values currently available for that field. You can then select the desired item from the list,
without having to type any text.
In addition, all date fields function as pop-up fields.
Whenever a date can be entered, the user can press
˜ to display the special pop-up one-month calendar. You can use PREV and NEXT to select the desired month, then the arrow keys to select the desired date. You may find this more convenient than typing in the date directly, since the pop-up calendar also shows the days of the week.
#1-8B
The keyboard
The Organizer’s keyboard has a standard layout, just like a typewriter or computer. works just like the Shift key on a typewriter or computer, and CAPS is like the Caps Lock key.
Above the keyboard are the special keys used to start the
Organizer’s various applications, work with the various menus and control the cursor on the screen.
Symbols in white above a key such as ' or : can be accessed by holding down and then pressing the appropriate key.
Functions in blue above a key, such as HELP, can be accessed by pressing the particular key after pressing
2nd . There is no need to hold down 2nd while you press the desired key.
➛
Special symbols and characters, such as “&”, “?” and
“/”, can also be entered by using SMBL . For a full explanation, see p.167.
Display symbols
The following symbols appear at the top of the screen to indicate various operating conditions.
✱ This symbol appears at the top of the display to indicate that the current entry (in View or Edit mode) has been marked as Secret.
➞
➞ These symbols indicate that all information in an entry cannot be shown simultaneously on the display. The additional entries or fields which cannot fit onto the display can be viewed by pressing the displayed arrow key.
2nd
BATT
The 2nd key has been pressed.
The operating batteries are weak and need to be replaced (see p.199).
CAPS
T
CAPS has been pressed. In caps lock mode, all typed letters will be in upper case. Press CAPS again to turn off caps lock.
The Organizer is locked. Entries marked as secret cannot be accessed without first entering the password and unlocking the Organizer (see p.186).
53
1
54 e The key sound is on (see p.51).
All alarms are enabled. When this symbol is not shown, the alarm sound for any alarms that have been set is disabled (see p.131).
Built-in help and other messages
The Organizer has a built-in help feature which acts as a convenient, on-line reference manual. You can call up the
Help feature at any time simply by pressing 2nd HELP .
On-line help is quite extensive, so you may have to call up more than one screen to find the information you require.
When built-in help is not available
On-line help is only available when called from an application screen, ie. not while performing a menu command or some other operation. Pressing 2nd HELP when there is no application display on the screen will have no effect. Help is also not available within the Clock application.
How to use built-in Help
If you press 2nd HELP from any application screen
(excluding Clock), the HELP INDEX appears:
#1-9 Display
To get Help, press the number corresponding to the menu option describing the kind of Help you want. Pressing
CANCEL takes you back to the display you were in previously. After selecting a number, the first page of help for corresponding topic is displayed.
If you make a selection from the above menu, the display that appears will resemble the following example:
#1-10 Display
In this type of display, pressing NEXT takes you to the next page of the display, pressing PREV takes you to the previous page, and pressing CANCEL takes you back to the HELP INDEX menu.
From time to time during normal operation, the Organizer will display messages to guide you through necessary tasks. Many of these messages will give you a choice of commands or ask you to confirm important operations, while others will simply display information for you to read.
In most cases, you must make a selection or simply acknowledge the message before continuing.
Other messages may display information briefly before disappearing.
55
1
CHAPTER 2
General Operation
T his chapter introduces most of the
Organizer’s basic operations. The Tel application will be used for the examples.
However, most of the techniques described here can be applied to all of the Organizer’s applications. Each application is described in detail later on in the manual.
➛
For a full explanation of the Tel application, see p.95.
Opening an Application
To start an application, simply press the corresponding key, located on the top of the keyboard. Each time you press
CALENDAR
TEL
, SCHEDULE , TO DO , ANN , 2nd CLOCK ,
, USER FILE , OUTLINE , MEMO ,
MONEY TRACKING or CALC , the selected application will appear. Any application already being displayed will be hidden whenever a new application is selected. You can always return to another application at the exact point where you left off simply by pressing its key again.
However, only one application at a time can ever be displayed.
2
55
56
Selecting the Display Modes
Once an application is open, you can switch between three basic display modes: Index, View and Edit. Each display mode has its own unique appearance and particular purpose. Index mode is normally the default view when an application is opened, and provides a summary of the individual entries that have been created. Pressing ENTER after selecting a particular entry causes the entry to be displayed in View mode, which shows the full details of the entry. During View mode, the word VIEW appears at the top of the screen, and no entry details may be altered.
Pressing EDIT , either when an entry is displayed in View mode or is selected in Index mode, causes the entry to be displayed in Edit mode. The entry’s details can then be altered as desired. During Edit mode, the word EDIT appears at the top of the screen. Edit mode is also used when an entry is being created (by pressing NEW ).
☞
The Calc and Clock applications do not have Index,
View or Edit modes.
Index mode
Index mode shows you a one line view of each entry within the application. This allows you to easily find a particular entry, which you can then display in full (View mode) by pressing ENTER .
#2-2-1 Display
The currently selected entry.
Other operations:
NEW Creates a new entry for the current application
(in Edit mode).
EDIT
DEL
Displays the currently selected entry and edits it
(Edit mode).
Deletes the currently selected entry.
PREV
NEXT
Displays any previous/subsequent entries not shown.
¶ ˜
Selects an entry.
View mode
View mode allows you to see the full details of an entry, without being able to edit or change it.
Edit mode
Edit mode is used to create a new entry or edit an existing entry.
Cursor
Indicates the selected field.
#2-2-3 Display
2
#2-2-2
Other operations:
NEW Creates a new entry for the current application (in
Edit mode).
EDIT
DEL
PREV
NEXT
¶ ˜
' §
Edits the currently displayed entry.
Deletes the currently selected entry.
Displays any previous/subsequent entries not shown.
Displays any information not shown within an entry.
Other operations:
NEW Clears a selected field.
CANCEL
ENTER
Clears an entry without storing it or cancels an operation and returns to the previous view mode.
Stores an entry in the Organizer’s memory or initiates an operation.
˜ Activates the pop-up menu for a field displaying the “pop-up” symbol.
Moves the cursor.
¶ ˜
' §
PREV
NEXT
Selects a field.
57
Creating a New Entry
In Index or View mode, pressing NEW opens a blank form for creating a new entry.
Make the following new Tel entry:
Name John Smith
Tel.
201-529-8200
Fax.
201-529-9695
Address 123 Main Street, Mahwah, NJ 07430
1.
Press TEL to open the application.
The application opens in Index mode.
2.
Press NEW on the keyboard.
A blank form opens in Edit mode.
#2-3-1 Display
Notice that the cursor has moved to the next line and the size of the field box has been automatically adjusted.
#2-3-2 Display
6.
Type in 201-529-9695 FAX.
7.
Press
˜
or NEXT to move to the ADDRESS field.
➞
8.
Type in 123 Main Street followed by .
Type in Mahwah, NJ 07430.
9.
Press ENTER to store the entry.
The message “Stored!” appears briefly. The entry is now stored in the Organizer’s memory and displayed in Index mode.
➛
For other useful methods available in Edit mode, see below.
58
3.
Type in the name Smith, John.
4.
Press ˜ or NEXT to move to the NUMBER field.
➞
5.
Type in 201-529-8200 and then press .
Editing an Existing Entry
To edit an entry already stored in memory, you must first access the entry in Edit mode (in which it was originally created).
1.
Press TEL to open the application.
2.
Select the desired entry in Index mode.
3.
Press EDIT to open the entry in Edit mode.
4.
Make any necessary changes.
5.
Press ENTER to store the changes when you are finished.
The new, edited entry is now stored, replacing the original entry.
Editing Techniques
This section explains all the general editing techniques used in Edit mode when making a new entry or editing an existing entry in all of the applications. (The Memo application has many additional features for working with text; see p.103 for more information.)
Fields
Most applications divide the display into field boxes. The number of fields in each application varies, as do the types of fields. The different types of field include text fields, a date field, time fields and pop-up fields. There are also a few special types of text fields. In the Tel and User File applications, you can define the number and names of fields according to your preferences (see p.100).
You can type any character into a text field. The size of a text field is limited only by the size of the entry. Text fields adjust their size automatically to accommodate the number of lines entered.
Only a date can be entered in a date field, usually in the format MM/DD/YYYY. For example, you would type
06231996 to enter June 23, 1996.
Only a time of day can be entered in the time field, in the format of HH:MM followed by AM or PM (for AM and
PM). For example, to enter 9:00 AM, you would type 0900 then press AM .
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2
60
When the pop-up symbol
˜
appears by a field while editing an entry, this indicates that a pop-up menu is available for the field. The pop-up menu contains a list of values available for the field, and is used by pressing
˜
and selecting the desired value from the pop-up list. Note that the pop-up symbol only appears next to a field in Edit mode, when the field is selected. When you move out of a pop-up field, the pop-up symbol disappears.
☞
While most pop-up fields require you to select an item from the pop-up menu list, a small number allow to type in text in addition to selecting from the menu.
The cursor
The cursor is used to work with text, indicating the position where text will be entered or deleted. It is also used to select items from menus or lists.
In text fields, where there is no restriction on the type of text
(letters or numbers) that can be entered, the cursor appears as
ß
in insertion mode, or as in overwrite mode
(see p.61).
In the date and time fields, the cursor appears as , indicating that numbers only should be entered in a specified format (see above).
☞
In some text fields or boxes when there is no character at the cursor position, the cursor appears as
_.
Typing in text
Typing in text is simple and straightforward. The
Organizer’s keyboard layout is just like the keyboard on a typewriter or computer.
Letters (lower-case and upper-case)
Any of the standard letters (A to Z) can be entered by pressing the corresponding key. All letters will normally appear in lower case. Hold down either of the keys while pressing letter key(s) to enter upper-case letters.
CAPS functions like a “Caps lock” key on a typewriter or computer. Once pressed, the symbol CAPS will appear in the display. Any letters typed while the Organizer is in
CAPS mode will appear in upper case. To switch back to lower-case mode, simply press CAPS again. To enter lower-case letters while in CAPS mode, hold down while pressing a letter key.
Numbers
Numbers are entered using the numeric keypad located to the right of the display. The numbers are entered regardless of whether CAPS mode is on or off.
Symbols
The symbols that appear in white above certain keys can be entered directly from the keyboard. Holding down while pressing the appropriate key will allow you to enter these symbols. Colons can be entered by holding down
and pressing the ● key. In addition, a large number of special symbols are available by pressing SMBL (see p.167).
Moving around the display
You can move the cursor around the display with the cursor keys
§
,
'
,
˜
, and ¶ . In addition, you can hold any cursor key down for continuous rapid movement.
The following convenient keyboard shortcuts are also available in Edit mode:
2nd '
2nd
§
2nd ¶
2nd
˜
Moves the cursor to the end of the line.
Moves the cursor to the beginning of the line.
Moves the cursor to the first line of a field (or the last line of the previous field if the cursor is already positioned on the first line of a field).
Moves the cursor to the last line of a field (or the first line of the next field if the cursor is already positioned on the last line of a field).
Inserting and overwriting text
To insert text into some existing text, move the cursor past the character after which you wish to insert text and begin typing. Insertion mode is the Organizer’s default setting, indicated by the triangle cursor
ß
. To switch to the overwrite mode, press INS . Any text you enter will replace the existing text. The cursor appears as in the overwrite mode. To switch back to the previous mode, press INS again.
Deleting text
If you make a mistake while entering text, use the following keys to erase the incorrect text, then enter the correct text:
BS Deletes the character before the cursor.
DEL Deletes the character at the cursor’s current location.
DEL Deletes the entire line the cursor is on.
NEW Clears the currently selected field.
Working with blocks of text
Working with a block of text is sometimes easier and more convenient than working with characters one by one. The first step is to select the text to work with.
1.
Hold down the key while using the cursor keys to move over the entire text that you want to work with. This will “highlight” the text (display it in reverse white on black).
2
#2-4-1 Display
61
62
2.
You can now perform a number of operations on the selected text:
BS
2nd
2nd
or DEL
COPY
CUT
Deletes the selected text.
Copies the selected text to the clipboard so that it can later be pasted to another location.
Deletes the selected text from its current location and moves it to the clipboard.
2nd PASTE Replaces the selected text with whatever is currently in the clipboard.
Once text is selected, any new text that is typed in will replace the selected text. This can be useful if you are replacing one block of text with another, as selecting the old text and then typing the new text saves you the trouble of actually deleting it first.
➛
For a full explanation of the Cut/Copy/Paste functions, see p.161.
Scrolling the display
If there is more information than can be displayed at one time, an arrow will appear at the top of the display. The arrows indicate the direction you need to scroll in. Press
˜ or
¶
to scroll the information one line at a time.
Finding Specific Entries in Your Organizer
There are a number of ways that you can locate entries and information in your Organizer. One is to scroll between entries using the NEXT and PREV keys. Others are as follows.
Using Index mode
Index mode gives you a listing of all the entries in a particular application.
It is useful for providing a summary list of the entries contained for that application, from which a desired entry may be selected.
Many applications open in whichever mode was active when they were last used, ie. View, Edit or Index mode.
1.
Press the desired application key.
2.
If it is not already displayed, switch to Index mode by pressing CANCEL .
A list of the existing entries appears.
3.
If the desired entry is not displayed, you can scroll the list of entries by pressing
¶
and
˜
.
#2-5-1 Display
4.
When the desired entry is displayed, select it and press ENTER to see the entry in full.
Using keywords
If you have no idea where an entry is or what letters it begins with, you can use the Search function to find your information easily. For example, suppose that you find a piece of paper with a phone number but no name, and who want to know whose number it is.
1.
Press 2nd SEARCH .
The Search window will open.
2
#2-5-2 Display
2.
Enter the phone number you have found. For example, type 529-8200.
☞
To search only secret entries (see p.186), press 2nd
to check the SECRET ONLY box.
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64
3.
Press ˜ , select TELEPHONE and press ENTER to close the pop-up list and then again to begin the search operation. If you are not sure about which application to search, select ALL to search all applications.
#2-5-3 Display
By date
You can use the various Calendar views to quickly and easily find information related to a time and/or date.
1.
Press CALENDAR .
The calendar appears in the preset view.
The Organizer will now display the first entry that contains the text or “keyword” that you entered.
#2-5-5 Display
2.
Select a day using the cursor keys, then press
ENTER to see the Weekly view.
#2-5-4 Display
#2-5-6 Display
3.
Press ENTER again to see the Daily view.
If there is more than one entry that contains the keyword, press NEXT until you find the entry you are looking for.
Then press ENTER when you have finished searching.
☞
If you highlight text in an entry before pressing 2nd
SEARCH to begin a search, the text is automatically entered as the search keyword.
#2-5-7 Display
4.
In the Daily view, highlight an entry and press
ENTER to display the details of the entry.
➛
For more information about using the Calendar application, see p.69.
You can open the Calendar menu by pressing
MENU to select the desired Calendar view.
Deleting Entries
Entries in the Organizer can be deleted using either the
DEL key or the application menu.
Deleting single entries
1.
Open the desired application.
2.
Select the entry in Index mode.
3.
Press DEL on the keyboard.
A confirmation message appears asking if you are sure you want to delete the selected entry.
4.
Press Y (or N to cancel the deletion).
Deleting entries using the application menu
You can also make deletions using the application menu.
The DATA DELETION submenu allows you to do this flexibly and easily.
1.
Open the desired application.
2.
Select the entry in Index mode or display it in View mode.
3.
Press MENU to open the application menu.
4.
Select DATA DELETION, then press ENTER .
2
65
66
The submenu appears.
#2-6-1 Display
Deletes a selected entry.
Deletes Filtered entries.
Deletes all entries in TEL 1, TEL 2 or TEL 3 file.
Deletes all entries in all TEL files.
Checking the Time and Date
1.
To check the current date and time, press 2nd
CLOCK .
#2-7-1 Display
5.
Select SELECTED ENTRY, then press ENTER .
A warning message appears asking if you are sure you want to delete the entry.
6.
Press Y (or N to cancel the deletion).
2.
Press any other application key to close the Clock application.
➛
For a full explanation of the Clock application, see p.126.
Checking the Memory
The Organizer has a certain memory capacity in which operations are carried out and data that has been entered, such as phone numbers and memos, are stored. When the amount of data already stored approaches the Organizer’s maximum memory capacity, you may not be able to store an entry or the data being processed may be lost when you change applications. To avoid these problems, you should check the remaining memory space regularly and free up space when necessary by deleting out-of-date entries. The
Check Memory function allows you to easily check the amount of free memory available in the Organizer, and thus avoid the inconvenience of running out of memory and losing data.
1.
Press MENU three times to display the TOOLS menu.
2.
Select CHECK MEMORY, then press ENTER .
The display shows the summary of the Organizer’s memory usage and availability.
3.
Press ENTER or CANCEL to close the display.
☞
Even if the display shows a small amount of free memory available, that amount may be insufficient for certain operations to work properly. You are strongly recommended to carry out regular “housekeeping” by deleting unwanted or out-of-date information to prevent the memory becoming full.
2
#2-8-1 Display
67
68
The TOOLS Menu - the Organizer’s Basic Utilities
Many of the Organizer’s basic utilities are accessed through the TOOLS menu. The menu is also used to set up and configure certain features, such as the display contrast and the WORD key. An illustration and summary of the TOOLS menu (including page references where full explanations can be found) are provided below.
Adjusts the contrast of the LCD display (see p.50).
#2-9-1 Display
Stores entries transferred from other units (see p.178).
Shows the amount of free and used memory (see p.67).
Displays all characters in bold type (see p.190).
Use to assign words to the
WORD key (see p.164).
Turns the alarm sound for stored alarms on and off (see p.131).
Turns the key beep on and off (see p.51).
Other important facilities and functions are provided via the
PREFERENCES menu, which allows you to tailor the
Organizer and is described in Chapter 10, and the
PERIPHERALS menu, which provides commands for printing and data transfer, described in Chapter 9.
CHAPTER 3
Time Management
T he Organizer’s Calendar, Schedule,
To Do, and Ann (Anniversary) applications let you structure and manage your time easily, whether scheduling appointments or giving reminders about important people and events. The explanations and examples in this chapter will give you the information you need to make all of the time management features of these applications work for you on a daily basis.
The Calendar Application
The Calendar represents the Organizer’s most central utility. It serves as a calendar that you can reference at any time for the correct date, and also as a time management utility, indicating important dates so that you can keep track of your time and appointments. The application performs as a highly sophisticated calendar that can display details of any month from January 1901 to December 2099. The
Calendar also provides you with a convenient way of accessing, viewing and making new entries in the Ann,
Schedule, and To Do applications.
Selecting a Calendar view
The Calendar application is used to display and indirectly access information about time and dates. The Calendar provides you with three ways of viewing the information:
Daily, Weekly, and Monthly. The default view is the
Monthly view with the next month displayed as well, but you can customize the Calendar to display the desired view each time you open the application.
The different views are linked by the selected date, which means that you can switch from one view to another and the selected date will not change.
To change from the monthly view, select the desired date then press the ENTER button to display the Weekly view.
Pressing the ENTER button again will display the Daily view for the selected date.
69
3
You can also use the menu to select a particular
Calendar view directly, regardless of which view you are already using.
1.
Press MENU to open the application menu.
2.
Select VIEWS and press ENTER .
3.
Select VIEWS and select the desired view in the sub menu and press ENTER .
☞
You can change Calendar application’s initial display.
Select SET UP MONTHLY VIEW from the Calendar menu, then select the preferred default view (Monthly or Daily).
The Monthly view
The Monthly view is the Calendar application’s default view, and provides a complete summary of the days, dates and various activities entered for a given month.
#3-1-1 Display
The number of days in the year that have passed, the number remaining, and in which week the currently selected day falls.
70
The flashing date indicates the currently selected date. A highlighted day indicates there is an Ann entry on that day
(see p.90). The ! symbol indicates that the day is a due date for a To Do entry (see p.80). On the right of the display, the Monthly Goal box shows any Monthly Goals created in the To Do application for that month.
An upper dot next to a date indicates a Schedule entry for that morning (AM), and a lower dot indicates one in the afternoon or evening (PM) (see p.74).
You can use PREV or NEXT to move forward or backwards one month at a time.
The Monthly view: Monthly Goals display
The Monthly view normally provides you with the details of the selected month together with a summary of the month following it. However, if you choose to display the Monthly
Goals (made within the To Do application), it will be displayed in place of this 2nd-month calendar.
To display the Monthly Goals in place of the 2nd-month calendar:
1.
Press MENU .
On the Calendar menu, ✓ appears next to HIDE
MONTHLY GOALS.
2.
Select HIDE MONTHLY GOALS then press ENTER .
The 2nd-month calendar disappears, and the Monthly
Goals are displayed in its place.
When you press MENU again, notice that ✓ no longer appears next to HIDE MONTHLY GOALS.
☞
If you re-select HIDE MONTHLY VIEWS from the application menu, the 2nd-month calendar will reappear.
#3-1-2 Display
Monthly Goals in the
To Do application.
You can use PREV or NEXT to move forward or backwards by one month at a time.
The Weekly view
The Weekly view shows the schedule over a one-week period. To open the Weekly view, highlight a date in the
Monthly view and press ENTER .
Selected date
#3-1-3 Display
Press PREV or NEXT to display the preceding or following weeks, respectively.
•
When
©
appears, press ' to view additional entries for that day.
•
Press CANCEL to return to the Monthly view or press
ENTER to go to the Daily view for the highlighted date.
The Daily view
The Daily view is convenient for viewing all entries for a single day. It can be accessed from the Weekly view by highlighting a day and pressing ENTER .
#3-1-4 Display
The number of entries for the current day.
Time bar for
Schedule entries.
Selected entry
Shaded portions on the bar graph indicate times of the day when you have appointments or other commitments. These are shown to the nearest five minutes. Portions that are blackened indicate that you have more than one appointment during that period.
• Press
§
to display the bar graph for the morning and
' to display the bar graph for the evening.
•
To select an entry, use
¶
and ˜ to step through the entries, then press ENTER to display the entry in the View mode of the application that was used to create it.
•
Press CANCEL to return to the Weekly view.
You can also step through days one by one using
NEXT and PREV .
3
71
Finding entries using the Calendar views
Individual entries in the Schedule, To Do, and Ann applications can be recalled from the Calendar’s Daily view.
In the Calendar application:
1.
Go to the Daily view.
#3-1-5 Display Ann entry
Schedule entries
To Do entry
2.
Select the entry you wish to see in full.
3.
Press ENTER .
The selected entry is displayed in detail.
☞
An overdue entry in the To Do application (an entry for which the due date has passed) will always be displayed when today’s date is viewed in the
Calendar. This serves as a reminder that the To Do task is still outstanding.
72
Selecting a date
From any view, you can scroll to the previous or next time period (whether the next month, week, or day) by pressing
PREV or NEXT , then moving the cursor to a specific date to select it for display in another Calendar view.
However, another convenient way of selecting a date that is not on the display is using GO TO A SPECIFIC DATE in the Calendar application menu.
1.
Press MENU in any Calendar view, and select GO
TO A SPECIFIC DATE, then press ENTER .
A date entry window appears.
#3-1-6 Display
2.
Enter the date you want to select in the order of month, day, and year. Single-digit months and days should be preceded by a “0”.
3.
Press ENTER .
The selected date will appear in the current Calendar view.
➛
You can calculate a date some time in the future or the past using the Calc function. See p.120.
Making new Schedule, To Do and Ann entries
As well as displaying a variety of time management information, the Calendar also allows you to create new entries for any of the Organizer’s other time management applications.
To create a new Calendar entry:
1.
From any Calendar view, press NEW , or select
CREATE ACTIVITIES from the application menu.
The CALENDAR ACTIVITIES window appears.
#3-1-7 Display
2.
Type in a description of the event to be entered, then press ENTER .
☞
If you made another entry this way previously, the description text for that entry appears highlighted on the screen. You can use the arrow keys to edit the description if desired. Otherwise, typing in a new description will automatically cause the old text to be discarded.
If new text was entered, the message “Stored!” appears briefly, followed by the Select Application window.
3.
Press ˜ , select the application for which you want to create the new entry, then press ENTER .
The selected application appears in the application box.
4.
Press ENTER to proceed (or CANCEL to cancel the new entry).
A new entry for the selected application appears in Edit mode.
5.
Enter the date/time details as required for the particular application, then press ENTER .
The new entry is then stored, together with the description you entered in step 2 above.
The Calendar application menu
Goes directly to today’s date in the Monthly view.
Selects the Calendar view
(see p.69).
#3-1-8 Display
Goes directly to a particular date (see p.72).
Selects Two-month view or one month view with Monthly
Goals (see p.70).
Sets the Calendar’s default view (see p.70).
Makes new Schedule, To Do and Ann entries (see p.72).
Deletes selected Schedule entries (see p.76).
3
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74
The Schedule Application
The Schedule application allows you to enter appointments, times and dates for meetings, parties and events, and also to set an alarm to sound prior to or at the time of a scheduled entry. This makes it easy to organize your entire day and manage your appointments.
Schedule entries are indicated on the Calendar’s Monthly view by a small black dot next to the date of an entry, providing an overview of your schedule.
Making new entries
A Schedule entry has three fields for the date, time, and a description of the event.
There are three basic steps to making a new entry in the
Schedule application: selecting the date, entering the starting and ending time, and entering a description of the event. (Entering a starting and ending time is optional, but you must enter a description.)
Enter the following information:
Date October 31, 1996
Time 8:30 p.m. – 12:00 a.m.
Description Halloween Party
1.
Press SCHEDULE .
2.
Press NEW .
#3-2-1 Display
3.
Press PREV to move to the date field.
4.
Use the keyboard or press
˜
to select October 31,
1996, then press NEXT to move back to the time field.
5.
Enter the start time 0830 and press PM then enter
1200 (the default is AM).
6.
Press NEXT to move to the DESCRIPTION field and enter Holloween Party.
7.
Press ENTER .
The new entry is now stored.
Indicates the starting time of the currently displayed entry.
#3-2-2 Display
Press NEW if you want to make another entry on the same day and enter the new details.
➛
You can also select a date for the new entry using the application menu. See p.77.
Finding Schedule entries
There are three convenient ways to find particular schedule entries, depending on the situation you are in. These are:
Index mode, Calendar view and searching using keywords.
Using Index mode
1.
Go to Index mode by pressing CANCEL (if it is not already displayed).
The entries you have made are listed in chronological order. If you do not see the entry you want to view, press
PREV or NEXT to scroll through the entries until you find it.
2.
Select the desired entry.
3.
Press ENTER .
The complete entry is displayed.
➛
You can also jump to entries by specifying the date.
See p.77.
Using the Calendar view
You can access the Schedule entries from the Daily view of the Calendar application by selecting the desired entry and pressing ENTER . (See p.72 for details.)
Searching using keywords
Even if you cannot remember the date of an event or appointment, if you know the subject and/or a single word that appears in the DESCRIPTION field of the entry, you can find the entry by searching for it.
1.
Press 2nd SEARCH .
The Search window appears.
2.
Type in any word that you think appears in the
DESCRIPTION field of the entry you are looking for.
3.
Press ENTER .
If you still do not see the desired entry, press NEXT to display subsequent matching entries.
4.
Press ENTER when you find the entry you want.
☞
The Search function does not distinguish between upper- and lower-case letters.
Moving appointments and editing entries
You can easily keep track of schedule changes, by editing entries, including the date and time, without having to reenter all the information from the beginning. If the time and/ or date of a Schedule entry is changed, the entry is automatically re-sorted for display in the correct chronological order with other entries.
1.
Select the entry you want to change in Index mode.
2.
Press EDIT .
3.
Move to the field you want to change.
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4.
Make the desired changes.
5.
Press ENTER .
The new edited entry is now stored.
You can also use cut and paste to move appointments.
Deleting entries
You can delete single entries or groups of entries.
➛
For a full explanation of deleting Filtered entries, see p.166.
Deleting single entries
1.
In the Schedule application, select the entry you want to delete in Index mode or display it in View mode.
Or
In the Calendar application, select the entry you want to delete in the Daily or Weekly view.
2.
Press MENU to open the application menu, select
DATA DELETION and press ENTER .
A submenu opens.
#3-2-3 Display
3.
Select SELECTED ENTRY, then press ENTER .
A warning message will appear asking if you are sure you want to delete the entry.
4.
Press Y (or N to cancel the deletion).
You can also delete an entry by pressing DEL after selecting it in Index mode or displaying it in View mode.
Deleting all entries
All Schedule entries can be deleted at one time using the menu.
1.
Press MENU in Index or View modes to open the application menu.
2.
Select DATA DELETION, then press ENTER .
A submenu appears.
3.
Select ALL SCHEDULE ENTRIES, then press
ENTER .
A confirmation message will appear asking if you are sure you want to delete all the entries in the application.
4.
Press Y (or N to cancel the deletion).
☞
It is not possible to delete all entries (using ALL
SCHEDULE ENTRIES) if the unit is locked. See p.186.
Deletion of entries over a specific period
You can delete all Schedule entries for a period of a month or a single day using the Calendar application.
1.
Press CALENDAR and select a date which falls within the period in which you want to delete all
Schedule entries.
2.
Press MENU and select DATA DELETION, then press ENTER .
A submenu appears.
3.
Select the desired period for deletion.
A warning message appears asking if you are sure you want to delete all the entries for the selected period.
4.
Press Y (or N to cancel the deletion).
☞ •
Deletion of entries over a specific period cannot be done if the Organizer is locked (see p.186).
•
To delete all Schedule entries over a specific period, you must be in a Calendar view which includes the entire period you want to delete. For example, you cannot delete entries for an entire month while in the Daily view.
Selecting a specific date
If you want to jump to a specific date to find entries or make a new entry, you can do it easily using the application menu.
1.
In Index or View mode of the Schedule application, press MENU , and select GO TO A SPECIFIC
DATE, then press ENTER .
A date entry window appears.
#3-2-4 Display
2.
Enter the date you want to go to.
3.
Press ENTER .
The first entry on that day is selected in Index mode, or displayed in View mode.
If you would like to make a new entry, press NEW , or if you would like to view other entries on that date, press
NEXT or PREV .
Making entries for recurring and extended events
Using the Schedule application’s Repeat function, you can copy entries to other days or dates without having to type in each one individually. This is convenient for those appointments, meetings, and other events that are held regularly. The Repeat function can also be used to enter an event that spans a period of a few days or a few weeks,
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such as a business trip or vacation. Six different types of repeating events include:
Daily
Repeats on the following one or more days for events that span consecutive days.
Work day
The same as Daily repeat, but excludes weekends.
Weekly
Repeats the same day each week for regular weekly events.
Bi-weekly
Repeats every other week.
Monthly by day
Repeats the same day of each month (for example, the first
Tuesday) for regular monthly events on a specific day.
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Monthly by date
Repeats the same date each month (for example, the 10th) for regular monthly events on a specific date.
For example, if you have a five-day vacation beginning on
June 24th:
1.
Select the date when the entry will occur for the first time in the Schedule application.
2.
Press NEW .
3.
Move to the DESCRIPTION field.
4.
Enter the description. Type Vacation.
5.
Press ENTER .
6.
Press MENU and select REPEAT THIS ENTRY, then press ENTER .
#3-2-5 Display
7.
Press ˜ to display the pop-up list, then select
DAILY.
8.
Enter the number of additional days on which the event will be repeated. An entry can be repeated up to 999 times. In this case, type 4 (together with the original entry, the event will occur on five days).
#3-2-6 Display
9.
Press ENTER .
Your five-day vacation is now stored.
You can confirm that your vacation has been entered by checking the Calendar monthly view.
#3-2-7 Display
☞ •
To repeat an entry that has already been stored, select it in Index mode, then proceed from step 6 above.
•
Events like the second and fourth Thursday of each month can be generated by making two different schedule entries and repeating each one.
Setting a Schedule alarm
A Schedule alarm can be set to remind you of scheduled events such as appointments and meetings. You can set an alarm for any entry that has a starting time set. Alarms that have been set will sound even if the unit is turned off. After setting the alarm for a scheduled event, the (( (( will appear next to the event in Index mode and in the Calendar’s Daily view.
Enter the following information with an alarm set for one hour in advance:
Date March 16, 1996
1:00 – 2:00 pm Time
Description Lunch with Sally
1.
In the Calendar or Schedule applications, select the desired date and press NEW .
2.
Enter the starting time and ending time, each followed by PM .
The cursor moves to the alarm time field. When this field is empty, this means that no alarm is currently set.
3.
Enter the desired alarm. Type 1200 and press PM .
If you want to set the alarm at the schedule’s starting time, skip step 3 above and press 2nd ALARM .
☞
Note that the alarm symbol is different from the bell which appears at the top of the display to indicate that any alarms already marked as set throughout the
Organizer will sound at the designated time.
5.
Move to the DESCRIPTION field and type Lunch with
Sally.
6.
Press ENTER .
To set an alarm for an entry that has already been stored, display the entry in Edit mode and enter the desired alarm time in the alarm field or press 2nd ALARM to set the alarm at the entry’s starting time.
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➛
You can also set alarms separately from Schedule entries. See p.130.
Clearing a set alarm
To clear an alarm that has been set for a Schedule entry, display the entry in Edit mode, then press 2nd ALARM .
➛
You can disable all set alarms simultaneously. See p.131.
The Schedule application menu
#3-2-8 Display
Selects the Calendar view
(see p.69).
Shows today’s Schedule entries.
Goes directly to particular date.
Used to enter events that occur regularly, or mark an event that spans a period of time (see p.77).
Selects the specific entries for deletion (see p.76).
The To Do Application
The To Do application is a valuable organizational tool to help you meet deadlines and to add structure and efficiency to your work as well as the goals that you set for yourself.
This application allows you to organize and track tasks and objectives, assign them priorities, and assign up to five categories to each entry, making it possible to access them selectively in a variety of ways. To help you in this task, entries are identified as TO BE DONE, DONE, or
MONTHLY GOALS.
Making new entries
Entries in the To Do application contain nine fields:
Description, Due Date, Priority, Done indicator, and five fields for categories. These categories, which you can define yourself and assign as you like, can be used to manage tasks according to project, the personnel involved in them, or any other groupings you wish to define.
The way in which To Do entries are displayed in the
Calendar views will differ depending on the contents of the
Due Date field, as follows:
•
Entries with no due date are always shown on the display for today’s date.
•
Entries with a due date (month, day, and year) are shown only on that date.
•
Entries for which only a month and year (no day) have been entered are considered to be Monthly Goals and are displayed in a special box for monthly goals which appears in the Calendar’s Monthly view.
This system provides the flexibility for an entry to be displayed according to the type of task. For example, you could enter a daily task, leaving the DUE DATE field blank, and it would be displayed every day as part of that day’s schedule; or for a long-term project, enter the month in the
DUE DATE field without a specific date and it will be shown only in the Monthly view as a Monthly Goal.
Assigning priority to entries
In the PRIORITY field you can enter a number (0-9) or letter (A-Z) (but not special or accented characters), which then indicate the importance of a task or project. (Numbers are given priority over letters.)
Enter the following information:
Description Prepare Alpha project proposal for
John
Priority 1
1.
Press TO DO .
2.
Press NEW .
The To Do entry display opens.
#3-3-1 Display
3.
Enter the description of the entry. Type Prepare Alpha
➞ project proposal for John.
4.
Skip the DUE DATE field and move to the PRIORITY field.
5.
Type 1.
3
#3-3-2 Display
6.
Press ENTER .
The entry is now stored.
Assigning due dates to entries
A To Do entry must be given a due date (or month) so the
Organizer knows how to classify it and the Calendar knows when it becomes due. The due date can be entered either by typing in the actual date, or by selecting the date from the pop-up calendar and using the arrow keys to select the desired month and day.
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Enter the following information:
Description Sales report
Due Date Mar 10, 1996
In the To Do application:
1.
Press NEW .
2.
Type Sales report.
3.
Move to the DUE DATE field. Enter the due date in the order of month, day, year. Type 03101996, or press ˜ , use PREV and NEXT to display March
1996, then use
¶ ˜ § '
and to move to the 10th of the month.
4.
Press ENTER .
Entering a monthly goal
If you enter only the month and year in an entry’s DUE
DATE field (with no specific date), the entry becomes a monthly goal, and will appear in the Calendar’s Monthly view when HIDE MONTHLY GOALS is deselected.
You have a manuscript you have to read by the end of
August.
In the To Do application:
1.
Press NEW .
2.
Enter a description. Type Read manuscript.
3.
Move to the DUE DATE field.
4.
Enter the month when you want to accomplish this.
Type 08.
5.
Press ' twice (skipping the date) and enter the year. Type 1996.
6.
Press ENTER .
The entry is now stored.
Now check that the entry you made is displayed on the
Calendar.
7.
Press CALENDAR .
#3-3-3 Display
Monthly goal entries are displayed within a box.
Finding entries using Index mode
1.
Go to Index mode.
#3-3-4 Display
Index mode in the To Do application can show entries based either on their priority level or their due date. In the default setting, entries with an assigned priority are displayed first (in the order of number, then letter), followed by entries with no assigned priority. Select INDEX BY from the application menu, then DATE from the submenu to display entries in chronological order based on the due date. To return to a display based on priority, select INDEX
BY from the menu, then PRIORITY from the submenu. This means you can access entries in the way that is most convenient for you.
2.
Press MENU and from the VIEWS submenu, select the file you want to review.
3.
If you want to see the details of an entry, select the entry and press ENTER .
The entry is displayed in View mode.
Controlling how the Calendar displays To Do information
To Do entries are indicated with ! beside their due dates in the Calendar’s Monthly views. The Calendar application can also display a reminder of any Monthly Goals that have been set.
To display the Monthly Goals:
1.
From the Calendar application, press MENU .
The application menu appears.
2.
Select HIDE MONTHLY GOALS and press ENTER .
The Monthly Goals will then be displayed the next time the
Calendar’s Monthly view is selected.
3.
Press MENU again to confirm that no ✓ appears next to HIDE MONTHLY GOALS, indicating the option has been deselected.
☞
To select HIDE MONTHLY GOALS, repeat the above procedure. The ✓ will then appear on the menu.
An overdue entry (ie. an entry for which the due date has passed) will always be shown in the Calendar views on the display for today’s date as well as on its due date.
Using keywords
Using the contents of any fields, including the DUE DATE and PRIORITY fields, you can access desired entries directly.
In the To Do application:
1.
Press 2nd SEARCH .
The Search window appears.
2.
Type in any word you remember in the entry you are looking for. This word may occur in any field of the entry.
3.
Press ENTER .
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If you still do not see the desired entry, press NEXT to display the following matching entries.
4.
Press ENTER when you find the entry you want.
☞
The Search function does not distinguish between upper- and lower-case letters.
Editing entries
1.
Select the entry you want to change in Index mode.
2.
Press EDIT .
The selected entry opens in Edit mode.
3.
Make the desired changes.
4.
Press ENTER .
The updated entry is now stored.
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Checking off completed entries
Once you have reached a target or goal you set for yourself, it is a good idea to check off the entry as completed so that you can concentrate on things still to be done. Any entry marked as done will remain displayed on the done date in the Calendar. This allows you to go back and review entries that have already been completed.
This operation can be done either using the Calendar, which makes it easy to check completed entries when you check your schedule for the day, or in the To Do application, which lets you check off a monthly goal entry or a task that you have completed before its due date.
Checking off entries using the Calendar
1.
Press CALENDAR .
2.
Go to the Daily view.
3.
Display the date you want to check.
If the entry you want to check off is not displayed, press
˜
until it appears.
#3-3-5 Display
Check box to mark task as completed
4.
Go to the entry you have completed and press
✓ .
#3-3-6 Display
The box is now marked with ✓ , and the entry is marked as having been completed today.
☞
If you mistakenly check off an entry as completed, you can uncheck the entry by pressing ✓
again. However, if you do this, the entry will be stored without a due date.
Checking off entries in the To Do application
1.
Select the entry in Index mode.
Check box
#3-3-7 Display
2.
Press ✓ .
The entry is checked off and the box is marked with ✓ .
The DUE DATE field name changes to DONE DATE and today’s date appears in it.
3.
Press ENTER .
☞
If you mistakenly check off an entry as completed, you can uncheck the entry by pressing ✓ again. However, if you do this, the entry will be stored without a due date.
➛
Once a project or task is completed, and you no longer need the To Do reminder, you can delete the entry, or groups of entries, which will free up memory in the Organizer. See p.88.
Using categories
A category is a name that you assign to an entry so it can be grouped with other entries for subsequent selective access. You can use categories to organize your information, for example, to group tasks by project, personnel, or other criteria that you may find useful. Up to
32 different categories can be used in the To Do application, and up to five categories can be assigned to each entry. Once a word is entered within an entry as a category, that word is automatically stored and sorted alphabetically in the category list, from which you can select a category to assign to an entry. You can also manually add a word directly to the category list, as well as editing and deleting words in the list.
☞
Be careful when manually adding categories because the Organizer distinguishes between upper- and lower-case letters for category names. For example,
“For John” and “for john” are treated as different categories.
Making entries using categories
Enter the following:
Description
Due Date
Category 1
Category 2
Call Frank re: Alpha Project
Mar 15, 1996
Phone Call
Alpha Pro.
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1.
Press NEW .
2.
Enter the description and due date. Type Call Frank re:
➞
Alpha Project ˜ 03151996.
3.
Move to the CATEGORY 1 field.
4.
Enter the category. Type Phone Call.
5.
Move to CATEGORY 2. Type Alpha Pro.
#3-3-8 Display
6.
Press ENTER .
The entry is stored and, at the same time, the two categories you entered are stored in the category list.
7.
Press ENTER to return to Index mode.
The Index view for the To Do application appears.
8.
Press MENU , select CATEGORIES and press
ENTER .
The CATEGORIES window appears.
9.
Press ˜ to display the pop-up category list.
#3-3-9 Display
☞
You cannot use the same category more than once within the same entry.
Assigning categories using the category list
1.
When entering or editing an entry in Edit mode, move to any of the five CATEGORY fields.
The pop-up symbol appears at the right.
2.
Press ˜ .
The Category window opens with the first category selected. Categories are listed in alphabetical order.
#3-3-10 Display
3.
Select the desired category and press ENTER .
The category window closes and the selected category appears in the field.
4.
Press ENTER .
☞
You cannot use the same category more than once in the same entry.
Updating the Category list
Since the number of categories and the Organizer’s memory are both limited, you may wish to delete unused categories. Also, you may wish to define a number of new categories without creating a new To Do entry, or even edit the names of existing categories.
1.
From the To Do application’s Index view, press
MENU .
2.
Select CATEGORIES and press ENTER .
The CATEGORIES window appears.
3.
Make the desired change to the category list:
To enter a new category: Press NEW , type in the new category name, then press ENTER .
To edit an existing category: Press ˜ , select the desired category from the list and press ENTER . The selected category appears in the category box. Press
EDIT , make the necessary changes then press
ENTER to store the edited entry.
To delete an existing category: Press ˜ , select the desired category from the list and press ENTER . The selected category appears in the category box. Press
DEL . A confirmation message appears. Press Y to confirm the deletion (or N to cancel the operation).
☞
If the Category is currently in use by one or more entries, a warning message will be displayed and it will not be deleted.
4.
Press CANCEL when you have finished making your changes.
The To Do Index view appears.
☞
When you edit a category name, any To Do entries that refer to that category are automatically updated to reflect the change.
Accessing the To Do entries by category
You can choose to view only those entries that have been assigned a specific category.
1.
Press MENU to open the application menu. The
VIEWS command should already be selected. Press
ENTER .
The VIEWS submenu appears.
2.
Move to BY CATEGORY, then press ENTER .
The category window appears.
3.
Press ˜ to open the category list.
The pop-up category list appears.
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4.
Select the category whose To Do entries you want to view, then press ENTER .
All entries that have been assigned the selected category are then shown in Index mode.
Deleting To Do entries
Deleting single entries
1.
Select the desired entry in Index mode or display it in
View mode.
2.
Press MENU , select DATA DELETION, then press
ENTER .
A submenu opens.
3.
Select SELECTED ENTRY, then press ENTER .
A warning message will appear asking if you are sure you want to delete the entry.
4.
Press Y (or N to cancel the deletion).
You can also delete single entries in Index mode by selecting the entry to be deleted and pressing DEL .
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Deleting To Do entries by type
You can delete only TO BE DONE, DONE, or MONTHLY
GOALS entries simply by selecting the desired type of entry from the application menu, then deleting the currently viewed entries. This is especially convenient for deleting all entries that have been checked off as completed.
1.
Press MENU , select VIEWS and press ENTER .
2.
Select the type of entries you want to delete (DONE,
TO BE DONE, or MONTHLY GOALS), then press
ENTER .
3.
Press MENU , select DATA DELETION then press
ENTER .
4.
Select ALL IN CURRENT VIEW then press ENTER .
A warning message will appear asking if you are sure you want to delete all the entries in the selected file.
5.
Press Y (or N to cancel the deletion).
☞
It is not possible to delete all entries in a file simultaneously if the Organizer is locked. See p.186.
Deleting To Do entries by Category
You can delete those entries in a particular Category.
1.
From Index or View mode, press MENU , select
VIEWS then press ENTER .
2.
Select BY CATEGORY then press ENTER .
The CATEGORIES window appears.
3.
Press ˜ , select the desired category from the list and press ENTER .
4.
Press ENTER .
Only To Do entries in the selected Category are displayed.
5.
Press MENU , select DATA DELETION and press
ENTER .
6.
From the submenu, select ALL IN CURRENT VIEW and press ENTER .
A confirmation message appears.
7.
Press
Y
(or N to cancel the deletion).
Deleting all To Do entries
You can delete all of the To Do entries in all files.
1.
Press MENU , select DATA DELETION then press
ENTER .
2.
Select ALL TO DO ENTRIES then press ENTER .
A warning message will appear asking if you are sure you want to delete all To Do entries.
3.
Press Y (or N to cancel the deletion).
☞
It is not possible to delete all entries simultaneously if the Organizer is locked. See p.186.
The To Do application menu
#3-3-11 Display
Selects TO BE DONE, DONE or MONTHLY GOALS entries.
Sets the Index sorting order by date or by priority (see p.83).
Opens the CATEGORIES window so you can add, edit, delete or select categories (see p.85).
Selects the specific entries for deletion (see p.88).
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The Ann (Anniversary) Application
The Ann (Anniversary) application makes it easy for you to keep track of annual events, such as wedding anniversaries and birthdays of friends, relatives and business associates.
Once entered, the dates of annual events are displayed on the Calendar highlighted white-on-black, giving you plenty of warning to prepare for them well in advance every year.
90
Making new entries
There are two files in the Ann application, each of which stores different kinds of anniversaries: those which occur on a specific date every year, and those which occur on a particular day. The first file, ANN 1, stores and displays entries that occur on a specific date, and the second, ANN
2, stores and displays entries that occur on a specific day, for example, the third Thursday in November. ANN 1 is the default file, but you can easily change between them whenever you like.
Making new entries in the ANN 1 file
Enter the following in the ANN 1 file:
Date May 17
Description Sally’s Birthday
1.
Press ANN .
Index mode opens in the ANN 1 file.
2.
Press NEW .
Edit mode opens.
#3-4-1 Display
3.
Enter the date in the order of month, day (there is no year entry). Type 0517.
4.
Move to the DESCRIPTION field.
5.
Enter the description of the event. Type Sally’s
Birthday.
#3-4-2 Display
6.
Press ENTER .
The entry is now stored.
Making new entries in the ANN 2 file
Enter the following in the ANN 2 file:
Day
Description
The second Sunday in May
Mother’s Day
In the Ann application:
1.
Press MENU , select VIEWS and press ENTER .
2.
Select ANN 2 BY DAY then press ENTER .
3.
Press NEW .
Edit mode opens.
#3-4-3 Display
4.
In the MONTH field, press
˜
and select the month from the pop-up list (choose “MAY”). Press ENTER followed by NEXT .
5.
In the WEEK field, press
˜
and select the week of the month in which you want to record the anniversary
(choose “2nd”). Press ENTER followed by NEXT .
6.
In the DAY OF THE WEEK field, press
˜
and select the day of the week for which you want to record the anniversary (choose “SUNDAY”). Press
ENTER followed by NEXT .
7.
In the DESCRIPTION field, enter the description of the anniversary. Type Mother’s Day, then press
ENTER .
The anniversary is stored.
Finding entries
Entries are stored in chronological order in each file.
Using Index mode
1.
Go to Index mode.
2.
Press MENU , select VIEWS then press ENTER .
3.
Select the file you want then press ENTER .
4.
Select the desired entry then press ENTER to display it in full.
Using the Calendar view
In the Calendar’s Monthly view, Ann entries are indicated by dates highlighted in white-on-black, clearly showing that you have important annual events on those days.
You can access the Ann entries from the Daily view in the
Calendar application by pressing ENTER after highlighting the desired entry. (See p.72 for details.)
Using keywords
If you cannot remember the exact date of an important anniversary, eg. a friend’s birthday, you can search for the anniversary using the following procedure.
1.
Press 2nd SEARCH .
The Search window appears.
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2.
Type in any word that you think appears in the
DESCRIPTION field of the anniversary entry you are looking for.
3.
Press ENTER .
If you still do not see the desired entry, press NEXT to display the following matching entries.
4.
Press ENTER when you have selected the desired entry.
☞
This function does not distinguish between upper- and lower-case letters.
Editing Ann entries
1.
Select the file in which the desired entry is stored.
2.
Select the entry in Index mode.
3.
Press EDIT to open Edit mode.
4.
Make the desired changes.
5.
Press ENTER .
The new, correct entry is now stored.
Deleting Ann entries
Deleting single entries
92
1.
Highlight the entry in Index mode or display it in View mode.
2.
Press MENU and select DATA DELETION.
A submenu opens.
3.
Select SELECTED ENTRY, then press ENTER .
A confirmation message will appear asking if you are sure you want to delete the entry.
4.
Press Y (or N to cancel the deletion).
In Index mode, you can also delete single entries by pressing DEL after selecting the entry to be deleted.
Deleting all entries
1.
Press MENU , select DATA DELETION, then press
ENTER .
A submenu appears.
2.
Select ALL ANN 1 BY DATE or ALL ANN 2 BY DAY as required, then press ENTER .
A confirmation message appears asking if you are sure you want to delete all entries in the file.
3.
Press Y (or N to cancel the deletion).
You can also delete all entries in both ANN files at once. Simply select ALL ANN FILES in step 2 above.
☞
It is not possible to delete all entries simultaneously if the unit is locked. See p.186.
The Ann application menu
#3-4-4 Display
Selects ANN 1 file or ANN 2 file (see p.91).
Selects the specific entries for deletion (see p.92).
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CHAPTER 4
Creating Your Own Database
T his chapter describes using the Tel
(Telephone) and User File applications.
These two applications are actually identical in the way that they function, except that they have different default file and field names designed to handle different types of information.
The flexibility of these applications allows you to manage a wide range of information, from a simple address book to an extensive restaurant guide or even a listing of your important business contacts.
The Tel and User File Applications
Each application provides three different files for the entries it will store.
Each file in either application can be named and set up from a built-in list of six types, or templates. These templates are pre-defined for each application as follows.
For the Tel application: Telephone, Office, Contacts,
Business, Personal and Family.
For the User File application: Travel, Restaurant, A/V
Guide, Home Inventory, Inventory and Product.
The three Tel files are each set up automatically to provide a simple address book. The default files set up on initialization are:
TEL 1 Telephone template comprising three fields:
Name, Number and Address.
TEL 2
TEL 3
Contacts template comprising 12 fields:
Company, Contact, Title, Department, Tel
Number, Extension, Fax Number, Other Number,
E-Mail, Assistant, Address and Notes.
Personal template comprising nine fields: Name,
Home number, Work number, Cellular phone number, Other number, Address, Spouse,
Children and Notes.
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The three User File directories are set up automatically as follows:
USER FILE 1 Restaurant guide template comprising seven text fields: Cuisine, Name, Number,
Address, Prices, Attire and Remarks.
USER FILE 2 Home Inventory template comprising ten text fields: Item name, Location,
Description, Manufacturer, Serial #, Place purchased, Date purchased, Cost,
Estimated value and Notes.
USER FILE 3 Free-format template comprising five text fields.
You can store information in any file you want according to your preferences.
¤ Note that you can rename any file or field names according to your preferences. See p.99 for more information on customizing these applications.
96
Selecting a file
Before beginning a particular operation, you must first select the file you want to work with.
1.
Press TEL or USER FILE to open the desired application.
2.
Press MENU to open the application menu and then select VIEWS. The currently selected file is marked with an asterisk.
3.
Select the desired file and press ENTER .
You can also press TEL or USER FILE to switch between the various files in the respective application.
Creating new entries
In the Tel or User File application:
1.
Select the file in which you want to store the information using the procedure shown above.
2.
Press NEW .
Edit mode opens.
3.
Type in the appropriate information in each field.
In the Name field of a Tel entry, enter the last name first if you want the entries to be sorted in last name order.
You must always enter information in the first field of any file.
4.
Press ENTER when you are finished.
The message “Stored!” will appear briefly, indicating that the entry is now stored in memory.
Finding entries
Entries in the Tel and User File applications are stored alphabetically based on whichever field has been selected
as the index (using the INDEX BY command in the
CONFIGURE menu). There are two basic ways to find and display an entry.
Using Index mode
1.
Go to Index mode.
2.
Select the file you believe the entry is in.
3.
Press the key for the first letter of the field selected as the index (using the INDEX BY command in the
CONFIGURE menu). (The first entry closest alphabetically to the key you pressed is displayed.)
If you do not see the entry you are looking for, press
˜ until it is displayed.
4.
Highlight the entry, then press ENTER to see it in detail.
Using keywords
If you are not sure of the name or the contents of the first field of an entry, but you do know a word that appears in the entry, then you can use the Search function to find it.
1.
Press 2nd SEARCH .
The Search window appears.
2.
Type in a word that appears in the entry you are looking for.
3.
Press ENTER .
If you do not see the entry you are looking for, press NEXT until it is displayed.
4.
Press ENTER when you find the entry.
+ The Search function does not distinguish between upper- and lower-case letters.
Editing entries
1.
Select the entry in Index mode or display it in View mode.
2.
Press EDIT .
The entry opens in Edit mode with the cursor in the first field.
3.
Make any desired changes.
Press CANCEL at any time to discard any changes you have made.
4.
Press ENTER when you have finished.
The message “Stored!” will appear briefly, indicating that the changes are now saved in memory.
+ If you changed the contents of the first field, the entry is resorted based on the changes.
4
97
Deleting file entries
Deleting single entries
1.
Select the entry you want to delete in Index mode, or display it in View mode.
2.
Press MENU , highlight DATA DELETION then press
ENTER .
3.
Highlight SELECTED ENTRY then press ENTER .
A warning message will appear asking if you are sure you want to delete the entry.
4.
Press Y (or N to cancel the deletion).
You can also delete single entries by highlighting the entry in Index mode and pressing DEL .
98
Deleting all entries
1.
Press MENU , select VIEWS then press ENTER .
2.
Select the file in which you want to delete all the entries then press ENTER .
3.
Press MENU , highlight DATA DELETION, then press ENTER .
4.
From the submenu, highlight ALL IN SELECTED
FILE, then press ENTER .
A warning message will appear asking if you are sure you want to delete all entries in the selected file.
5.
Press Y (or N to cancel the deletion).
Deleting all entries in all files
1.
Press MENU , highlight DATA DELETION, then press ENTER .
2.
From the submenu, highlight ALL TEL FILES or ALL
USER FILES then press ENTER .
A warning message will appear asking if you are sure you want to delete all entries in the files.
3.
Press Y (or N to cancel the deletion).
+ It is not possible to delete all entries either in a single file or in all three files simultaneously if the Organizer is locked. See p.186.
The Tel application menu
#4-1-1 Display
Selects TEL 1, TEL 2 or TEL 3 files (see p.96).
Defines the field, index and sorting format for each file (see p.99).
Selects the specific entries for deletion (see p.98).
The User File application menu
#4-1-2 Display
Selects USER FILE 1, USER FILE
2 or USER FILE 3 (see p.96).
Defines the field, index and sorting format for each file (see p.99).
Selects the specific entries for deletion (see p.98).
Customizing the Tel and User File Applications
You can customize the Tel and User File applications in the following five ways:
File names:
Fields:
You can give each file a name of up to 10 characters of your choice.
You can change the field names (up to 12 characters per field), and the number of fields that each entry can have (up to 16).
Index mode display: You can specify which fields (up to
3) are displayed in Index mode and how many characters are displayed for each field (up to 38 characters in total).
Sorting order: You can specify which fields are used to sort the entries displayed in Index mode.
Template: You can specify which of the six templates to use as a template for each of the application’s three files. In order to select a particular template, you must first select the file for which it is to be applied.
Note that the six templates are different for Tel and User File.
Changing file names
1.
Press TEL or USER FILE to start the application containing the file whose name you want to change.
2.
Press MENU , select one of the three CONFIGURE commands corresponding to the file you wish to modify, then press ENTER .
The CONFIGURE submenu appears.
#4-2-1 Display
3.
If the FILE NAME field is not already selected, move to it using ¶ and ˜ , and then press ENTER .
The FILE NAME window opens.
#4-2-2 Display
Current file name
4.
Press NEW to clear the current name.
5.
Enter the new name (up to 10 characters).
Letters, numbers, and symbols can all be entered.
4
99
6.
Press ENTER to store the new name. (Or CANCEL to cancel any changes and leave the original file name.)
Configuring fields
If you do not want to change the number of entry fields, skip steps 1-6 below.
1.
Press TEL or USER FILE to open the application that you want to set up the fields in.
2.
Press MENU , select one of the three CONFIGURE menus corresponding to the file you wish to modify, then press ENTER .
The CONFIGURE submenu appears.
3.
Highlight FILE NAME and press ENTER .
The FILE NAME window opens.
100
#4-2-3 Display
Number of fields currently set and used in this file.
4.
Move down to NUMBER OF FIELDS and press
NEW to clear the current number in the field.
5.
Enter the number of fields that you want your entries to have.
+ If you decrease the number of fields for a file that already has some entries stored, fields and any information they contain will be deleted from the bottom of each entry until the decreased number of fields is reached. Since the data in these fields are lost, care should be taken when reducing the file size.
6.
Press ENTER to store the number of fields you entered. (Or CANCEL to cancel any changes and leave the original number of fields.)
7.
Press MENU , select one of the three CONFIGURE commands for the appropriate file, then press
ENTER .
The CONFIGURE submenu appears.
8.
Select FIELD NAME and press ENTER .
The FIELD NAME window opens.
#4-2-4 Display
Current field names
9.
Move to the desired fields and change them as required.
Use NEW to clear the current name.
Enter the new name (up to 12 characters). The name can contain letters, numbers, and symbols.
10.
Press ENTER when you have finished. (Or CANCEL to cancel the changes and leave the fields as they were.)
Customizing the Index display
You can set up a different Index format for each of the three files in the Tel and User File applications, designating up to three fields you want displayed in Index mode and the number of characters for each field.
In the Tel or User File application:
1.
Press MENU , select one of the three CONFIGURE menus then press ENTER .
2.
Select INDEX FORM then press ENTER .
The INDEX FORM window opens.
Field name
#4-2-5 Display
Number of characters currently set to be displayed for each entry in
Index mode.
+ •
From one to three fields can be displayed in Index mode.
•
The total number of characters you can have for all fields is 38.
3.
Select and enter 0 in whichever fields you do not want to appear in Index mode.
4.
Select which fields you want to appear in Index mode, and enter the number of characters that you want the field to be able to hold. Remember that the total maximum number of characters for all fields together is 38.
If the desired fields are not all displayed, use ˜ and
¶ to scroll one line at a time.
5.
Press ENTER when you have finished (or CANCEL to cancel the changes).
+ •
You can set any text fields to be displayed in Index mode. No matter which fields appear in the Index, entries are sorted and accessed according to the contents of the first field.
• You must set at least one field to be displayed.
Modifying the Index sort order
The Tel and User File applications allow you to define the way in which your entries are sorted in Index mode. You can specify which of the displayed fields should be used as the first sorting key, and optionally specify second and
(when appropriate) third fields for further ordering.
For example, in the Tel application, you might decide you want your Contacts list (initially configured as TEL2) to be
4
101
102 sorted alphabetically first by COMPANY, then by NAME (as opposed to the default, which is by COMPANY only, so that for each company, the names are displayed in the order in which they were created).
1.
Press TEL repeatedly until the CONTACTS file (file
2) is displayed.
2.
Press MENU and select CONFIGURE TEL FILE 2, then press ENTER .
3.
In the submenu, select INDEX BY and press
ENTER .
The SORTING ORDER window appears.
4.
In the COMPANY field, make sure “1” appears to indicate that the entries should first be sorted by
COMPANY.
5.
Press NEXT .
6.
In the CONTACT field, enter 2 to indicate that this field should be used as the second sorting key for the entries within each company.
7.
Press ENTER .
The Index view reappears with the entries sorted first by
Company, then by Contact name.
Modifying the templates
For each file used in the Tel and User File applications, you can choose one of the six built-in templates supplied with the Organizer. Although these templates are selected during User Set-up, you can change to another template at any time. Refer to the QUICK START section at the front of this manual on how to run the User Set-up.
CHAPTER 5
Memo and Outlining
T his chapter explains the features of the Memo application, the Organizer’s basic word processing utility, and the
Outline application, a powerful application for structuring your thoughts, ideas, and written work. When used together, eg. first outlining a document using Outline and then developing it using Memo, these two applications provide powerful word processing capabilities in a handheld device.
The Memo Application
The Organizer’s Memo application provides you with a simple yet powerful means of recording information, from meeting notes to memorandums and letters. With a printer connected to the unit, this gives you the capability to print out full-scale letters, reports and other documents (see p.170).
Before reading this chapter, be sure you have read Editing
Techniques in Chapter 2. More advanced editing features are used in this chapter. Be sure you have a good understanding of the Organizer’s basic editing procedures before beginning to use the Memo application.
Creating documents
1.
Press MEMO to open the application.
The Memo application opens in Index mode.
2.
Press NEW .
5
#5-1-1 Display
3.
Type in the following letter (pressing a new line):
➞
to move to
103
May 10, 1996
Mr. Frank Smith
Chairman
ABC Co. Ltd.
Dear Mr. Smith:
Thank you for your fax of May 5th, 1996 regarding the
Alpha Project.
We agree that it is too difficult to answer your questions about our new project properly based on the available information. We will receive the proper documentation within the next week.
This shouldn’t cause any delay in our production schedules.
Sincerely,
+ It is not necessary to press
➞
at the end of each line. The unit will automatically perform word wrapping onto the next line when the current line is full.
#5-1-2 Display
104
4.
Press ENTER when you have finished entering the text.
The Memo Title window then appears.
5.
Type in the title Letter to Frank.
6.
Press ENTER .
The entry is then stored and displayed in View mode.
Finding entries
Memo entries can be sorted for display in two ways: alphabetically according to their title, and by date of entry.
You can choose whether to display the entries in date order or alphabetical order to make finding the desired entry as easy as possible, depending on the situation.
Changing the Index order
1.
Go to Index mode.
Title
#5-1-3 Display
The date on which the entry was created or last edited.
2.
Press MENU , select INDEX BY and press ENTER .
A submenu appears, with the current Index sorting method marked by an asterisk.
3.
Select the desired sorting method (DATE or TITLE), then press ENTER .
The MEMO index view is redisplayed, with the contents sorted according to the selected method.
4.
Select the desired entry, then press ENTER to see it in detail.
The full entry is displayed.
If an entry is too long to fit on the screen at one time, you can press ¶ or ˜ to scroll the display.
+ When Index mode entries are sorted according to title, you can jump to any entry in the list by pressing the first letter of its title.
Using keywords
If you cannot remember the exact title of an entry, but you know a word or words that appear somewhere in the entry
(including its TITLE field), you can use the Search function to find the entry.
1.
Press 2nd SEARCH .
The Search window appears.
2.
Type in the words you remember in the entry you are looking for.
3.
Press ENTER .
If you still do not see the desired entry, press NEXT to display the subsequent matching entries.
4.
Press ENTER when you find the entry.
+ The Search function does not distinguish between upper- and lower-case letters.
Editing Memo entries
1.
Select the entry in Index mode.
2.
Press EDIT .
The entry opens in Edit mode.
3.
Make any desired changes.
If you are working with a long piece of text that goes off the display, use
¶
or
˜
to scroll up or down line by line or use 2nd
¶
or 2nd
˜
to move to the first or last line of the text.
4.
Press ENTER when you are finished.
+ Press CANCEL at any time to discard any changes you have made. If you do press CANCEL after making some changes, a confirmation will be displayed asking if you are sure you want to discard your changes.
Deleting Memo entries
Deleting single entries
1.
Select the entry you want to delete in Index mode or display it in View mode.
2.
Press MENU , select DATA DELETION then press
ENTER .
105
5
106
The DATA DELETION submenu appears.
3.
Select SELECTED ENTRY then press ENTER .
A confirmation message appears asking if you are sure you want to delete the entry.
4.
Press Y to delete the selected entry (or N to cancel the deletion).
You can also delete single entries by selecting the entry in Index mode and pressing DEL .
Deleting all entries
1.
Press MENU , select DATA DELETION then press
ENTER .
The DATA DELETION submenu appears.
2.
Select ALL MEMO ENTRIES then press ENTER .
A confirmation message appears asking if you are sure you want to delete all entries in the application.
3.
Press Y to delete all Memo entries (or N to cancel the deletion).
+ It is not possible to delete all entries simultaneously if the Organizer is locked. See p.186.
Changing the way text is displayed
The Organizer’s screen is 40 characters wide. If you select
WORD WRAP ON from the menu, then when 40 characters have been entered and it reaches the end of the line, the text will wrap to the beginning of the next line.
However, there may be times during editing when you want the text on the screen to behave as if it was being viewed on a standard PC screen, which is 80 characters wide. For example, if you were writing a letter containing some rows or columns of prices, you might want to see exactly where the line breaks occurred, (ie. where one line ends and another begins), to make sure the letter was laid out correctly.
You can do this easily by changing the display width, so that 80 characters can be shown on the display.
1.
In Edit mode only, press MENU , select DISPLAY
WIDTH and press ENTER .
The DISPLAY WIDTH submenu appears. An asterisk appears next to the current selection.
2.
Select 80 CHARACTERS from the submenu and press ENTER .
The text will be then displayed in 80-character-wide lines.
Since the Organizer’s display is only 40 characters wide, you can use the
'
and
§
keys to scroll the display right and left to view the text that cannot fit on the display.
When you want the text to wrap normally at the end of the line, repeat the above steps but select 40 CHARACTERS from the DISPLAY WIDTH submenu.
Turning word wrap on and off
Word wrap automatically moves text which will not fit onto the end of a line to a new line, preventing words from being split when you type. This allows you to type text without having to worry about when to insert a carriage return to move to the next line. The default setting for the
Organizer’s word wrap function is on. There may be times, however, when you want to turn off the word wrap function.
This can be done for each individual entry.
1.
In Edit mode, press MENU .
2.
Select WORD WRAP ON then press ENTER .
A 3 will no longer appear next to WORD WRAP ON whenever you view the application menu in Edit mode.
+ To turn word wrap back on for an entry, repeat the procedure. The 3 next to WORD WRAP ON will now appear.
The Memo application menu
#5-1-5 Display
Turns WORD WRAP on and off
(see above)
Displays 40 or 80 characters in one line in Edit mode (see p.106).
Sets the index sorting order by date or by title (see p.104).
Selects specific entries for deletion
(see p.105).
The Outline Application
The Organizer’s Outline application is a simple, convenient tool to help you arrange the information or key points of your ideas and writing into a clear, easy-to-understand hierarchical structure. This is ideal for organizing your goals and ideas, and the application provides the flexibility to restructure the outline whenever necessary.
An outline structure consists of a title and one or more topics, which in turn can have one or more subtopics.
These topics can be rearranged, grouped together, or even hidden from view, so that you can manage a lot of information easily and efficiently.
Within an outline, you can enter, edit, or delete topics while maintaining an overview of the entire outline and its topics.
Creating an outline
Shown below is an example of how a price list might look in the Outline application in full view mode.
Title
Indicates a topic
#5-2-1 Display
5
Each individual topic heading is marked with a diamond.
Each outline title can be up to 20 characters long, and each
107
108 topic can contain up to 2,048 characters.
To enter the outline shown above:
1.
Press OUTLINE to start the application.
2.
Press NEW .
A title window appears.
#5-2-2 Display
3.
Type in the title you want to give to your outline.
4.
Press ENTER .
The View mode opens with the title as the first topic in the new outline. A flashing diamond prompts you to enter a subtopic.
#5-2-3 Display
5.
Type the name of the first subtopic, pressing the end of each line.
➞
at
#5-2-4 Display
6.
Press ENTER .
Alternatively, you can press CANCEL to discard the text you have entered. This will not cancel the entire outline but only the topic that is about to be stored.
If the second and subsequent lines of the topic just entered disappear from view, this is because only the first line of each topic is being shown. This feature allows you to have a lot of information on one page but to see only the first line
(heading) of each topic. However, this single-line subtopic display is an option controlled by the user, who can also have all topics displayed in full instead. To do this, select
SHOW FULL TOPIC from the application menu. Repeat this procedure to display only the first lines of subtopics, ie.
to deselect SHOW FULL TOPIC.
7.
Enter the other topics in the list above. Be sure to press ENTER after entering each one.
Notice there is no final command to store the outline. The outline you are currently working on will be stored automatically whenever you exit the outline by displaying another entry, change to Index mode, or start a new outline by pressing NEW .
+ •
If you want to view the entire contents of a particular topic, select the topic, then press
'
.
Press § or ENTER to return to the regular display.
•
Text first entered as the title can be edited to extend up to 2,048 characters.
Locating outlines
Outlines are stored in alphabetical order according to their titles.
Using Index mode to find an outline
1.
Go to Index mode. (If you are currently viewing an outline, simply press ENTER .)
2.
If necessary, press the first letter of the desired outline name to jump to that entry in the list.
3.
Select the desired entry and press ENTER to see it in detail.
Using keywords
If you know a word or words that appear within an entry even though you cannot remember the exact title, you can use the Search function to find the entry.
1.
Press 2nd SEARCH .
The Search window appears.
2.
Type in any words you remember in the entry you are looking for.
3.
Press ENTER .
If you still do not see the desired entry, press NEXT to display the subsequent matching entries.
4.
Press ENTER when you find the entry you want.
+ The Search function does not distinguish between upper- and lower-case letters.
Displaying full topics
In the default settings, the Outline application is set to display only the first line of each topic. You can change this to display an outline in full.
1.
Display the outline you want to work with.
2.
Press MENU , select SHOW FULL TOPIC and press
ENTER . A 3 symbol will appear next to the item on the menu.
5
#5-2-5 Display
All lines in all the topics are displayed.
109
To return to the one-line view, repeat the above procedure.
The 3 disappears from the menu.
To see contents that are off the display, use the cursor keys. You can also press ¶ or ˜ to move to the first or last topic.
+ Changing the view mode in an outline does not affect the view mode setting of other outlines you have already created. However, a new entry will use the same view mode as the outline that was previously displayed.
Revising outlines
Once an outline has been created, it is easy to revise either the text in the outline or the outline structure itself. This is why making outlines can be so useful. The text of topics and subtopics can be revised one at a time in Edit mode.
Selecting topics
The flashing diamond indicates the currently selected topic.
You can also move between topics one by one, using the cursor keys.
Press
¶
˜ to move directly to the last topic and
to move directly to the first topic, ie. the title.
110
Editing text
Only one topic can be edited at a time.
1.
Display the outline you want to revise.
If the entry is in the one-line view mode, select full view mode (see p.109) to display all the hidden text of the outline.
2.
Select the topic you want to edit and press EDIT .
The block cursor appears at the start of the text.
3.
Make any necessary changes.
4.
Press ENTER (or CANCEL to discard the changes).
The new, edited topic is now stored.
Adding new topics
As your plans and ideas develop, you may wish to add topics to an existing outline. To add a topic at the end of an outline, display the outline in View mode, and then press
˜ until you pass the last topic. Begin typing when the new diamond appears.
To insert a new topic anywhere else in the outline, use the following procedure. Note that only one new topic can be inserted at a time.
1.
Display the outline in which you want to add a topic.
2.
Press INS .
A white-on-black “I” is displayed to indicate the insertion position.
3.
Move to the desired location using ¶ and ˜ .
4.
Type in the new topic.
5.
Press ENTER .
Press CANCEL at any time before pressing ENTER to cancel the insertion.
Moving topics
Even after you have stored a topic, you can change its location easily.
1.
Select the topic you want to move.
2.
Press 2nd W .
The entire topic is momentarily highlighted, then replaced by a white-on-black “F”.
3.
Move to the new location using ¶ and ˜ .
4.
Press ENTER .
The entire topic now appears at the selected position.
Press CANCEL at any time before pressing ENTER to cancel the move (the topic will reappear in its original position).
As well as pressing 2nd W , you can also select
MOVE from the application menu in step 2 above.
+ Topics cannot be moved above the title.
Joining two topics into one
You can join (merge) any two consecutive topics into one using the application menu. A selected topic is joined to the topic above it.
1.
Select the topic you want to join to the one above it.
If the entry is in the one-line view mode, select full view mode (see p.109) to display all of the outline’s hidden text.
2.
Press MENU , select JOIN/SPLIT TOPICS then press ENTER .
A submenu appears.
3.
Select JOIN 2 TOPICS then press ENTER .
The topic you selected becomes joined to the one above it.
5
#5-2-6 Display
Beginning of topic selected for joining.
No space is inserted between the two topics when they are joined, so you might wish to add a space or a paragraph between them.
+ If you attempt to join two topics which, when joined, will exceed the limit of 2,048 characters, the operation will be automatically canceled and no change will be made.
111
Splitting one topic into two
A single topic can be easily divided (split) into two.
1.
Select the topic you want to split.
2.
Press MENU to display the application menu, select
JOIN/SPLIT TOPICS then press ENTER .
A submenu appears.
3.
Select SPLIT 1 TOPIC INTO 2 then press ENTER .
The selected topic is displayed with the cursor positioned on the first character. (Instructions are given at the top of the screen.)
4.
Move the cursor to the point where you want to split the topic (on the last character of the first topic).
#5-2-7 Display
112
5.
Press ENTER .
The part of the topic following the cursor position becomes a new topic.
+ If a topic that contains subtopics (see p.113) is split, the subtopics are assigned to the second (ie. new) topic.
Deleting Outline topics
A FAMILY is the name given to a topic that contains one or more subtopics.
To delete a topic and its subtopics:
1.
Select the topic you want to delete.
2.
Press MENU , select DATA DELETION then press
ENTER .
A submenu appears.
3.
Select SELECTED FAMILY then press ENTER .
The selected topic is highlighted, and a confirmation message appears asking if you are sure you want to delete it.
4.
Press Y (or N to cancel the deletion).
You can also delete a selected topic (family) by pressing DEL in step 2 or 3 above.
+ If you select a topic for deletion, all the subtopics (see p.113) below it will also be deleted. You may want to rearrange an outline beforehand to prevent this (see p.114).
Deleting an outline
1.
Select the outline you want to delete in Index mode or display it in View mode.
2.
Press MENU , select DATA DELETION then press
ENTER .
A submenu appears.
3.
Select SELECTED OUTLINE then press ENTER .
A confirmation message appears asking if you are sure you want to delete the outline.
4.
Press Y (or N to cancel the deletion).
You can also delete an outline by pressing DEL in
Index mode.
Deleting all outlines
1.
In Index or View mode press MENU , select DATA
DELETION then press ENTER .
A submenu appears.
2.
Select ALL OUTLINES then press ENTER .
A confirmation message appears asking if you are sure you want to delete all outlines in the application.
3.
Press Y (or N to cancel the deletion).
+ It is not possible to delete all outlines simultaneously if the Organizer is locked. See p.186.
Using subtopics (children)
The examples used so far have only contained one level of topics (excluding the title, which is always on the first level by itself). This simple outline form may be all you need to organize your information. You can, however, create subtopics for greater flexibility. Each subtopic belongs to the particular topic that is on the next level above it. A subtopic can, in turn, have its own subtopics: these can continue for 15 levels below the title. Subtopics are referred to as children, the topic they belong to as the parent, and parents and children together as a family.
The example below shows an outline illustrating these points.
#5-2-8 Display
Title
Parent
Children
5
The hollow diamond indicates that the topic is a parent (has subtopics) while a solid diamond indicates that the topic has no children. This is useful because a topic’s children may be hidden from view.
You can create a subtopic by pressing
'
before creating or moving a topic. The new subtopic will be a child of the topic directly above it. If you decide to reorganize an outline later, you can promote a subtopic to the same level as its
113
parent topic using the MOVE command within the application menu.
Entering subtopics
To create the example shown above:
1.
Press
OUTLINE
to start the application.
2.
Press NEW and type in a title for the outline, then press ENTER .
3.
Type in the first topic, then press ENTER .
4.
Press ' to make the second topic a child
(subtopic) of “Northeast”.
The cursor is now indented by one character.
# 5-2-9 Display
114
5.
Now type in the text of the topic, and press ENTER when done.
6.
Continue entering the outline until you reach the word
“Central”.
7.
Press § to place the new topic “Central” on the same level as “Northeast”.
#5-2-10 Display
8.
Continue and complete the outline in this manner.
Collapsing families
As an outline grows in size and depth, you may find it difficult to manage. The collapse function allows you to condense the view and later expand only those topics and families that you wish to see.
Collapsing an outline hides all subtopics from view, displaying only first-level topics and the title.
1.
Display the outline in the View mode.
2.
Press MENU , select COLLAPSE ALL, then press
ENTER .
All subtopics are collapsed into their topics and eliminated from the display.
#5-2-11 Display
If you want to collapse only one specific family, select its parent topic and then press 2nd E or select
EXP/COL from the application menu. All subtopics belonging to that topic will be hidden from view.
Expanding families
All subtopics that have been collapsed in a family or in the entire outline can be expanded.
1.
Display the collapsed outline in View mode.
2.
Select the particular topic you want to expand, or the title if you want to expand the entire outline.
3.
Press MENU , select EXPAND FAMILY, then press
ENTER .
All subtopics of the selected topic are displayed to the furthest level beneath the topic.
You can also expand a family to display only the nextlevel subtopics below the parent topic. Select the topic whose next-level subtopics you want to see and press 2nd E or select EXP/COL from the application menu.
Restructuring families
You can move, delete, join and divide families just as you can with topics. You can also use § to move directly from a selected topic to its parent. However, these operations will affect the entire family regardless of whether or not the topic is collapsed and its subtopics are visible.
Therefore, some care must be taken, since these operations affect information that may not be visible.
The following restrictions apply when working with families:
1.
You may not be able to change the level of a collapsed family in certain situations. No other topics may be moved into a family unless the family is expanded. In general, if you are having problems with moving, expand all of the families (see above) and then try the desired move again.
2.
You cannot insert a topic between a parent and its child at the same level as a parent. To do so would in effect split the relationship between the parent topic and its child. Thus pressing
§
in the situation illustrated below would not move the flashing diamond to the left.
#5-2-12 Display
When moving topics (or families):
A.
You cannot indent a topic more than one character to the right of the topic directly above it.
B.
You cannot indent a topic directly below a collapsed family. You first have to expand the family.
C.
You cannot move a topic one character to the left if this action would split up a parent and a child.
115
5
116
Instead, move the selected topic to another location and then promote it.
If you divide a topic that has subtopics (children), the second half of the divided topic will become the parent of these subtopics. The two parts of the original topic remain on the same level.
You should not attempt to join a topic with a collapsed topic above it. If you do, the Organizer will ask for confirmation that this is what you really want to do. If you continue, it will combine that topic with the last topic in the preceding topic’s family. It is therefore a good idea to first expand the collapsed topic’s family, in order to see the topic and subtopics you are combining with.
The Outline application menu
#5-2-13 Display
Moves the selected topic to the new location (see p.111).
Fully displays or collapses the subtopics of the selected topic (see p.114)
Displays single-line or full view of an entry (see p.109).
Displays all subtopics that have been collapsed (see p.115).
Collapses all subtopics (see p.114).
Combines or splits topics (see p.111).
Selects the specific entries for deletion (see p.112).
CHAPTER 6
Desk Accessories
T he Organizer’s desk accessories are a set of valuable utilities for everyday use. The Calc (Calculator) can perform calculations on figures entered either using the number keys or copied over from other applications. The Clock can simultaneously display the day, date, and time in any two cities of your choice. This chapter provides all the information you need to enjoy full use of these very useful applications.
The Calc (Calculator) Application
The Organizer provides a 10-digit calculator which performs mathematical operations, including square root and percentage calculations, and can also calculate duration of time periods based on given dates, such as the number of days you have to complete a project. In addition, it has a paperless printer feature, which shows all calculations in a vertical column on the display, just as they would appear on a desk-top calculator’s built-in printer-roll. The Calc application also provides support for cost/selling price markup and margin calculations.
There are five different display options in the Calc application, and the application always opens with the most recently used display.
To move between the different calculator modes, either press CALC repeatedly until the desired mode appears, or select VIEWS from the calculator menu and then select the desired mode.
6
Using the arithmetic calculator
1.
Press CALC to start the application.
#6-1-1 Display
117
118
2.
Perform the calculation using the numeric and mathematical symbol keys on the keyboard, just as you would with a regular electronic calculator.
To quit the Calc application, simply change to any other application by pressing the corresponding key.
+ •
To clear an entered value, press C z CE once. To clear an entire calculator operation, press C z CE twice.
•
Calculations are performed in the order of entry, not according to algebraic operator precedence, ie., the calculation 8 + 2 x 3 is performed as: (8 +
2) x 3 not 8 + (2 x 3). This is just as for a regular electronic calculator.
•
An M shown on the display indicates that a value is stored in the calculator’s memory. Press R z CM twice to clear the memory.
• Press
'
to erase the last digit typed.
•
An E shown on the display indicates an error, usually an overflow error (when no more digits can be displayed). When this happens, the calculator will usually ignore any subsequent input until the error is cleared. Press C z CE to clear the error.
•
Press + /– to change the sign of a displayed value.
¤ For further information on other calculator operations, see p.124.
The paperless printer
In the basic calculator mode, only the results of a calculation are displayed. Using the paperless printer, each step within a calculation are retained for reference so you can later edit specific parts of the calculation. This allows you to change numbers and operators (+, –, x,
÷
, =), and even to undo interim steps within a calculation so that you do not then have to reenter the entire calculation.
Pressing = terminates a calculation sequence, and a value entered after any of these keys has been pressed begins a new calculation.
Up to 50 steps can be stored for a calculation. (Power calculations must be carried out by successively pressing
X , as opposed to using = as in the calculator mode.
Otherwise, the functions are the same as those for the basic calculator mode.)
Performing calculations
1.
Press CALC repeatedly until the PAPERLESS
PRINTER appears.
2.
Enter the following calculation: 25 x 3
#6-1-2 Display
Operators
The number of steps that have been entered.
Entered value
The symbol
©
in the paper-roll on the left of the display marks the starting entry. The value shown in the keypad window is either the value you have just entered or final result of the calculation, as indicated by ENTRY or
ANSWER, respectively.
3.
Press = to get the result.
Checking intermediate results
1.
Press PREV or NEXT until you reach the line of the calculation you want to check.
The total up to and including the highlighted line is displayed. The number of the step you have highlighted appears in the small box to the right of the display’s paperroll.
#6-1-3 Display
Indicates the current step.
2.
Press C z CE once to return to the display of the final result, and again to clear the display.
Inserting new figures
You can add new steps to a series of calculations recorded on the paperless printer.
1.
Move to the line before which you want to insert the new value.
2.
Press INS .
INSERT MODE briefly appears on the calculator’s display.
3.
Enter the operator and the value to be inserted then press ENTER .
The value is now included in the calculation.
4.
Press ENTER again to get the new total.
Once the total has been calculated the insert mode automatically changes back to the normal Entry mode. To return to the entry mode while editing a calculation, press
INS again.
Changing part of a calculation
1.
Move to the line you want to change using PREV .
2.
Enter the new operator and value then press
ENTER .
3.
Press ENTER again to get the new answer.
+ If you press INS by mistake and move into Insert mode, press INS again to return to normal Entry mode.
6
119
120
Deleting a line
1.
Move to the line you want to delete using PREV .
2.
Press DEL .
The selected line is removed from the display.
3.
Press ENTER to get the new total.
Calculating dates
As well as performing standard arithmetic calculations, the
Calc application lets you determine the period of time (in days) between two specific dates, and also what the date will be a certain number of days before or after a particular date.
Calculating the number of days between two dates
1.
Press CALC a few times until the date calculator appears.
The current date appears as the default starting date.
Follow step 2 below if you wish to change the starting date.
If you want the calculation to start from the current date, skip step 2 instead.
#6-1-4 Display
Starting date
2.
Press CANCEL once to clear the starting date field and then enter the desired starting date. Prefix a single-digit month or day with a “0”.
3.
Press ˜ .
4.
Enter the ending date.
5.
Press = .
If you wish to have today’s date as the ending date
(when the starting date is prior to today), use 2nd
D to enter today’s date.
The number of days between the two dates is shown.
+ •
If you make a mistake, press CANCEL to return to a previous step.
•
If you enter an invalid date or other value, for example if you forget to enter the year, the operation will not be performed and nothing will happen when you press ENTER .
Calculating a date by specifying a number of days
1.
Press CALC a few times until the date calculator appears.
The today's date appears as the default starting date. If you want to calculate a date starting from today's date, skip the next step.
2.
Press CANCEL to clear the starting date field and enter the desired starting date. Prefix a single-digit month or date with a “0”.
3.
Press + to enter a number of days in the future, or
– for a number of days prior to today.
#6-1-5 Display
Using the Calculator with other applications
The Calc application can perform calculations that have been written out as text within another application.
Transferring data from an application entry into Calc
1.
Open the application containing the text to be calculated.
2.
Highlight the calculation text.
4.
Enter the number of days to base your calculation on.
5.
Press = .
The calculated date is displayed, together with the day of the week.
You can continue to calculate dates in the future or past using the calculated date as a new starting date; after a date is calculated, press + or – , as desired. The most recently calculated date is automatically entered in the FROM field. Simply enter the number of days to be calculated and press = .
+ If you make a mistake, press CANCEL to return to a previous step.
#6-1-6 Display
3.
Press 2nd COPY to copy the text.
4.
Press CALC to open the Calc application and press
2nd PASTE to bring in or paste the copied calculation.
The copied calculation is performed automatically, and the result is displayed.
6
121
#6-1-7 Display
122
When E appears
When any of the following situations occur, the error indicator E is displayed and calculations are suspended.
Press C z CE to clear the error.
•
The integer part of the calculation result is within the range of 11 to 20 digits (a rough calculation is obtained).
Example: 4567890123 X 456 =
208.2957896 is displayed with E, which indicates that the rough result is:
208.2957896 x 10 10 (ie. 2,082,957,896,000)
•
In paperless printer mode, no rough calculation can be obtained.
•
The integer part of the calculation result exceeds 20 digits.
•
The integer part of the numerical value in the memory exceeds 10 digits.
•
A number is divided by “0”.
Cost/Selling price/Markup and Cost/Selling price/Margin calculations
The Calc application provides a useful function for making markup and margin calculations, based on figures that you supply via the keyboard. The way it works is simple: you enter two of the values that you already know for either the cost, selling price or markup/margin, and the calculator works out and displays the missing value. For example, if you enter the cost and the selling price, it will tell you the percentage markup or margin based on those two values. If you enter the selling price and the markup or margin, it will tell you the cost.
1.
Press CALC several times until the COST/S.PRICE/
MARKUP display or the COST/S.PRICE/MARGIN display appears, as required.
#6-1-8 Display
2.
Use ¶ ˜ to move to the fields whose values you already know, and enter the values.
3.
Press SOLVE to calculate the missing value.
The missing value is displayed in the appropriate field.
+ Note that you must move out of a field in which you have just entered a value before the calculation can be performed.
Re-calculating using different values
Once you have made a Markup/Margin calculation, you can recalculate using new values without having to start from the beginning.
1.
Move to whichever field(s) whose values you want to change, and enter the new values.
+
Press NEW to clear the contents of a field before entering a new value.
2.
Move to the field whose new value you want to calculate, and press ?
to indicate the missing value.
3.
Press SOLVE .
The new value is calculated and appears in the field.
Setting the number of decimal places
When using the Cost/Selling price/Markup and Cost/Selling price/Margin calculator, you can choose whether the number of decimal places used in calculations is 0 or 2.
In either Cost/Selling price/Markup or Cost/Selling price/
Margin calculator mode:
1.
Press MENU , select DECIMAL POINT SETTINGS and press ENTER .
2.
Select the desired setting and press ENTER .
The desired number of decimal points is applied.
+ Note that when no decimal points are used (ie.
DECIMAL POINT : 0 is selected), pressing the decimal point key will have no effect, but any numbers entered subsequently will be treated as integers. For example, typing 12.75 will be treated as 1,275, which will produce a very different calculation result.
6
123
124
Calculation examples
Calculation Example
Arithmetic
Constant
12 x 3 + 5 =
(–24) ÷ 4 – 2 =
34 + 57 =
45 + 57 =
Percentage
Add-on
Discount
Square root
Power
Reciprocal
68 x 25 =
68 x 40 =
What is 10% of 200?
What percentage is
9 of 36?
What results from a
10% increase of 200?
What is 500 after a
20% discount?
√
25 – 9 =
(4 3 ) 2 =
1/8 =
Operation
12 X 3 + 5 =
24 + /– 4 – 2 =
34 + 57
=
The addend becomes a constant.
45 =
(Subtraction and division are performed in the same manner.)
68 X 25 = The multiplicand becomes a constant.
40 =
200 X 10 %
9 36 %
200 + 10 %
(or 200 X 10 % + =
)
500 – 20 %
(or 500 X 20 % – = )
25 – 9
=
ª
4 X
= =
X
8
=
=
Display (answer)
41.
–8.
91.
102.
1,700.
2,720.
20.
25.
220.
400.
4.
4,096.
0.125
Calculation Example
Memory Summation
25 x 5 =
–) 84
÷
3 =
+) 68 + 17 =
(Total) =
Temporary memory
(14 – 3 x 2) x
(52 – 35) =
Operation
Clears the memory before performing any
R z CM R z CM
25 X 5 M+
84 3 M–
68 + 17 M+
R z CM
R z CM R z CM
14 M+ 3 X 2 M–
52 – 35 X R z CM
=
The Calc application menu
#6-1-9 Display
Selects the basic, paperless, date, cost/sell/margin or cost/ sell/markup calculator mode.
Selects the entry mode in the paperless calculator.
Selects the insert mode in the paperless calculator.
Sets the number of decimal places (see p.123).
Display (answer)
125.
M
28.
M
85.
M
182.
M
6.
M
136.
M
6
125
126
The Clock Application
The unit’s built-in clock makes it possible not only to know the correct time and date in your area, but also to know the time in other cities or any region around the world. The
Clock is used as the reference time by the Calendar,
Schedule, and To Do applications. In addition to these features, daylight saving time (DST) can be enabled for any city you designate, for those countries that use an annual
Daylight Saving Time adjustment.
As an aid to international business and travel, the
Organizer is set to display the time in any other city you choose (called the World City) as well as your own city (the
Local City). In addition, the Organizer comes with a predefined list of countries and cities. If the city you want is not in the pre-defined list, you can add your own User-defined city by specifying the city name, country and time relative to
GMT (Greenwich Mean Time) (see p.130).
To view the Clock, simply press 2nd followed by CLOCK .
Local city World city
#6-2-1 Display
Local time
Time in the World city
Time difference between Local and
World cities
Changing the Local city
The Local city is the city selected to provide the local time.
When you first use your Organizer, the default Local city is set as New York. To change this setting:
1.
Press MENU to open the Clock menu.
2.
Select SET CLOCK then press ENTER .
3.
Select CHANGE LOCAL CITY then press ENTER .
A list of cities appears. The currently selected city is at the top of the list. The cities are listed in alphabetical order by country and then by city name.
#6-2-2 Display
4.
Type the first letter of the name of the country in which the target city is located. (For example, if you wanted to select San Francisco, you would type U for
United States.) Then use PREV and NEXT to display the city you want.
5.
Use ¶ and ˜ to select a city. You can also use
PREV and NEXT to move up and down the list.
6.
If the selected city observes Daylight Saving Time,
➞ press to indicate this.
This advances the Local time by one hour. A symbol appears beside the city to indicate that daylight saving time has been set.
7.
Press ENTER .
The Clock window appears briefly, showing the new Local city. The time is automatically adjusted.
+ •
If you have defined a User city and want to select it as the Local city, press SPACE to access the user-defined cities (see p.129).
•
Certain countries will be abbreviated as follows:
Federal Republic of
Germany
GERMANY, F.R.
Papua New Guinea
Czech Republic
PAPUA N.GUINEA
CZECH REP.
TRINID. & TOB.
Republic of Trinidad and Tobago
Dominican Republic
French Polynesia
DOMINICAN REP.
FR. POLYNESIA
United Arab Emirates U.A. EMIRATES
United States of America USA
•
Country and city names in the list and their relative time differences are current as of January 1992.
Setting the time and date
1.
Press MENU to open the Clock menu.
2.
Select SET CLOCK and press ENTER .
3.
Select ADJUST TIME/DATE and press ENTER .
The ADJUST TIME/DATE window opens.
#6-2-3 Display
The window has three fields: Local Time, Time System, and
Local Date.
4.
Enter the current time and press AM or PM (for
AM or PM). Be sure to enter a 0 before a single-digit hour or minute entry.
5.
Move to the TIME SYSTEM field. Press § or
' to indicate whether you want the time shown in 12- or
24-hour format.
6.
Move to the LOCAL DATE field. Enter the current month and day in two digits, and the year in four digits. You can also select the date by pressing
˜ to display the pop-up calendar. (Use PREV and
NEXT to display the desired month, then ¶ ˜
§ ' to move to the current day.)
6
127
128
You can set any date from January 1st, 1901 to December
31st, 2099.
7.
Press ENTER (or CANCEL to cancel the changes).
The time and date are now stored.
+ •
You can access CHANGE LOCAL CITY from this display by pressing 2nd W . Because the
Organizer automatically adjusts the time after the
Local city is changed, you should select the Local city before setting the time and date.
•
Changing the setting in the TIME SYSTEM field also changes the time display format for all the
Organizer’s time-related applications and functions, such as Schedule and Time Stamp.
Checking the time in a city
You can find out the time anywhere in the world using the
Clock application by selecting another city, called the
World city. Selecting a city as the World city will display the time in that city as well as the Local city when you press
2nd CLOCK . The Organizer also shows you the time difference between the current World city and the Local city. When you first use the Organizer, the default World city is London.
To change the World city:
1.
Press MENU to open the Clock menu.
2.
Select SET CLOCK and press ENTER .
3.
Select CHANGE WORLD CITY and press ENTER .
A list of four cities appears. These will be the four cities you most recently selected, or checked the time in. The currently selected World city appears at the top of the list.
#6-2-4 Display
4.
If the city you want to select as your World city is on the list, select it and then proceed from step 7 below.
If not, press SPACE or type the first letter of the country containing the target city.
#6-2-5 Display
A list of cities appears. The first three cities are User cities which you can specify (see below). Just as for the LOCAL
CITY list, all cities in this list are in alphabetical order according to country name.
Use
¶
, ˜ , PREV and NEXT to display the city you want.
5.
Select the desired city.
6.
If Daylight Saving Time (DST) is observed by the
➞ selected city, press to indicate this.
A symbol appears beside the city, indicating that DST has been set.
7.
Press ENTER .
The city is selected as the World city and the window closes.
The Clock window briefly appears, indicating the time in the selected World city. The time difference relative to the
Local city is displayed below the World city time.
+ While selecting a city from the list, you can press
SPACE at any time to return to the first page of the list.
Adding a User-defined city
Since some cities you may wish to use might not appear in the Organizer’s built-in pre-defined list of cities, the Clock application lets you define your own cities, called User cities, for use as the Local and World cities.
1.
Press MENU to open the Clock menu.
2.
Select SET CLOCK and press ENTER .
3.
Select ADD USER’S CITY and press ENTER .
The ADD USER’S CITY window opens.
#6-2-6 Display
You can set up to three cities by entering information in the three fields. In the unit’s default settings, New York has been designated as USER CITY1.
4.
Move to the field you would like to change for USER
CITY1, 2, or 3.
5.
Press NEW to delete the current name and enter the name of your desired city.
6.
Move to the COUNTRY field.
7.
Delete the current setting and enter the name of the country where the city is located.
8.
Move to the GMT (Greenwich Mean Time) field.
9.
Enter the time difference between the user city and
Greenwich Mean Time (the international time reference). Press – before a number to indicate a negative time difference (ie. the time in the selected city is earlier than GMT). You can specify any value from –11.5 to +12 to the nearest half-hour.
10.
Press ENTER .
129
6
The city you entered is then stored as a User city, and is listed on the first page on both the Local and World city lists.
¤ To select the User city you have just entered as the
Local or World city, see p.126 or p.128, respectively.
130
Daylight Saving Time (DST)
Assigning DST to a city
Designating Daylight Saving Time (DST) for a city automatically sets the time for that city one hour ahead of its regular time.
1.
Press MENU , select SET CLOCK then press
ENTER .
2.
Select either CHANGE LOCAL CITY or CHANGE
WORLD CITY (it doesn’t matter which you choose) then press ENTER .
3.
Select the desired city using ¶ , ˜ , PREV and
NEXT .
4.
Press
➞
.
A symbol appears to the left of the city, indicating that DST is in effect.
5. Press ENTER .
To de-assign a city’s DST setting, simply follow the above procedure and press
➞
again (this toggles DST between on and off).
Enabling and disabling DST
Once DST is assigned to a city, it remains in effect until it is de-assigned. Once a year, cities using DST will switch back to regular time. Rather than having to de-assign DST for each city separately, you can simply disable the
Organizer’s DST feature itself, which then applies to all cities within the Organizer. When these cities switch back to
DST, you can simply re-enable the feature without having to change any city’s entry.
1.
Press MENU to open the Clock menu.
2.
The current DST setting (enabled or disabled) is indicated by a tick. Select ENABLE DST to change the setting.
When DST is disabled, the DST symbol disappears from the Clock display.
Setting daily alarms
You can set alarms just like on a regular clock, separately from Schedule events, using the Clock menu. Set alarms will sound even if the Organizer is turned off.
This can be especially convenient, for example, when you need an alarm as a simple reminder or to wake you up, but do not want to make a full Schedule entry.
1.
Press MENU to open the Clock menu and select
SET DAILY ALARMS, then press ENTER .
The SET DAILY ALARMS window opens. You can set up to five alarms.
#6-2-7 Display
Disabling all alarms
Once you have set an alarm, it will sound at the appropriate time whether the Organizer is turned on or off. When the
Organizer is on, at the top of the display indicates that any alarm that is set will sound at the appropriate time.
There may be times when you do not want to hear any of the set alarms. You can disable all Schedule and Daily
Alarm sounds easily with a single operation.
1.
Press MENU three times to open the TOOLS menu.
2.
Enter the time for the desired alarm, followed by AM or PM for AM or PM.
3.
Press
➞
to set the alarm.
4.
Move to the next field and set any other alarms you want using the same procedure.
5.
Press ENTER (or CANCEL to cancel the setting).
Turning alarms on and off
To turn off an alarm that is sounding, press ON . Alarms will turn off automatically after sounding for 15 seconds.
To unset an alarm, select SET DAILY ALARMS from the
Clock menu, select the alarm you want to turn off, and press
➞
(alarms are indicated as set or unset in the display’s middle field).
2.
#6-2-8 Display
Select ENABLE ALL ALARMS and press ENTER .
The disappears from the display. All alarm sounds are now turned off, ie. no audible alarm will sound, until you use the above procedure to turn them on again by reselecting ENABLE ALL ALARMS. However, each alarm will still be displayed when it reaches its set time, even when the unit is turned off. This means the alarm sounds are disabled, but not the alarms themselves.
6
131
132
The Clock application menu
#6-2-9 Display
Sets the built-in clock.
Sets and controls up to five alarms to sound daily (see p.130).
Turns all DST settings on or off.
CHAPTER 7
Money & Account Management
T he OZ-5600 Organizer’s Money
Tracking application provides you with a sophisticated and easy-to-use tool for managing your personal and business finances. It offers comprehensive facilities for recording cash, bank and credit card transactions. It also helps you reconcile account balances. It can even automatically create a corresponding transaction to transfer funds from one account to another.
Money Tracking application
What it can do
Transactions are stored against accounts that you create and manage. Once the accounts are set up and the transactions recorded, you can monitor and print summaries or details of all your financial activities and balances. The Money Tracking application can help you balance your accounts at the touch of a few buttons. You can even transfer information between your money management software on your desktop computer
(Quicken®, MS-Money®) and the OZ-5600 using the optional Link software.
Introducing Money Tracking concepts
The Money Tracking application utilizes two main concepts for organizing its information: Accounts and
Transactions. In Money Tracking, Accounts are used like any other accounts you use: bank accounts for checking and savings, credit cards, and cash accounts for the money you carry. The Money Tracking can support up to 16 different accounts.
Whenever you use an account either to make or receive a payment, this represents a Transaction. Just like any bank account, Money Tracking records different transactions against various accounts, and allows you to see when, where, how, to whom and why various payments were
7
133
made or received for a given account, conveniently and reliably.
You may view each account and related transactions by pressing the MONEY TRACKING key. To display the next account in alphabetical order, simply press the
MONEY TRACKING key again. To view the details of a transaction simply select the transaction using
¶
and
˜
and press ENTER .
+ Since up to 16 accounts can be created, when looking for a particular account you may find it quicker to press 2nd MONEY TRACKING to move through the accounts in reverse alphabetical order.
134
The Money Tracking operations described in this chapter are:
* Things to Know about Money Tracking
* Setting up Money Tracking accounts
* Viewing account information
* Editing or viewing account details
* Entering Money Tracking transactions
* Viewing account transactions
* Displaying transactions in detail: View mode
* Editing/updating existing transactions: Edit mode
* Listing all transactions
* A closer look at Money Tracking transactions
* Using the Filter to display selected transactions
* Canceling an active Filter
* About Categories
* Using the pre-defined Categories
* Adding your own Categories
* Editing Category names
* Using Categories
* The SPLIT function
* Automatic transfers
* Making a transfer for a SPLIT transaction
* Account balancing and reconciliation
* Deleting Money Tracking information
Things to Know about Money Tracking
•
When to begin using the money tracking application
Begin using the Money Tracking application after you have balanced your last statement for the account.
•
Enter the Opening Balance as the ending balance of that statement
• Enter all transactions that have occurred since your last account statement
Be careful to enter all transactions in to the OZ-5600 so that you can carefully maintain your account balance and so that when you get your next statement to balance your account.
•
Save time by using the Word Key
Store your commonly used phrases including Payee names, Memo’s or Special information in the Word area. Please see p. 164 for further details.
•
Memory is full – What can I do
Removing reconciled transactions from memory will free up memory space. Make sure you back up these transactions for future reference either by printing or saving to your computer with the optional Link software.
•
Sharing information with my desktop money management software
The optional Link software will enable you to transfer the OZ-5600 transactions to your computer using the standard QIF format. After being uploaded to the computer you can then import them into your money management software using the Import feature. You can also Export transactions from your desktop software to your OZ-5600.
•
How secret works with Money Tracking
If your organizer is locked, the account balances will be displayed as ##,###,###.## until the organizer is unlocked.
Setting up Money Tracking accounts
All Money Tracking transactions are recorded against accounts set up by the user. There are no default accounts.
The first step in using the Money Tracking application is to set up your personal accounts.
To enter a new account:
1.
Press MONEY TRACKING to open the Money
Tracking application.
2.
Press MENU and select SET UP ACCOUNT followed by ENTER .
The ACCOUNT LIST appears, with the name, type and current balance of any existing accounts. When defining an account for the first time, the list will be empty.
3.
Press NEW .
The ACCOUNT INFORMATION window is displayed.
#7-1-1
+ When you use the Money Tracking application for the first time, there are no accounts set up. When you press ENTER or NEW for the first time after opening the application, you will be warned there are no accounts set up. The procedure to create new accounts will then be initiated automatically after you press ENTER once more.
4.
Enter the name you wish to give the new account (up to 15 characters long) and press NEXT .
The cursor moves to the TYPE field.
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7
5.
Press ˜ , select the desired account TYPE from the list, press ENTER to close the list and then press
NEXT .
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+ The account type describes the purpose of the account and determines the exact terms used to describe debit and credit transactions. (eg. Credit
Card=Charge/Payment, Bank=Payment/Deposit,
Cash=Spend/Receive).
The account type is also one of the selection criteria used for the Filter function (see p.143).
The cursor moves to the OPENING BAL field.
6.
Enter the account’s OPENING BALance (maximum 8 digits plus 2 decimal places) followed by NEXT .
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136
+ Take care when entering the opening balance for a new account, as an incorrect value will cause subsequent account operations to result in further incorrect balances. The method of determining the starting balance depends on the account type:
BANK – Use the “Closing Balance” shown on your most recent bank statement.
CREDIT– Use the “New Balance” shown on your
CARD latest credit card statement. Even though this represents a debit ie. an amount that you owe, you should enter the amount as it appears on your statement, ie. without a minus sign “–”. When performing account calculations, the Organizer knows that an amount in a CREDIT CARD account is actually a debit.
CASH – Enter the total amount of cash you have at the present time.
The cursor moves to the ACCOUNT DATA field.
7.
The ACCOUNT DATA (up to 25 characters) is optional and designed to supplement the NAME and
TYPE fields. This field could be used to record the account number, for instance. Press NEXT .
The cursor moves to the NOTE field.
8.
Again the NOTE field (up to 25 characters) is optional.
It is designed to provide further information about the purpose and usage of the account (eg. account phone number).
9.
Press ENTER to store the new account details.
The Account List is displayed, showing the summary of the new account just created and the new total balance.
#7-1-4
Viewing account information
A summary of existing accounts may be viewed at any time after they have been set up.
1.
Press MENU .
2.
Select SET UP ACCOUNT and press ENTER .
The ACCOUNT LIST is displayed, showing name, type and current balance of all existing accounts.
+ Press MONEY TRACKING to switch between displaying the Opening or Current account balance.
Editing or viewing account details
The details any account may be edited or viewed at any time after it has been set up. This would usually be in order to view or change the ACCOUNT DATA, NOTE or TYPE fields, since the other fields are unlikely to require updating unless they were originally entered incorrectly. However, since this involves the account setup information and not the actual transactions, this is an operation the user would only use occasionally.
1.
Press MENU , select SET UP ACCOUNT and press
ENTER .
The ACCOUNT LIST is displayed.
2.
Select the desired account and press EDIT .
A message appears, warning you that editing certain fields may cause a discrepancy in the reported account balance.
3.
Press ENTER to proceed.
The ACCOUNT INFORMATION screen appears in Edit mode.
4.
Make any desired changes, then press ENTER to store your changes (or CANCEL to retain the original details).
The message “Stored!” appears.
+ Press MONEY TRACKING to switch between displaying the Opening or Current account balance.
Entering Money Tracking transactions
Once you have set up the desired account, you are ready to enter Money Tracking transactions to record the use of the account.
To enter a new Money Tracking transaction:
1.
Press MENU , select SET UP ACCOUNT and press
ENTER .
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7
The ACCOUNT LIST is displayed.
2.
Select the desired account from the list, then press
ENTER .
+ You may also select the desired account by skipping steps 1 & 2 and instead pressing MONEY TRACKING
(or 2nd MONEY TRACKING ) until the account is displayed.
The Index view for the selected account appears.
3.
Press NEW to enter a new transaction for this account.
The blank MONEY TRACKING display appears in Edit mode.
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138
The name of the selected account appears in the
ACCOUNT NAME field.
If you change your mind and wish to enter this transaction for a different account instead, simply move to the ACCOUNT field, press ˜ , then select the desired account from the list and press ENTER .
+ If you press NEW to create a new transaction while displaying ALL transactions (ie. no account is currently selected), the name of the account for which the most recently created transaction was assigned is appears in the ACCOUNT NAME field as the default.
The cursor appears in the DATE field, which already contains today’s date as the default.
4.
Enter the date of the transaction (if you do not wish you use today’s date). You can enter a date either via the keyboard or by pressing ˜ and selecting the date from the pop-up calendar.
5.
Press NEXT to move to the REF./NUMBER field.
Enter an optional reference number for the transaction, then press NEXT .
The cursor moves to the PAYEE field.
6.
Enter the name and details of the PAYEE of the transaction (up to 27 characters). This will be the name of the person or company who either pays you the amount of the transaction (for a credit) or to whom you are paying (for a debit). Press NEXT to move to the next field.
The cursor moves to the TYPE field.
7.
Use
§
and
'
to indicate whether this represents a debit or credit transaction. Press NEXT to move to the next field.
+ Note that the exact words appearing in the TYPE field to represent the debit and credit transactions vary according to the TYPE of the ACCOUNT for which the
current transaction is being assigned. For example, if the account type is CASH, a debit is SPEND and a credit is RECEIVE.
8.
Enter the transaction amount and press NEXT .
The cursor moves to the CATEGORY field.
9.
Enter the optional CATEGORY for the transaction by pressing ˜ and selecting the desired category from the pop-up menu.
#7-1-6
+ When selecting a category from the pop-up list, you can jump to a particular category by pressing the letter key corresponding to the first letter of the desired category name. To skip to the end of the Category list, press 2nd NEXT , or press 2nd PREV to jump back to the top of the list.
Since CATEGORY is an optional field, select <NONE> if the transaction is not to be assigned to any category.
Select {SPLIT} if you wish the transaction being entered to be assigned to multiple categories. When {SPLIT} is selected, the SPLIT window is displayed, allowing the user to specify up to 10 sub-amounts and corresponding categories for the transaction. The total of the 10 subamounts should equal the full amount entered in the transaction.
The pop-up list contains those categories already defined (via the CATEGORIES function) in the Money
Tracking application menu. Instead of using the popup list, you can enter a new category in this field. Any category you type in will be added automatically to the category list if it does not already exist.
¤ For more detailed description of using categories with money tracking transactions, see “About Categories” on p.145.
10.
Press NEXT to move to the MEMO field.
11.
You may enter some descriptive text in the MEMO field (up to 27 characters) to remind you of the reason, purpose or other explanation of this transaction, then press NEXT to move to the next field.
12.
For the CLEARED field, press
˜
and select the appropriate transaction clearance status from the list.
The default value is NOT CLEARED. Press NEXT to move to the next field.
¤ For a more detailed description of the CLEARED field, see “A closer look at Money Tracking transactions” on p.142.
13.
Enter any further descriptive information in the
7
139
140
SPECIAL field to remind you of the purpose or some other relevant data about this transaction.
+ Note that any text you provide in the MEMO and
SPECIAL fields can be used by the Filter function to selectively access particular transactions.
14.
Press ENTER to store the transaction details, or
CANCEL to discard the changes.
A message confirming the transaction has been successfully stored in memory is briefly displayed, and the transaction then appears in View mode.
Viewing account transactions
The Index mode view for a particular account provides a useful summary of the main details of all the transactions on that account. This is the quickest way to gain a broad picture of the status and operations on the account, and also allows you to select particular transactions for which you wish to view the full details.
To view a particular account’s details in Index mode:
1.
Press MENU , select SET UP ACCOUNT and press
ENTER .
The account list is displayed.
2.
Select the desired account from the list, then press
ENTER .
The Index mode view of the account then appears, with the account name displayed at the top of the screen. Each row represents the summary of a different transaction, sorted in ascending date order (ie. oldest first).
3.
Since not all the information for each transaction can be displayed on the screen at one time, press ' to view the rest of the transaction summary, and press
§ to go back. Press ˜ and
¶
to scroll the transactions when there are too many to be displayed at one time.
The CLEARED field is shown as a summary, with a single character to represent the current status.
Transaction amounts are displayed differently depending on the type of account. Bank and Cash accounts display debits (Payments or Spend) with a preceding minus sign, and credits (Deposits or Receive) without a sign. Credit
Card accounts show charges without a sign and payments with a preceding minus sign.
The description given in the amount heading is determined by the TYPE field in the ACCOUNT INFORMATION window defining the account.
#7-1-4A
Displaying transactions in detail: View mode
Account Index mode described above provides single-line summaries of all the transactions in a given account. You can then easily select any transaction in the displayed list to view its full details in View mode. Note that for each transaction, although the REF./NUMBER field holds up to six characters, only the last four characters are displayed in
Index mode.
1.
Follow the above provedure for displaying an account in Index mode.
2.
Select the desired transaction and press ENTER .
The Money Tracking transaction screen appears, with the full details of the selected transaction displayed in View mode.
3.
Press
˜
and
¶
to scroll the display to view those fields that cannot fit on the display.
Press
'
to view the details of a transaction with
SPLIT Categories.
¤ See p.147 below for information on SPLIT transactions.
4.
When you have finished viewing the transaction, press ENTER to return to the account Index mode, or press CANCEL to display the ALL account transaction view.
+ When viewing a given transaction, you can use
NEXT and PREV to view successive and previous transactions in the same account, without having to return to the account’s Index mode to select a different transaction. The Organizer warns you if you reach the first or last transaction entry in an account.
Editing/updating existing transactions: Edit mode
All transactions can be edited once they have been created, in order to update any or all of their fields when certain details change. For instance, you may wish to amend a transaction entry to reflect the fact that a transaction that was previously NOT CLEARED is now
CLEARED.
To edit an existing transaction entry:
1.
In account Index mode: highlight the transaction to be edited and press EDIT .
In transaction View mode: press EDIT .
The transaction is then displayed in Edit mode.
#7-1-7
2.
Use NEXT and PREV or the arrow keys to move to any fields to be edited.
141
7
+ When editing text fields or the amount, you can use
NEW to clear the field before typing in new text.
3.
Press ENTER to store the edited transaction entry, or CANCEL to discard the changes.
When ENTER is pressed, a message indicating the entry has been successfully stored briefly appears. The transaction is then displayed in View mode.
Listing all transactions
Although every transaction must be assigned to a specific account, the Money Tracking application allows you to view summaries of all transactions in date order, regardless of the account to which they belong.
1.
Press MONEY TRACKING repeatedly until “ALL” appears in place of an account name.
+ If you pass the ALL display by mistake, press 2nd
MONEY TRACKING to move through the accounts in the reverse order.
#7-1-8
142
A summary of all transactions appears in Index mode, with one line per transaction.
If you are currently in transaction View mode, you can jump directly to the ALL account transaction view by pressing CANCEL .
2.
Press ' to view those transaction details that cannot fit on the display. Press § to redisplay the original group of transaction details.
3.
If necessary, use
¶
and
˜
to scroll the display up and down to display any additional transactions that may not fit onto the display.
A closer look at Money Tracking transactions
Each Money Tracking entry contains certain fields with special functions to allow the user to control the exact status of transactions requiring further processing.
#7-1-8A
* CLEARED - Indicates the status of the transaction with the bank or credit card company. The options are NOT
CLEARED, CLEARED and RECONCILED. Using the example of a checking account, when you write a check the status is NOT CLEARED. After the check returns to your bank and the money has been withdrawn from your account, the check status is CLEARED. When you receive your statement from the bank and you reconcile
the statement with your records, the transaction becomes RECONCILED.
The OZ-5600 can handle these steps for you. When you create a transaction, the default is NOT CLEARED.
When you receive your statement from the bank, you may perform the account balancing procedure on the
OZ-5600. The first step is to verify that the transactions listed on the statement agree with the transactions listed in the OZ-5600. During this step of the Account
Balancing procedure, the transactions are marked as
CLEARED. When all the transactions have been correctly marked and the account is balanced, the status is automatically changed to RECONCILED. (See
Account Balancing p.152)
* SPECIAL - allows you to provide additional information to describe the purpose of the transaction (up to 27 characters). These transactions can later be accessed as a group using the Filter function. For example, to track all business expenses for a certain client you may put the client’s name in SPECIAL and later use the
Filter function to list all the transactions for the client.
SPECIAL could also be useful for business people and others who incur regular expenses for which they are reimbursed at a later date. After you incur a business expense, you usually need to submit an expense claim in order to be reimbursed later. When entering a transaction for a business expense, you could set this field to NOT SUBMITTED. Once you submit your expense claim, you can update this to SUBMITTED, to reflect the change. When the expense is later settled and you receive payment, you can update the field to indicate that you have been REIMBURSED.
To make this even easier, you could set up the words
NOT SUBMITTED, SUBMITTED and REIMBURSED using the WORD key. You could then recall these words easily when tracking the progress of your expense claim.
¤ Refer to the WORD key function (p.164) for more details.
Using the Filter to display selected transactions
The Filter function allows you to see only those transactions that meet selection criteria that you specify.
This makes it faster and easier to access the information that you want.
Transactions may be filtered by any or all of the following fields: Account, (within a) date range, Payee name,
Category, Memo, Cleared status, Special and Secret status.
To activate the Filter:
1.
Press MENU twice to open the PREFERENCES menu, select SET FILTER STATUS and press
ENTER .
143
7
The TURN ON FILTER window appears.
2.
To specify only transactions from a particular account, press ˜ and select the desired account.
Select ALL (which is the default) to indicate that the selected transactions can be from any account.
#7-1-8B
3.
Specify any other fields for the remainder of the selection criteria, then press ENTER .
The message “Filtering...” appears briefly. All transactions that satisfy the selection criteria are then displayed in Index mode. Since the total balance shown at the top of screen is for Filtered transactions only, it is labeled FILTERED.
#7-1-9
144
+ Note that in the CLEARED field, the pop-up menu contains items which do not appear when entering
Money Tracking transactions. These extra items represents a combination of possible values for the field, allowing the user to specify more than one value for the selection criteria.
If a Category used for the Filter selection criteria occurs as one of the Split components of a transaction amount, the entire transaction amount will be added to the Filtered
Balance, not just the split amount corresponding to the selected Category.
#7-1-10
= NOT CLEARED
+ CLEARED
A date range may be used to make the Filter selection more specific. The FROM date is the date at which the
Filter selection should start. The TO date is the latest date at which the Filter should end. Either field may be left blank to allow the Filter to have no starting or ending date limit.
+ Note that the more detailed the selection criteria (ie.
the more fields you specify for the Filter), the more selectively the Filter will operate and the quicker you will find the information you are looking for. However, if you specify more than one selection criterion, any filtered items will have to meet all of the selection criteria, not just any of them.
4.
To display a particular transaction in View mode, select the transaction and press ENTER .
The selected transaction appears in View mode. The word
FILTERED appears in the top-right of the screen to remind you that a filter is in effect.
5.
Use
˜
and
¶
to display those fields which cannot be displayed at one time.
Use PREV and NEXT to display full details of previous and subsequent transactions that also meet the Filter’s selection criteria.
Canceling an active Filter
While a filter is in effect, the word FILTERED appears at the top of the screen and a 3 appears in the Money Tracking menu next to SET FILTER STATUS. When you have accessed the information you were looking for, you may want to turn off or cancel an active Filter.
To cancel a Filter:
1.
Press MENU twice to display the PREFERENCES menu.
A 3 is displayed next to the SET FILTER STATUS command.
2.
Select SET FILTER STATUS and press ENTER .
The Filter is canceled, and the Account List is displayed. If you display the PREFERENCES menu again, the 3 will no longer appear next to the SET FILTER STATUS.
About Categories
The CATEGORY field provides a useful way of associating various transactions in different accounts according to a common purpose, customer/client or some other type.
While the Money Tracking application provides a comprehensive list of default categories ready for your use, you can also define your own categories as required.
Careful defining and assigning of categories allows you to make the best use one of Money Tracking’s most powerful facilities - the Filter function (see p.143) - to selectively access various transactions after they have been entered.
The Organizer provides a comprehensive built-in list of 41 pre-defined categories. In addition, you can add, edit and delete Category names as required.
Using the pre-defined Categories
The pre-defined categories are built-in to the Money
Tracking application, and are installed automatically upon initialization. However, you may wish to delete all the builtin and user-defined Categories and then add them again later. You can do this by issuing a simple command from the menu.
1.
Press MENU , select CATEGORIES and press
ENTER .
2.
Select APPEND PRESET CATEGORIES and press
ENTER .
145
7
146
The message “Working...” appears for more than 10 seconds.
3.
To see the newly-added Categories, press MENU , select CATEGORIES then press ENTER .
4.
Select NEW/EDIT CATEGORIES and press ENTER .
The CATEGORIES window appears.
5.
Press ˜ to display the Category list. Use NEXT and the arrow keys to scroll down the list.
You can also use 2nd NEXT to jump directly to the bottom of the Category list (where the transfer account Categories are located) and 2nd PREV to jump to the top of the list.
Adding your own Categories
To define a new category in the Money Tracking application:
1.
In Index mode, press MENU , select CATEGORIES then press ENTER .
The CATEGORIES submenu appears.
2.
Select NEW/EDIT CATEGORIES and press ENTER .
The CATEGORIES window appears.
#7-1-11
3.
Press NEW and enter the name of the new category you wish to create, then press ENTER (or CANCEL to discard the new category).
The CATEGORIES window reappears, with the new category name displayed.
4.
Press CANCEL to close the CATEGORIES window.
You can also define a new category while editing a new or existing transaction entry. Simply type the new category name in the CATEGORY field (instead of selecting an existing name from the pop-up list). The new category you enter will be automatically added to the existing category list.
Editing Category names
You can edit any existing category name as necessary.
When you edit a category name, an transaction using that category is automatically updated to use the edited category name instead.
1.
Press MENU , select NEW/EDIT CATEGORIES then press ENTER .
The CATEGORIES window appears.
2.
Press ˜ , select the desired category from the popup menu list, then press ENTER .
The selected category is displayed in the CATEGORIES box.
3.
Press EDIT .
The EDIT CATEGORY window appears, with the selected category name.
4.
Make any necessary changes to the name, then press
ENTER .
The CATEGORIES window reappears, containing the edited category name.
5.
Press CANCEL to close the CATEGORIES window.
Using Categories
The most effective use of categories is through the Filter function. In this way, transactions in different accounts which may appear to be unrelated may be grouped into the same category. For example, this may be useful for tracking transactions in different accounts involving different payees, but which were all incurred within a specific project. The project name could be set up and used as the category for all project-related transactions, so that the Filter function could later be used to select only those transactions. This is also a valuable tool when transferring transactions between your Money Management software (Quicken®,
MS-Money®) and the OZ-5600.
The SPLIT function
There may be times when you wish to enter a single transaction that actually comprises several different components. For example, you may spend $100 in a department store. However, of that amount, $40 may have been spent on clothes, $25 spent on purchasing a gift and
$35 for general household items. You may wish to categorize the clothing and gift purchases separately.
Creating a SPLIT transaction
1.
Press NEW to create a new Money Tracking transaction. Enter the information as for a regular transaction.
2.
Enter in the AMOUNT field the total amount of the transaction. Using the previous example this would be
$100.00.
3.
In the CATEGORY field, press
˜
and select
{SPLIT} from the category list.
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4.
Press ENTER .
The SPLIT window appears.
7
147
#7-1-13
The UNASSIGNED field shows the value within the total amount that has not yet been assigned to a split transaction.
The value of UNASSIGNED is 100.00, ie. the total amount appearing in the AMOUNT field.
5.
In the first AMOUNT field, enter the amount of the first category to be entered. In this example, we’ll enter the clothing first, so enter 40.00, then press
NEXT .
The value in UNASSIGNED changes to 60.00.
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148
6.
In the first CATEGORY field, press ˜ and select the category you use to track clothing purchases then press ENTER .
#7-1-15
+ If the category you want to use has not yet been defined, you can create a new category simply by typing in the new category name in the CATEGORY field. This applies whenever the CATEGORY field is used.
7.
Press NEXT . Enter the second category AMOUNT field In this example, enter 35.00 and press NEXT .
#7-1-16
The value in UNASSIGNED changes to 25.00.
8.
In the second CATEGORY field, press ˜ and select the category you use to track gifts. Press
ENTER then NEXT .
9.
In the third AMOUNT field, enter 25.00 and press
NEXT .
The value in UNASSIGNED changes to 0.00.
10.
In the third CATEGORY field, press
˜
and select the category you use to record household expenses then press ENTER to close the list.
#7-1-17
11.
Press ENTER to store the SPLIT transaction details and proceed with completing the rest of the transaction.
#7-1-18
+ •
If the total amount given in the AMOUNT field of the Money Tracking transaction is not equal to the sum of the split amounts (ie. some split amount details have not been entered), the outstanding amount will be added automatically to the next available Split field, but with no category given. A warning message will advise you of this, and suggest that you check the Split information.
•
The Split function supports up to 10 amount/ categories. If there is an amount outstanding when less than ten split entries have already been made, the outstanding amount is added to the last entry automatically and a warning message is displayed advising the user to check the entry.
•
If there is an unassigned amount outstanding when ten entries have already been made, a warning message appears and the user is forced to resolve the discrepancy before the transaction can be stored.
•
The UNASSIGNED field is displayed only during
Edit mode. If you view an existing transaction containing a SPLIT field in View mode and access the Split information, no value for UNASSIGNED will appear.
Automatic transfers
One of Money Tracking’s most powerful and useful features is the Transfer facility. Sometimes, you may wish to transfer funds from one of your accounts to another.
This single transaction actually involves one account being debited, and another account being credited by the same amount.
For example, if you pay your monthly credit card bill by check, this involves a debit from your checking account for the payment amount, and a corresponding credit to your credit card account. Using the transfer facility, the Money
Tracking application can automatically credit your credit card account when you create the transaction in the checking account. This not only saves you extra work, but also ensures that the amount of the two corresponding transactions are identical, thus eliminating troublesome discrepancies which could later interfere with successful account balancing and reconciliation.
Account transfers always consist of a source account transaction, which is created by the user, and a matching transaction for a destination account.
7
149
150
Whenever a new account is created in the Money Tracking application, a special category is automatically created specifically for account transfers. Such categories are indicated by square brackets, ie. if you define an account called CHECKING, a category [CHECKING] is created automatically.
A transaction can be created automatically when the destination account is given in the CATEGORY field (eg.
[CHECKING]). The user is asked whether a corresponding destination transaction should be created automatically. If the source transaction is a debit, the destination transaction created automatically will be a credit, and vice versa. When the destination transaction is created, the text
“TRANSFERRED DATA” appears in the MEMO field.
The following example assumes that accounts called
CHECKING and MASTERCARD have been created. If you enter the following transaction for a $250 check submitted as a credit card repayment, the Money Tracking application will automatically create a corresponding $250 deposit into your credit card account:
1.
Press MONEY TRACKING repeatedly until you see the CHECKING account Index view.
+ If you pass the CHECKING account by mistake, press
2nd MONEY TRACKING to move through the accounts in the reverse order.
2.
Press NEW to start a new Money Tracking transaction for that account.
The new transaction window appears, with CHECKING as the ACCOUNT NAME.
3.
Select PAYMENT in the TYPE field, and all of the other fields as usual, except the CATEGORY field.
4.
Enter 250 for the AMOUNT and move to the next field.
5.
In the CATEGORY field, press ˜ and select the
[MasterCard] category from the list (note the square brackets), then press ENTER to close the list.
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+ You cannot transfer data from and to the same account. For example, when you are entering a
CHECKING account transaction, you cannot specify
[CHECKING] as the category. If you do so, a warning message will appear, asking you to check the
Category field.
6.
After ensuring that all other fields are entered as necessary, press ENTER to store the transaction.
A message then appears informing you that a corresponding destination transaction can be created in the transfer account.
7.
Press Y to confirm the transaction should be created (or N to skip).
The messages “Working...” followed by “Stored!” appear briefly. The transaction is then displayed in View mode.
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+ Note that the ACCOUNT NAME, TYPE, DATE,
PAYEE, AMOUNT, CATEGORY and MEMO fields are assigned for the destination transaction. In addition, if the source transaction was marked as a Secret transaction, the destination transaction will be also.
Remember that if you subsequently edit a source or destination transaction, the change will not be reflected automatically in the parallel transaction. To maintain the correspondence between the two transactions, you should manually edit the other transaction also.
8.
To check the automatically created transfer transaction, press ENTER to return to the Index view for the source account.
9.
Press MONEY TRACKING repeatedly until the Index view for the transfer account (which in this case was the CREDIT CARD account) appears.
+ If you pass the desired transfer account by mistake, press 2nd MONEY TRACKING to move through the accounts in the reverse order.
The latest transaction will be the transfer transaction, showing the same PAYEE and the same amount, $250.
However, while the original transaction was a payment, the transfer transaction’s amount is a DEPOSIT. Also, the
MEMO field will contain the text “TRANSFERRED DATA”.
+ Although one of the transfer transactions is created automatically, the two transactions are treated as separate transactions and are not linked to each other. This means one transaction can be deleted without the other being affected.
Making a transfer for a SPLIT transaction
You can make a transfer for an amount within a Split field.
Simply specify the destination transfer account as the category for the particular split entry amount you want to be transferred. The transfer itself works just as it would for a non-Split field.
#7-1-21
When you set or unset Secret status for a source or destination transaction, its corresponding destination or source transaction has the same change applied automatically.
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Account balancing & reconciliation
The automatic account balancing and reconciliation functions are one of the Money Tracking application’s most powerful and useful facilities. It works by comparing the difference between an account’s (usually a checking account) starting and ending balances with the sum of the transactions (eg. checks and deposits) marked as cleared as recorded in the Organizer. If the amounts are the same, then all transactions have been accounted for and thus the account is reconciled. If there is a discrepancy, however, the user is alerted and must then specify what action should be taken to resolve the discrepancy.
There are two main advantages to using Money Tracking to perform account balancing and reconciliation:
1.
By identifying any discrepancies between the bank statement details and the cleared transactions stored in the Organizer, the Money Tracking application can ensure that the Organizer’s record of account transactions is complete, up-to-date and consistent.
2.
Once the account has balanced correctly, reconciled transactions can be removed from the Organizer while maintaining the correct account balance, thus freeing valuable memory and ensuring that only up-todate transactions are stored in memory (thus preventing the excessive build-up of unnecessary information).
+ Since transactions cannot be retrieved once they are removed or deleted, you may want to store or back up the transactions before removing them by transferring them to a PC or even printing out the details.
Performing account balancing
Account balancing and reconciliation can be carried out once you have received your bank statement detailing the various checks and other transactions in that account.
Account balancing is performed in two stages:
A. Reconciling the account: Comparing the transactions on your Account Statement with the transactions in the OZ-
5600 and marking them as CLEARED
B. Balancing the Account: Entering the ENDing BALance from your Statement and having the OZ-5600 calculate its ending balance and having them match.
Marking transactions as CLEARED
1.
From the ACCOUNT LIST, select the desired account, press MENU and select ACCOUNT
BALANCING then press ENTER .
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You can also use the keyboard shortcut 2nd Y to initiate ACCOUNT BALANCING.
The STATEMENT BALANCES window appears. The
START BAL field is the OPENING BAL of the account (as shown in the ACCOUNT LIST) plus the sum of all transactions marked as RECONCILED. Note that this field is calculated automatically, and cannot be modified by the user.
2.
In the END BAL field, enter the ending or closing balance as shown on the bank statement you have received, then press ENTER .
The account index view appears, showing the index view summary of all transaction (except those marked as
RECONCILED, which are hidden). However, instead of the account balance being shown at the top right of the display, the text “[SMBL] to clear” appears.
+ Use ' and § to view those details which cannot fit on the screen at one time.
3.
Check each transaction in turn. If the details of any transaction are incorrect, select the transaction and press EDIT to update the details. If any transaction appears in the statement but not in the account list display, create it by pressing NEW and adding the necessary details.
When you finish checking each transaction, mark it as
CLEARED by selecting the transaction and pressing
SMBL .
The status of the transaction changes to “C” on the display.
#7-1-23
Press SMBL again to cancel the status of a transaction already marked as CLEARED.
Postponing the ACCOUNT BALANCING procedure
Once the ACCOUNT BALANCING command has been selected, the Organizer will remain in account balancing mode until either the account is balanced and the user selects FINISH BALANCING or postpones account balancing.
For example, if you begin to balance your account but then realize you don’t have all the information you need to balance the account or you are interrupted and need to postpone the process until later, you may do so by selecting POSTPONE BALANCING.
To postpone account balancing after the ACCOUNT
BALANCING command has already been issued:
1.
Press MENU .
The Money Tracking menu appears. Note that the
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ACCOUNT BALANCING command is faded out, indicating it cannot be selected.
2.
Select POSTPONE BALANCING and press ENTER .
You can also use the keyboard shortcut 2nd Y to initiate POSTPONE BALANCING.
+ If you Postpone balancing after already marking some transactions as Cleared, their Cleared status will be preserved when you reinitiate account balancing. The
Cleared transactions will still be marked as Cleared.
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Balancing the account and reconciling the transactions
When you are satisfied that all data in the statement has been checked and all appropriate transactions marked as
Cleared:
1.
Press MENU .
The Money Tracking menu appears.
2.
Select FINISH BALANCING and press ENTER
You can also use the keyboard shortcut 2nd R to initiate FINISH BALANCING.
+ The commands FINISH BALANCING and
POSTPONE BALANCING cannot be selected from the menu unless ACCOUNT BALANCING has already been carried out.
The Organizer then calculates the sum of the transactions marked CLEARED, and compares this to the difference between the START BAL and END BAL (given in page 153 above).
If there is no difference, this means the account has been balanced successfully. A congratulations message is displayed. (If a difference was detected, see “Handling unbalanced accounts” below.)
#7-1-23
3.
Press ENTER to acknowledge this message.
The display returns to the Index view for the account. All transactions which were marked as CLEARED (C) are now marked as RECONCILED (R), indicating that they have been reconciled. The account balancing process is now complete.
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Handling unbalanced accounts
When the sum of the cleared transactions does not equal the difference between the START BAL and the END BAL amounts, this means that the account is out of balance and the account’s transactions have not been correctly reconciled. The Organizer indicates this has occurred, but it is up to the user to locate and rectify the cause of the problem.
If a difference was detected:
A warning message is displayed to informing the user of the problem, together with the amount of the discrepancy.
1.
Select the desired option and press ENTER :
POSTPONE – returns to the account’s index view. All transactions are displayed. The Balancing operation is terminated.
RETURN TO BALANCING – returns the user to the account Index view to recheck the CLEARED transactions.
ADJUST BALANCE – the Organizer asks for confirmation that an adjustment transaction should be created. The
PAYEE of the account is given as <ADJUSTMENT>, and the amount necessary to balance the account is shown in the AMOUNT field.
2.
Press Y to proceed with creating this special transaction to balance the account (or N to reselect an option from the list in step 2 above).
+ When the adjustment transaction is created, all other fields in the transaction are blank, except for: DATE =
(today’s date), ACCOUNT = (currently selected account), TYPE = (depends on whether the amount is credit or debit), CLEARED = “R”.
A final message appears asking the user to confirm to creation of the adjustment transaction.
3.
Press Y to proceed with creating this transaction to balance the account (or N to reselect an option from the list in step 2 above).
The adjustment transaction is created automatically. A message of congratulations appears, informing the user that the account is now balanced.
4.
Press ENTER to acknowledge this message.
The display returns to the Index view for the account. All transactions which were marked as CLEARED (C) are now marked as RECONCILED (R), indicating that they have been reconciled. The account balancing process is now complete.
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Removing transactions after account balancing
Since the Organizer contains limited memory capacity, it is important to delete unwanted or out-of-date data from the
Money Tracking application just as for other applications.
However, one important advantage to having
RECONCILED transactions is that they are probably no longer required, since they have all be successfully accounted for. The Money Tracking applications offers a useful facility of removing RECONCILED and/or other transactions after adding their total value to the existing
OPENING BALance to create a new OPENING BALance.
This opening balance will be used the next time account balancing is performed.
+ Since transactions cannot be retrieved once they are removed or deleted, you may want to store or back up the transactions before removing them by transferring them to a PC or even printing out the details.
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To remove transactions:
1.
Select REMOVE TRANSACTIONS from the Money
Tracking application menu, then press ENTER .
The REMOVE TRANSACTIONS window appears.
2.
In the ACCOUNT field, press ˜ and select the account in which you want to remove transactions, or select ALL to remove transactions from all accounts.
Press NEXT .
3.
In the BEFORE field, enter the date before which you want to remove transactions. You can either enter the date directly from the keyboard or press ˜ and use the arrow keys to select the date from the pop-up calendar. Press NEXT .
+ Transaction on or after the date you specify in the
BEFORE field will not be removed. For example, if you specify BEFORE 1/1/97, then transactions up to and including 12/31/96 will be removed.
4.
In the CONDITION field, specify the types of transactions you wish to remove, according to their status. Press ENTER .
Note the default is REMOVE RECONCILED.
+ Note that while the removal of transactions maintains the correct overall account balance, this is completely different from deleting transactions, which causes the balance to be reduced accordingly.
When the Organizer is Locked
Like most other applications within the Organizer, the
Money Tracking application allows you to define certain information as Secret, so that it will be subsequently hidden when the Organizer is Locked. However, locking the
Organizer causes certain changes to the Money Tracking application’s behavior. These changes are discussed below.
Transaction view
When the Organizer is in its Unlocked state, any transactions that have been marked as Secret are marked with an asterisk in the top left corner of the display. When the Organizer is Locked, Secret transactions are hidden from view and therefore cannot be accessed at all.
Account list
When the Organizer is Locked, all account balances and the total balance shown on the ACCOUNT LIST are hidden.
Instead, the balance is shown as ##,###,###.## appears.
The account balances cannot be viewed until the Organizer is Unlocked.
Also, certain operations on particular accounts are not allowed (such as editing or deleting). A warning message is displayed if they are attempted while the Organizer is locked. However, new accounts can be set up (by pressing
NEW ) and the full details entered.
Transaction Index view
This view shows summary details of individual transactions, after selecting a particular account from the account list.
When the Organizer is Locked, any transactions which were previously marked as Secret are hidden from view.
Since some transactions may be hidden, the total balance usually given at the top of the list cannot be given, and instead shows ##,###,###.## when the Organizer is locked.
This reminds the user that there may be hidden transactions whose balances are not available.
+ When the Organizer is Locked, all balances are given as ##,###,###.##, even if there are no transactions for that account that are actually marked as Secret and therefore hidden.
The maximum amount that can be displayed in the balance field is 99,999,999.99. However, if the total balance exceeds this amount, an overflow occurs and the balance appears as **,***,***.** to indicate the total amount cannot be displayed.
Deleting Money Tracking entries
Deleting transactions allows the user to erase unwanted transactions. Use REMOVE TRANSACTIONS to get rid of old transactions that were valid but are no longer required
(usually after Account Balancing). Use DATA DELETION for a transaction that is not valid (eg. duplicate transactions, voided checks and transactions entered incorrectly or by mistake). When a transaction is deleted, its amount is deducted from the account balance, as if it never existed.
But when a transaction is Removed, the account’s current balance does not change.
Deleting single entries
1.
In Index mode for the account, select the transaction to be deleted.
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2.
Press MENU , select DATA DELETION and press
ENTER .
The Data Deletion submenu opens.
3.
Highlight SELECTED ENTRY and press ENTER .
A confirmation message appears, asking if you are certain you want to delete the selected entry.
4.
Press Y to delete (or N to cancel the deletion).
If Y was pressed, the entry is deleted. The message
“Deleted!” appears briefly. The display is updated by removing the deleted entry.
+ You can also delete individual transactions easily by selecting the transaction in Index mode or displaying it in View mode, then pressing DEL .
Deleting all transactions within an account
1.
From the Index view of the corresponding account, press MENU , select DATA DELETION and press
ENTER .
The Data Deletion submenu opens.
2.
Select ALL IN SELECTED ACCOUNT and press
ENTER .
A deletion confirmation message is displayed.
158
3.
Press Y to delete all the transactions in the account (or N to cancel without deleting).
The message “Deleted!” appears briefly. The display is updated to show the appropriate entries have been deleted.
Deleting Filtered transactions
When the Filter is turned on, only certain transactions
(those meeting the current Filter selection criteria) are displayed. To delete only these filtered transactions:
1.
Press MENU , select DATA DELETION and press
ENTER .
The DATA DELETION submenu appears.
2.
Select ALL FILTERED ENTRIES then press ENTER .
A deletion confirmation message appears. Press Y to delete (or N to cancel). The Filtered transactions are deleted from the Organizer. The message "Deleted!" appears briefly. The Index view for the account is displayed, showing that the Filtered transactions have been deleted.
+ This command is only available when the Filter is in effect. The Filter function is automatically canceled when Filtered transactions are deleted by the above procedure.
Deleting all transactions
1.
Press MENU , Select DATA DELETION and press
ENTER .
The DATA DELETION submenu is displayed.
2.
Select ALL TRANSACTIONS and press ENTER .
A confirmation message appears to ask if you are certain you wish to delete all the transactions.
3.
Press Y to confirm or N to cancel the operation.
If Y was pressed, the message “Deleted!” appears briefly and all transactions are deleted.
Deleting all categories
You can delete all Money Tracking categories if they are not being used by transactions entries.
1.
Press MENU , select DATA DELETION and press
ENTER .
The DATA DELETION submenu appears.
2.
Select ALL CATEGORIES and press ENTER .
A deletion confirmation message appears.
3.
Press Y to proceed with deletion (or N to cancel).
All preset and user-defined categories are deleted.
+ Note that Categories cannot be deleted if they are currently being used by transaction entries.
Deleting all Money Tracking accounts
This command is used to delete all Money Tracking accounts and any transactions they contain. If you issue this command, you will lose all your Money Tracking information.
1.
Press MENU , Select DATA DELETION and press
ENTER .
The DATA DELETION submenu appears.
2.
Select ALL MONEY TRACKING FILES and press
ENTER .
A confirmation message appears asking if you are certain you want to delete all Money Tracking files (accounts).
3.
Press Y to delete or N to cancel the operation.
If Y was pressed, all Money Tracking accounts, transactions and Categories are deleted.
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160
Money Tracking application menu
Lists existing accounts and allows accounts to be added or updated.
Allows Categories to be added, edited, selected and deleted, and preset categories to be reloaded.
Commences account balancing by allowing transactions to be marked as
Cleared.
Determines whether account is in balance and if so, marks cleared transactions as
Reconciled.
Cancels account balancing until a later time but preserves changes already made.
Deletes transactions marked as Reconciled after account balancing but while maintaining total balance.
Selects the specific entries for deletion (see p.157).
CHAPTER 8
Features and Utilities for Added Power
I n addition to its basic functions, the Organizer also provides an wide range of utilities and features to give you even greater control over your information. This chapter introduces and describes these features, which include text cutting, copying, and pasting, filtering of selected entries, and many more. Most people will not need to use all of these features on a daily basis.
You can pick and choose from among them to find the features that best suit your current task and your own way of working.
In general, all of the Organizer’s applications share the features explained in this chapter, while exceptions are clearly noted.
Copying or Moving Blocks of Text
The Organizer lets you cut, copy, or paste blocks of text.
The first step in cutting, copying, and pasting is to select the block of text you want to work with.
Text that has been cut or copied is stored on the unit’s internal clipboard. Only one block of text can be stored in the clipboard at a time, and it will remain there until a new block of text is cut or copied. There is no limit to the number of times you can paste the same text from the clipboard.
You can copy or move blocks of text in virtually any application.
1.
Select an entry in its application’s Index mode then display it in Edit mode.
2.
Make sure the cursor is placed at the start of the text you want to select.
3.
Hold down while moving the cursor across the desired text to select it.
4.
Press 2nd CUT to move the selected text to a new location (ie. remove it from its original location).
Press 2nd COPY if you want to make a copy of the text
(and leave the original text unchanged).
The selected text is stored in the clipboard.
8
161
162
5.
Press ENTER if you want to store the original entry with any changes you have made (including moving or copying the selected text), or press CANCEL to discard all the changes you have made to the original entry. Note that even if you press CANCEL , the text you selected will remain in the clipboard for you to use.
6.
Move the cursor to the location where you want to place the text, either within the same entry or in another entry.
7.
Press 2nd PASTE .
The text you selected is now pasted into the new location.
8.
Press ENTER to store the amended entry with the pasted text.
+ • Pasted text is inserted into existing text regardless of whether the insertion or overwriting mode is selected. However, by highlighting some text before pressing 2nd PASTE , it can be replaced with the pasted text. Thus you can easily replace one block of text with another by highlighting it before pasting.
•
Pasted calculations can be performed in the Calc application. However, only numbers and operators can be pasted in the Calc application. Any text that is pasted will be ignored.
Copying or Moving Entries
The CUT/COPY/PASTE operations provide a quick, convenient way for you to copy or move an entire entry to another location. Entries do not have to be in the same file or even in the same application, since CUT/COPY/PASTE work across virtually all applications.
1.
Select an entry that you want to copy or move in
Index mode.
2.
Press 2nd CUT if you want to move the entry. A message will ask if you are sure you want to delete the entry from its present location. Press Y to proceed (or N to cancel the operation).
Press 2nd COPY if you want to make a copy of the entry.
3.
Press NEW in the application you want to move or copy the entry to. You can also append the copied/cut entry to an existing entry. Open an entry in Edit mode, and move the cursor to the position where you want to append the entry.
4.
Press 2nd PASTE .
5.
Make any necessary changes to the moved/copied entry. Press ENTER to store the entry when you have finished.
The entry you selected is now moved or copied to the new location.
+ •
In the Outline application’s Edit mode, to copy or move an entire outline, you must begin by selecting its title.
•
If you select a topic in the outline, only the selected topic and its subtopics will be copied.
The Time Stamp and Date Stamp Functions
The time and date stamp functions can be used to insert or stamp the current time and date anywhere in an entry, including time/date fields in applications such as Schedule and To Do. This is very convenient for keeping track of such things as telephone conversations or when tracking expenses, as it saves you the trouble of finding out the time/date and entering them manually.
1.
When working in an application’s Edit mode, place the cursor at the location where you want to insert the time or date.
2.
Press 2nd T to insert the time, or 2nd D to insert the date, or both. When you store the entry, the time and date stamps will be stored with it.
#8-3-1 Display
8
+ Time and date stamps inserted into an entry are included in any printout of the entry.
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164
The Word Key
You may sometimes find yourself having to enter the same word over and over again in letters or lists, for example or you may have several memos or letters you have to write that are all on the same topic. Using the WORD key, you can easily insert words, names, numbers, and phrases (up to 32 characters long) in an entry with just the press of a key.
Defining your words or phrases
There are no default words assigned to the Organizer’s
WORD key function, so you must first define your own words or phrases.
1.
Press MENU three times to open the TOOLS menu.
Select SET UP WORD KEY and press ENTER .
A list appears which is used to define your own words or phrases. The list will be empty when you use the function for the first time.
#8-4-1 Display
2.
Press NEW .
A NEW WORD window opens.
#8-4-2 Display
3.
Enter any word, name, number, or phrase (up to 32 characters) that you want to be able to recall using the Word key.
4.
Press ENTER .
5.
Repeat steps 2 to 4 above to define any other words you might like to insert into a document either now or in the future using WORD .
Words are stored alphabetically.
6.
Press CANCEL when you are finished.
Inserting a word or phrase
1.
When entering or editing an entry in Edit mode, place the cursor where you want a word to be entered.
2.
Press WORD .
The word list window opens, showing an alphabetical list of all the words that have been previously defined.
3.
Select the particular word you want to insert. Press
PREV or NEXT to display more words if necessary.
4.
Press ENTER .
The word is inserted at the cursor position.
Editing a word or phrase
You can edit a word or phrase using a similar procedure to adding a word or phrase (see above), but instead of pressing NEW to open the NEW WORD window, select the word in the list you want to edit and press EDIT . An
EDIT WORD window then opens. Make any desired changes and press ENTER . After the change has been stored, press CANCEL to close the window.
Deleting a word or phrase
If you find that you no longer need a particular word or phrase, it is easy to delete it. Select SET UP WORD KEY from the TOOLS menu, highlight the word or phrase you want to delete, and press DEL . A confirmation message appears asking if you are sure you want to delete the selected word or phrase. Press Y (or N to cancel the deletion). Then press CANCEL to close the window.
The Filter Function
The Organizer’s Filter function allows you to selectively access only those entries containing particular information in an application. The Filter function does this by hiding all entries that do not match specified criteria from all the display modes of an application until the Filter is turned off.
You can edit the displayed entries normally while the Filter is turned on.
The Filter function is available only in the Schedule,
Money Tracking, Memo, Tel, and User File applications.
Turning the Filter on
1.
Open the application containing the entries you want to work with. Go to Index mode.
2.
Press MENU twice to display the PREFERENCES menu, select SET FILTER STATUS, then press
ENTER .
In the Tel and User File application, a window opens for the user to enter the appropriate selection criteria, as shown below:
8
#8-5-1 Display
165
In the Schedule, Money Tracking and Memo applications, a window opens for the user the enter a date range and/or description as the selection criteria, as shown below:
#8-5-2 Display
166
4.
Press 2nd – to check the SECRET ONLY box and extract secret entries only (see p.186). (This box will not be displayed if the Organizer is locked.) You can extract all the secret entries in the application by skipping step 5 below.
(Press 2nd – again to deselect the feature.)
5.
Enter the information you want to use as the filter’s selection criteria.
In the User File or Tel application, enter any keywords for the fields defined for that user file. The more fields you enter keywords for, the more selective the filtering process will be.
In the Schedule, Money Tracking and Memo applications, you may specify a range of dates as well as a keyword. To do so, enter the FROM and TO dates by either typing the dates in the respective fields or selecting the dates using
˜
and the arrow keys. Any keyword(s) you wish to specify must appear in the DESCRIPTION field of the
Schedule, Money Tracking and Memo entries.
6.
Press ENTER .
The application returns to Index mode, but now only those entries that meet the Filter’s selection criteria are displayed.
Within the PREFERENCES menu, SET FILTER STATUS is now displayed with a 3 to indicate that the Filter function is turned on.
If no matching entries are found, a message indicates this.
+ If a new entry is made or an entry is transferred from another device while the Filter function is on, the entry will be displayed even though it may not meet the criteria. If you want to remove these new entries, first turn the Filter function off then repeat the above procedure.
Turning the Filter off
To turn off the Filter function, deselect SET FILTER
STATUS in the PREFERENCES menu.
Deleting filtered entries
The Filter function also makes it possible to delete a group of entries related to one or several topics. This can be extremely useful, for example, if you complete a project that has several entries relating to it, saving you time by deleting them as a group instead of individually.
In the Schedule, Money Tracking, Memo, Tel, or User
File applications:
1.
Turn on the Filter using keywords to collect the entries you want to delete.
2.
Press MENU to display the application menu, select
DATA DELETION then press ENTER .
A submenu appears.
3.
Select ALL FILTERED ENTRIES then press ENTER .
A message appears asking you to confirm you want to delete all filtered entries from the application.
4.
Press Y (or N to cancel the procedure).
All the filtered entries are deleted and the Filter function is turned off.
Special Characters
The Organizer has a list of 159 symbols and accented characters, such as “&”, “?”, and “/”. These symbols and accented characters can be easily accessed and inserted into an entry. Selecting any of these special characters inserts it at the cursor’s current location.
1.
When entering data or editing an entry in any application in Edit mode, position the cursor where you want to insert a symbol or special character.
2.
Press SMBL on the keyboard.
The Symbol window appears.
#8-6-1 Display
3.
Press PREV or NEXT until you see the character you want to enter, then use
¶ ˜ § '
to select it.
4.
Press ENTER to use the selected symbol.
The symbol window closes and the selected character is entered at the current cursor position.
5.
If the symbol you just selected is an accent mark (¨, ^,
`, ´, ˜,
°
or _ ), it will flash on the display. Type the letter for which you want that accent mark to be used.
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168
+ •
When you next open the Symbol menu, the character you selected will be selected again as the default.
•
When printing an entry containing symbols, certain symbols and characters may not be printed if they are not supported by your printer. Consult your printer manual for detailed information on character support.
•
You can use the following keyboard shortcuts:
ˆ
¨
´
`
˜
Accent Keyboard shortcut (followed by the desired letter)
2nd L
2nd J
2nd K
2nd B
2nd N
CHAPTER 9
Using the Optional Peripherals
Y our Organizer is a powerful pocketsize computer with built-in functions that make it possible to accomplish a broad range of tasks, including printing. It has the flexibility to connect to other Organizers and transfer data to desktop computers using data transfer facilities, which are accessed through the PERIPHERALS menu. This chapter provides descriptions and examples to get you up and running quickly with these powerful features.
The Peripherals Menu
#9-1-1 Display
Sets up data exchange with
PCs (see p.180).
Prints entries in an application (see p.170).
Transfers data with other OZ-
5600 Organizers (see p.174).
Selects the printer type (see p.170).
Selects a ”generic” printer type/character set and the paper type (see p.171).
Configures data transfer to/ from other OZ-5600
Organizers via infrared port or cable (see p.174).
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170
Printing from the Organizer
The Organizer offers a wide range of printing options, ranging from the current contents of the display to individual entries to all the entries within an application. The actual printing options available depend on which particular application you are using.
Entries and information can be printed on any standard parallel PC printer connected to the Organizer via the optional CE-IR1 wireless interface. The Organizer has builtin printer drivers (a printer driver is a special program that tells a particular type of printer how to format and print data correctly) for the following printers:
Canon BJ-10e Series
IBM Proprinter Series
Epson FX-80, FX-850 and LQ-510
Hewlett Packard LaserJet II and III Series
The Organizer also works with printers that can emulate any of the above printers (consult your printer’s manual regarding the emulation modes it supports). For information about other specific models supported by the Organizer, consult your local SHARP dealer.
The following restriction also applies for the Proprinter
Series:
The Organizer supports the Proprinter X24E only. Printers that emulate other Proprinter models may not function properly.
To print from the Organizer to a printer, the optional
SHARP CE-IR1 wireless interface is required, as well as a standard computer printer cable. See the CE-IR1 operation manual regarding use with a printer.
Hardware compatibility between the printer and the CE-IR1 may affect printing capability.
Setting printer emulation
1.
Press MENU four times to open the PERIPHERALS menu.
#9-1-2 Display
2.
Select SET PRINTER EMULATION and press
ENTER .
The printer emulation menu appears.
#9-1-3 Display
3.
Select your printer type or one that your printer emulates (refer to your printer’s manual regarding the emulation modes it supports).
+ If your printer does not support any of the printer models listed, select [MORE EMULATIONS] and
OTHER (US CHARACTERS) to print U.S. character codes or OTHER (INTERNATIONAL) to print other character code sets. The OTHER settings make use of the Organizer’s built-in universal printer driver which may work for your printer. In addition, because of differences in the way data sent by the Organizer is converted to characters on the printer, information in the final printed copy may not appear exactly as it does in the Organizer.
To print secret entries, the Organizer must first be unlocked
(see p.187). If you try to print a group of entries or all entries when the Organizer is locked, only the non-secret entries will be printed.
Entries are printed in the same format as for their Edit mode. For example, a collapsed Outline entry would be printed without its hidden subtopics, etc.
Printing the current display
Virtually any display on the Organizer can be printed as it appears, with the exception of the confirmation prompt
(Yes/No) displays, and other information messages.
1.
Open the display that you want to print.
2.
Press 2nd P .
+ Press ON at any time to cancel printing.
Printing a single entry
1.
Select the entry that you want to print in Index mode or display it in View mode.
2.
Press 2nd SEND .
+ •
Press ON at any time to cancel printing.
•
If you are in an application other than Memo or
Outline, you may have to remove the paper manually after printing (ie. no automatic form feed is sent). However, if you are using Hewlett Packard
LaserJet Series printer, the paper will feed automatically after printing.
You can also print single entries using the
PERIPHERALS menu. After selecting or displaying the entry, select PRINT from the menu, then
SELECTED ENTRY (or SELECTED OUTLINE) from the submenu.
Printing a specified group of To Do entries
In the To Do application, you can also print entries that match specific selection criteria that you decide.
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In the To Do application:
1.
Press MENU , select VIEWS then press ENTER .
2.
Select TO BE DONE ITEMS, DONE ITEMS,
MONTHLY GOALS, or BY CATEGORY for a category containing the entries you want to print then press
ENTER .
3.
Press MENU four times to display the
PERIPHERALS menu, select PRINT, then press
ENTER .
4.
Select ALL IN CURRENT VIEW, then press ENTER .
+ Press ON at any time to cancel printing.
Printing Schedule entries for specific periods
1.
Press CALENDAR to start the application.
2.
Select the date containing the entries you want to print, or a date that is included in the weekly or monthly period of entries that you want to print.
3.
Press MENU four times to display the
PERIPHERALS menu, select PRINT then press
ENTER .
4.
Select ALL IN SELECTED DAY/WEEK/MONTH and press ENTER .
+ Press ON at any time to cancel printing.
Printing all entries
All entries in an application (or in a selected file in the Ann,
Tel and User File applications) can be printed.
To print all entries in an application:
1.
Open the application containing the entries you want to print.
In the Schedule, Tel and User File applications, make sure that the Filter function is turned off (see p.166).
2.
Press MENU four times to display the
PERIPHERALS menu, select PRINT then press
ENTER .
3.
Select ALL [application name] ENTRIES and press
ENTER .
To print all entries in a file in the Ann, Tel or User File application,
1.
Open the application containing the file you want to print and select the file.
2.
Press MENU four times, select PRINT then press
ENTER .
3.
For the Ann application:
Select ALL ANN1 BY DATE or ALL ANN2 BY DAY then press ENTER .
For the Tel or User File application:
Select ALL [file name] ENTRIES then press
ENTER .
+ Press ON at any time to cancel printing.
Transferring Data
There are several ways to transfer information – whether specific entries or entire files – between the Organizer and other information processing devices, including personal computers and other SHARP Organizers. In this way, you can back up your information to guard against losing it, or copy information so that you or someone else can work with it on another device. A summary of transfer devices, transferable data, and tasks to which a transfer device is most suited is provided in the table below.
Transfer device
Transferable data and direction of transfer
(
→
: sent from 5600,
←
: received in 5600)
Another OZ-5600 Single entries, entire files/
Organizer, OZ-5500, applications
OZ-6500, ZR-5000 and OZ-9000 series
→
Organizer (See p.174
←
and p.176)
Personal computer
(See p.180)
Single entries, entire files/ applications
→
←
Peripherals required
None for infrared transfers;
CE-315L for cable transfers
Software* + CE-IR2 or compatible Organizer link cables or CE-137T + RS-232C interface cable
Most suitable task
Exchanging data with other OZ-5600
Organizers, OZ-5500, OZ-6500, ZR-5000 and OZ-9000 series Organizers
Backup, archiving, printing and emulation of the Organizer on a computer.
* Depending upon the SHARP or third-party software you are using, some features and capabilities may vary.
+ The auto power off function (see p.50) is disabled in all transfer modes.
When transferring data from other models, only entries in a mode (application) supported on the OZ-5600 Organizer can be sent. However, the Notebook application on some other models corresponds to the Memo application on the
OZ-5600 Organizer.
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174
Transferring between OZ-5600 Organizers
Data can be transferred directly between two OZ-5600
Organizers via the infrared port. Single entries or all the entries in an application can be transferred in the
Schedule, To Do, Ann, Memo, Money Tracking and
Outline applications; and single entries or all the entries in a file can be transferred in the Tel and User File applications.
The transfer procedure differs according to whether single entries or complete files are to be transferred.
+ •
Press ON at any time to interrupt and cancel a transfer.
• After a transfer, the display returns to the application being used before the transfer procedure was begun.
•
Data received from another Organizer is automatically assigned to the Organizer’s IN BOX so that it can be checked before being moved to the appropriate application (except Money
Tracking data, which is stored directly in the
Money Tracking files).
•
In the Tel or User File applications, the contents of fields that have not been set up in the receiving file cannot be transferred. Also, if the type of a field is different in the two units, the information cannot be transferred.
•
No peripheral devices are required to transfer data via the infrared port. However, infrared transfers are easily affected by ambient conditions which may interfere with this type of transfer. Connecting the two units directly using the optional CE-315L cable will ensure a more reliable transfer. See p.176.
Initial set-up
There is no special hardware set-up involved in infrared transfers. And if you only want to transfer single entries using GET and SEND , there is no software set-up either: all you have to do initially is set up the units properly so they use the same path (step 4 below). For all other infrared transfers, follow the procedure below.
1.
Press MENU four times on both units to open the
PERIPHERALS menu.
2.
Select SET UNIT TO UNIT PATH and press ENTER .
A submenu opens.
3.
Select VIA INFRARED
PORT and press ENTER .
4.
Place the two Organizers so that their infrared ports are acing each other and are no more than 80 cm apart.
+ •
During transfers, do not leave the cover more than three-quarters open or it will interrupt the infrared transfer.
•
When transferring entire applications or files, or entries marked as secret, both Organizers must be unlocked (see p.187).
•
Avoid direct sunlight.
•
Keep the infrared port clean with a soft, dry cloth.
Dust on the port could cause a transfer to fail.
•
Although infrared transfer requires no special hardware, it is easily affected by ambient conditions and other factors such as external light, weak batteries, large transfer distance, transfer angle, etc. As a result, while infrared transfer is very convenient, there is a strong likelihood of data transfer failure, incomplete data transfer (missing data) or other errors occurring. It is therefore recommended that you check the received data thoroughly after making an infrared transfer.
Transferring single entries
Single entries can be transferred in all applications.
1.
Turn on both Organizers.
2.
On the sending Organizer, select the entry you want to send.
3.
Press GET on the receiving Organizer.
4.
Press SEND on the sending Organizer.
The selected entry is transferred and appended to data in the appropriate application.
You can also transfer single entries using UNIT TO
UNIT TRANSFER in the PERIPHERALS menu. In step 3, after opening the same application as on the sending Organizer, select GET DATA (APPEND) on the receiving Organizer. Then, in step 4, select SEND
SELECTED ENTRY on the sending Organizer.
Transferring all entries in an application
With the exception of the Tel and User File applications, all entries in any application can be transferred. In Tel and
User File, all entries in particular files can be transferred.
1.
Turn on both Organizers.
2.
Open the same application on each Organizer.
3.
On the receiving Organizer, press MENU four times to open the PERIPHERALS menu. Select UNIT TO
UNIT TRANSFER and press ENTER .
A submenu opens.
9
#9-2-2 Display
175
176
4.
Select GET DATA (APPEND), and press ENTER .
5.
On the sending Organizer, press MENU four times to open the PERIPHERALS menu. Select UNIT TO
UNIT TRANSFER, and press ENTER .
A submenu opens.
6.
Select SEND ALL IN THIS MODE, or SEND ALL IN
THIS FILE in the Tel and User File applications.
All entries in the application or in the selected file are transferred.
+ If the Filter function is turned on while using Tel or
User File, select SEND ALL IN THIS MODE if you want only the filtered entries to be transferred.
For more reliable data transfer, you can connect two OZ-
5600 Organizers using the optional CE-315L cable.
To set up the Organizers for data transfer via direct cable:
1.
Turn off both Organizers.
2.
Open the cover of the 15-pin cable jack on each
Organizer.
3.
Plug each end of the cable into the jack on each Organizer.
4.
Turn on both Organizers.
5.
Press MENU four times to display the
PERIPHERALS menu.
6.
Select SET UNIT TO UNIT PATH, then press
ENTER .
7.
Select VIA DIRECT CABLE then press ENTER .
+ •
To conserve battery power, disconnect the cable as soon as a transfer is completed.
•
The GET and SEND keys are used only for infrared transfers, not for cable transfers. You must use the PERIPHERALS menu to transfer data via cable. Using the GET and SEND keys always initiates an infrared transfer, regardless of the selection for SET UNIT TO UNIT PATH or whether or not the cable is connected.
8.
Transfer the data by following the same menu procedure as for the infrared transfer shown on p.175.
Exchanging data with other Organizers
You can send information to and receive information from
ZR-5000, OZ-5500, OZ-6500 or 9000-series Organizers.
However, the OZ-5600 cannot handle graphic data from other Organizer models. This type of transfer requires the optional CE-315L cable if you choose not to use the
Infrared (IR) transfer.
Initial set-up
1.
Turn off both Organizers.
2.
Open the cover of the 15-pin cable jack on each
Organizer.
3.
Plug each end of the cable into the cable jack on each
Organizer.
+ To conserve battery power, disconnect the cable as soon as a transfer is completed.
Transferring data
1.
Turn on both Organizers.
2.
On the OZ-5600 Organizer, open the application in which you want to receive the data.
Only data corresponding to the application selected on the receiving Organizer will be transferred (regardless of which applications were selected on the sending unit).
In the Tel and User File applications, use the menu to switch to the correct destination file.
3.
On the OZ-5600 Organizer:
Press MENU four times to open the PERIPHERALS menu.
Select UNIT TO UNIT TRANSFER and press ENTER .
A submenu opens.
Select GET DATA (APPEND) and press ENTER .
A message appears, informing you that the Organizer is attempting to make a connection and receive data from the sending unit.
4.
On the sending unit:
Press MENU and select PERIPHERALS. Select UNIT TO
UNIT TRANSFER, then select the preferred SEND option.
Repeat the steps above for all applications you want to import to your Organizer.
+ •
Notebook entries from Organizers other than the
OZ-5600 will be transferred to the Memo application. All other matching applications will share the same name.
• There are some other restrictions. See p.181.
•
Since the Memo application does not support formatting (tabs, indents, etc.) and styles (bold, italics, etc.), such information contained in entries received from other Organizer models will be ignored and lost.
•
On the OZ-5600 Organizer, all applications that allow entry of text providen automatic word wrapping at the end of each line. However on
6500 and 9000-Series Organizers, this is not supported. As a result, any entries transferred between these models and the OZ-5600 may be displayed differently in the corresponding applications to the original versions.
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178
Single entries or entire files can also be transferred between a OZ-5600 and a ZR-5000, OZ-5500, OZ-
6500 or 9000-series Organizer via the infrared link.
The procedures for this transfer are essentially the same as those given in the preceding sections on the OZ-5600 side.
Refer to the operation manuals for the ZR-5000, OZ-5500,
OZ-6500 or 9000-series Organizers to set up these devices for data transfer.
The IN BOX and IN BOX VIEWER
Any entries transferred to the Organizer are stored in their corresponding applications and also listed in a special location called the IN BOX. The IN BOX VIEWER allows you to see the application and title of each entry that has been received, and to decide whether you want to keep or delete each entry.
Removing entries from the IN BOX
Since entries received via data transfer are stored in their corresponding applications and listed in the IN BOX, you should remove each item from the IN BOX if you decide you want to keep the transferred entry.
To use the IN BOX VIEWER:
1.
Press MENU three times to display the TOOLS menu.
2.
Select IN BOX VIEWER and press ENTER .
The IN BOX is displayed. Each item listed in the IN BOX corresponds to an entry that has already been stored in the application indicated by the displayed symbol.
3.
Select any specific entry you want to remove, the press MENU .
4.
To remove a specific entry: select REMOVE THIS
ENTRY and press ENTER .
To remove all entries in the IN BOX: select
REMOVE ALL ENTRIES and press ENTER .
To delete all entries from the IN BOX and from
their corresponding applications: select DELETE
ALL ENTRIES and press ENTER , then confirm you want to permanently delete the entries from the
Organizer.
Assigning entries to the IN BOX from applications
You can easily send entries from a variety of applications to the IN BOX, so that you can transfer them to another
Organizer in a single operation.
1.
Select an entry to be transferred in Index mode or display it in View mode.
2.
Press 2nd F .
A copy of the entry is sent to the IN BOX (the original entry remains unaffected). The message “Filed!” appears briefly.
3.
Repeat the above steps for any other entries in other applications to be sent to the IN BOX.
4.
Press MENU three times to display the TOOLS menu. Select IN BOX VIEWER and press ENTER .
The IN BOX VIEWER displays the entries you filed in Index mode, with a symbol to identify the application each entry belongs to.
+ To transfer the entries in the IN BOX to another
Organizer, press MENU , select SEND ALL
ENTRIES VIA IR and press ENTER .
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179
180
Exchanging Information with a Personal Computer
Using SHARP’s optional Organizer Link software and cable package or certain third-party software packages, you can exchange data with a personal computer. Certain software will allow you to exchange data with a personal computer via the Organizer’s infrared port using the optional CE-IR2 wireless interface. This makes it possible, for example, to use the unit when outside your home or office, then later transfer the data you have entered on the Organizer to your desktop computer.
To setup the Organizer for use with the Organizer Link:
1.
Make sure the unit is turned off.
2.
For infrared transfer, set up the Organizer with the
CE-IR2 wireless interface. (See the CE-IR2 manual for details.)
For a cable transfer, connect the Organizer Link cable to the Organizer’s 15-pin cable jack. (See the Organizer Link manual for details.)
3.
Press ON .
4.
Press MENU four times to display the
PERIPHERALS menu.
5.
Select PC-LINK and press ENTER .
The SELECT PC-LINK PATH window appears.
You can also press 2nd MENU to access the PC-
LINK.
6.
Select IR for infrared transfer or DIRECT CABLE for cable transfer and press ENTER .
#9-3-1 Display
Your Organizer is now ready to transfer data. Consult the
Organizer Link manual regarding subsequent transfer procedures.
Press ON at any time to exit the PC Link mode.
If you leave the Organizer in PC Link mode, more power is consumed from the batteries than usual, and the auto power off function does not work.
To conserve battery power, always press ON to leave the
PC Link mode as soon as you have finished transferring data.
Points to remember when using peripherals
When using Organizer Link software designed for an
Organizer other than the OZ-5600:
•
Data in applications that are not compatible with the
Organizer Link cannot be transferred.
•
You cannot transfer an entry from USER FILE 1 of the
User File application if it has no data in its NAME field.
It is also impossible to transfer any complete file that contains such an entry.
When receiving data from an Organizer other than the
OZ-5600s or when using an Organizer Link designed for another Organizer:
•
If an Outline entry is more than 32 Kbytes in size, only the first 32 Kbytes of data will be received by an OZ-
5600. Any subsequent text will not be transferred.
•
Only data in applications/modes can be transferred.
•
If you have used free fields in Telephone or User File on your other unit, you must set the number of fields in
Telephone (or User File) on the OZ-5600 Organizer to be the same BEFORE transferring the information to the
OZ-5600. Otherwise the data in the free fields will not be transferred to the OZ-5600. Also, if the type of a field
(text or picture) is different in the two Organizers, it cannot be transferred.
181
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182
CHAPTER 10
Personalizing Your Organizer
N ow that you have an understanding of all of the Organizer’s functions and its operation, let’s take a look at the various ways you can customize the Organizer to suit your personal preferences: the display can show selected user information at start-up; entries can be made secure through password protection and by marking them as secret; the Calendar display can be set to a default view that you prefer; and a bold font can be selected for the
Organizer’s display.
The Organizer offers two levels of security for its entries and operations. The first is the ASK
PASSWORD option, which requires the correct password, previously set up by the user, to be given each time the Organizer is turned on.
Thus, overall access to the Organizer’s information and operations is restricted. The second is to define particular entries within various applications as secret, and then enable the LOCK ORGANIZER option within the TOOLS menu. This is independent of whether the ASK
PASSWORD option is set, and provides another layer of security.
The Start-Up Display
The Organizer can display your name, telephone number, and address every time it is turned on, set against one of three built-in graphic backgrounds. If you ever lose or misplace your Organizer, this could significantly increase the chances of being it returned to you.
Selecting the start-up display
1.
Press MENU twice to open the PREFERENCES menu, select SET START-UP DISPLAY, then press
ENTER .
SET START-UP DISPLAY contains several fields. Current selections are shown in reverse.
#10-1-1 Display
START-UP
ON: Enables a user-specified display upon start-up.
The owner’s name, telephone number and address will then be displayed each time the Organizer is turned on. Also, if the ASK PASSWORD option is
ON (see below), the Organizer will prompt the user for the correct password upon start-up.
183
10
184
OFF: Even if ASK PASSWORD (see below) is set to
ON, no password will be required. The Organizer then starts in the application or display mode that was most recently used.
SETUP: Sets the Organizer to run through the set up procedure at start-up. This is the default display.
This provides an overview of how to use the
Organizer, and is very useful for new users as it goes directly to those screens allowing user customization. After this has been done once and the user reached the USER SETUP completed screen, START-UP is changed automatically from
SETUP to OFF.
BACKGROUND
You may choose one of the three built-in backgrounds to be displayed at start-up (when the
Organizer is turned on).
ASK PASSWORD
ON: After registering a password (see p.255), you will be prompted to enter that password upon startup (if START-UP is also set to ON). The Organizer cannot be used if the password is not entered correctly. This is an important security feature for users whose Organizers contain sensitive information.
OFF: You will not be prompted to enter your password upon start-up.
2.
Select the desired setting in each field.
3.
Press ENTER to store the settings (or CANCEL to cancel any changes).
Responses to the start-up display
If you have set START-UP and ASK PASSWORD to ON, and entered your personal information, a display similar to the one below will appear each time the Organizer is turned on.
#10-1-3 Display
To use the Organizer:
1.
Type in the password as used for the Secret function.
You must enter the password exactly as you registered it, including upper- and lower-case letters.
2.
Press ENTER .
The ENTER PASSWORD prompt disappears.
3.
Press ENTER to go directly to the Calendar or press the key for any application you want to use.
☞ •
If no password has been registered, the prompt for the password will not be displayed even if ASK
PASSWORD and START-UP have been set to ON.
•
If you set ASK PASSWORD to ON with START-UP set to ON and you forget your registered password, you will have to reset it, which means erasing all the data stored in it (see p.197). This is one reason why it is a good idea to make periodic backups
(transfers of your Organizer’s stored information) to a PC or some other Organizer, so that the information can be reloaded in case the Organizer has to be reset.
Setting the Owner’s Information
The Owner’s Information comprises your name, address and telephone number. You can choose whether to have this information displayed each time you turn the Organizer on, by setting the START-UP option to ON using the above procedure.
1.
Press MENU twice to display the PREFERENCES menu.
2.
Select SET OWNER INFORMATION and press
ENTER .
The cursor starts in the NAME field.
3.
Enter your name, then press NEXT .
The cursor moves to the telephone number field.
4.
Enter your telephone number, then press NEXT .
The cursor moves to the address field.
5.
Enter your full address.
➞
Press to move the start of the next line.
6.
Press ENTER when done.
A message appears confirming the owner information has been set.
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186
Locking the Organizer
The Organizer’s LOCK function allows you to keep selected information in your Organizer secure by locking it with a password that you specify. Entries that you have marked as secret cannot be accessed until the Organizer is unlocked using the password. Individual entries can be marked as secret, so that only someone who knows the password can access them by unlocking the Organizer. Note that this password is completely different from the one used for the
ASK PASSWORD feature within the SET START-UP
DISPLAY options (see p.183). Marking entries as secret has no effect until the Organizer is locked.
Turning on the Lock
1.
Press MENU twice to open the PREFERENCES menu.
2.
Select SECRET from the menu, then press ENTER .
The SECRET submenu appears.
3.
Select LOCK ORGANIZER, then press ENTER .
The LOCK ORGANIZER window appears prompting you to enter a password.
#10-2-1 Display
4.
Enter any password up to seven characters long.
Letters, numbers, and symbols can all be used. This text box is case-sensitive, which means that upperand lower-case letters are treated differently. The password “SHARP”, for example, is different from the passwords “Sharp” or “sharp”.
☞
Choose your password carefully. If you forget your password, there is no way to bypass the Secret function or enter a new password without losing all data marked as Secret. It is strongly recommended that you use a password that you will always be able to remember, but which other people will be unable to guess.
5.
Press ENTER to store the password (or CANCEL to cancel the operation).
All entries marked as secret throughout the Organizer will then be hidden and will not be accessible until the
Organizer is unlocked by giving the correct password.
A message appears warning you not to forget the password. If you have any doubt about whether or not you will always be able to recall this password, write it down and keep it in a safe place.
6.
Press ENTER .
T appears on the display, indicating that any information you mark as secret will now be hidden. The unit itself can still be accessed until you turn on the ASK PASSWORD
feature in the SET START-UP DISPLAY window. See p.184.
Marking/unmarking entries as Secret
You can mark or unmark any entry as secret in Edit mode.
1.
Open the application containing the entry you want to mark as secret.
2.
Display the entry in Edit mode.
3.
Press MENU twice to display the PREFERENCES menu, select SET SECRET STATUS and press
ENTER .
☞
If the Organizer has been locked (which hides all secret entries) an entry which has just been marked as secret will remain displayed until you move to another entry. Once you leave the entry marked as secret, it will be hidden together with all other secret entries (for more information, see the next section).
Accessing Secret entries
Entries marked as secret are not shown in any of the
Organizer’s display modes when it is locked, and cannot be accessed using any of the search methods. To be able to recall and access secret entries, the Organizer must first be unlocked.
1.
Press MENU twice to open the PREFERENCES menu. Select SECRET then press ENTER .
The SECRET submenu appears.
2.
Select LOCK ORGANIZER then press ENTER .
A window appears, prompting you to enter your password.
3.
Enter your password exactly as you registered it
(remember that the password is case-sensitive, distinguishing between upper- and lower-case letters).
4.
Press ENTER .
If the password is correct, T disappears.
If the password is incorrect, a message appears indicating this.
5.
After unlocking the Organizer, access any entry you want using the normal procedures.
☞
If you forget your password, you will not be able to unlock the Organizer and access your secret information. If this happens, you will have to delete the old password to be able to continue to use the
Secret function. This will also delete all entries marked as secret. For a full explanation of what to do if this occurs, see below, p.188.
➛
You can use 2nd SEARCH to find only those entries marked as secret once the Organizer is unlocked (see p.63).
10
187
188
Automatic Relocking
Once a password has been registered, even if you unlock the Organizer using the procedure above, the Organizer will automatically lock itself each time you turn it off. This automatic relock feature protects your secret data in case you forget to relock the unit. The feature remains in effect as long as a password is registered. To disable this feature, the password must be deleted once the Organizer is unlocked.
You can also lock the Organizer yourself at any time:
1.
Press MENU twice to open the PREFERENCES menu.
2.
Select SECRET then press ENTER .
The SECRET submenu appears.
3.
Select LOCK ORGANIZER and press ENTER .
T appears, indicating that the Organizer is now locked.
Changing or deleting the password
To register a new password, the current one must first be deleted.
1.
Press MENU twice to open the PREFERENCES menu.
2.
Select SECRET then press ENTER .
The SECRET submenu appears.
3.
Select DELETE PASSWORD, and press ENTER .
#10-2-3 Display
4.
Enter your password exactly as you registered it
(remember that the text box is case sensitive distinguishing between upper- and lower-case letters).
5.
Press ENTER .
A message appears indicating that the Organizer is unlocked. Entries that were marked as secret can be accessed until a new password is registered (to register a new password, use the procedure for Registering a password on p.186).
☞
Remember that if you delete a password while the
Organizer is locked, all secret entries will be deleted as well. The Organizer will not remind you of this!
If you forget your password...
If you have forgotten your password, the only way you will be able to delete it and continue to use the Secret function is to delete all entries marked as secret.
1.
Press MENU twice to open the PREFERENCES menu.
2.
Select SECRET then press ENTER .
The SECRET submenu appears.
3.
Select DELETE ALL SECRET DATA, and press
ENTER .
A warning message appears asking if you are sure you want to delete all the secret entries. If you have forgotten your password, you have no choice but to proceed.
4.
Press Y to delete all secret entries. This will then allow you to enter a new password.
☞
If you set ASK PASSWORD in the SET START-UP display to ON, and forget your password, you will have to reset the entire Organizer, thereby erasing all the stored entries and information (see p.197).
Changing the Calendar Display Format
The Organizer lets you change the default Calendar display to one you find more convenient. There are three aspects to changing the display: setting the monthly format, setting up the Calendar and setting the date format. You can use these options to set up a way of working that you prefer.
Setting the monthly format
You can set the Monthly and Two-month views in the
Calendar application to show the weeks in either a
Sunday-to-Saturday format (this is the default) or a
Monday-to-Sunday format.
In the Calendar application:
1.
Press MENU , select SET UP WEEKLY FORMAT, then press ENTER .
A submenu appears. The current setting is indicated by an asterisk.
2.
Select the desired format and press ENTER .
The Monthly view is then displayed accordingly.
Setting up the default Calendar view
You can set up the Calendar to show either a Monthly or
Daily view each time the Calendar application is opened.
The default setting after initialization is the Monthly view.
189
10
190
In the Calendar application:
1.
Press MENU , select SET UP DEFAULT VIEW then press ENTER .
A submenu appears. The current setting is indicated by an asterisk.
2.
Select the desired format and press ENTER .
The current calendar view does not change. However, the desired format is used the next time the Calendar application is opened.
Setting up the date format
Almost all Organizer applications require a date to be entered at some point. The default format for date entry is
“MM/DD/YYYY”, where MM is the two-digit month, DD is the two-digit day of the month and YYYY is the four-digit year. The date will be displayed as “MMM DD, YYYY”, where MMM is the three-character abbreviation for the month name. However, you can choose instead to have the date entered in the format “DD.MM.YYYY”, which will then be displayed in the format “DD MMM YYYY”.
For example, in MM/DD/YYYY format, the date July 4th,
1996 will be entered as “ 7/ 4/1996” and displayed as “JUL
7, 1996”. However in DD.MM.YYYY format, the same date will be entered as “ 4. 7.1996” and displayed as “4 JUL
1996”.
1.
Press MENU twice to display the PREFERENCES menu.
2.
Select SET UP DATE FORMAT and press ENTER .
A submenu appears. The current selection is marked with an asterisk.
3.
If the desired format is not already selected, move to it and press ENTER .
Selecting the Bold display font
Since the Organizer’s display is fairly small, you may find the displayed information easier to read if all characters appeared in a bold style, which is slightly thicker than normal.
1.
Press MENU three times to display the TOOLS menu.
If bold font has not yet been selected, no ✓ will appear next to the menu item SET BOLD FONT.
2.
Select SET BOLD FONT and press ENTER .
All characters on the display will then appear in bold style.
☞
This option only affects the way information appears on the Organizer’s display, and does not affect the way the actual information is stored or printed.
Appendices
A. List of Key Notations
B. Resetting the Organizer
C. Troubleshooting
D. Battery Replacement
E. Specifications
A. List of Key Notations
Key Representation in Text Function
CALENDAR
SCHEDULE
TO DO
Opens the Calendar application.
Opens the Schedule application.
Opens the To Do application.
ANN
TEL
USER FILE
MEMO
Opens the Ann application.
Subsequent presses switch between ANN1 and ANN2 files.
Opens the Tel application.
Subsequent presses switch between TEL1, TEL2 and TEL3 files.
Opens the User File application. Subsequent presses switch between USER
FILE 1, 2 and 3.
Opens the Memo application.
191
192
Key Representation in Text
OUTLINE
Function
Opens the Outline application.
MONEY TRACKING
Opens the Money Tracking application. In Index mode, subsequent presses display each account’s Index view, as well as the All transaction list.
When Account information is displayed, subsequent presses alternate between displaying the current and opening account balances.
BACKLIGHT
Activates the built-in Backlight to illuminate the display in lowlight conditions.
MENU Opens application’s menu,
PREFERENCES, TOOLS and
PERIPHERALS menus.
2nd SEARCH Calls the Search function.
F 2nd F Used to send a copy of the currently displayed entry to the
IN BOX.
Key Representation in Text
CALC
•
•
Function
Opens the Calc application.
Subsequent presses switch to paperless printer mode, to date calculator mode, cost/sell/ margin calculation, then to cost/ sell/markup calculation, then back to standard Calc Mode.
ON
OFF
ON
OFF
Turns the Organizer on.
Interrupts printing or data transfer.
Turns the Organizer off.
C z CE R z CM
M– M+
+ /– ª C z CE
R z CM M– M+
X –
+ % =
–
X
+
Calculator application function keys.
AM PM AM/PM selection. Automatically activated in appropriate applications.
Key Representation in Text
CANCEL
Function
Clears an unstored entry.
Cancels a selection, menu, or operation to return to the previous display.
NEW
EDIT
NEW
EDIT
NEW
Opens a new entry in an application.
Clears field contents when entering or editing data.
Edits the currently selected or currently displayed entry.
CLOCK
˜
˜
Displays the pop-up list containing available choices for the currently selected field.
Only works for currently selected field. Only works for currently selected pop-up fields, indicated by
˜
.
2nd CLOCK Opens the Clock application to display the time and date on the built-in clock.
§
Moves the cursor one character to the left.
Key Representation in Text
2nd
§
§
Function
Moves the cursor to the beginning of a line.
Selects text for deleting, cutting or copying.
¶
2nd
¶
¶
Moves the cursor one line up.
Scrolls the display up.
Moves the cursor to the first line of a display in the Memo application. Moves the cursor to the first line of a field in other applications.
Selects text for deleting, cutting or copying.
˜
2nd
˜
˜
Moves the cursor one line down. Scrolls the display down.
Moves the cursor to the last line of a display in the Memo application. Moves the cursor to the last line of a field in other applications.
Selects text for deleting, cutting or copying.
193
194
Key Representation in Text
'
Function
Moves the cursor one character to the right.
2nd '
PREV
NEXT
'
Moves the cursor to the end of a line.
Selects text for deleting, cutting or copying.
Steps up through entries/ screens. Continues to search backwards for a keyword.
Steps down through entries/ screens. Continues to search forwards for a keyword.
1 – 0 1 – 0 Enters numerals 1–0.
BS
A – Z
T
BS
A – Z
2nd T
The backspace key. Deletes the character to the left of the cursor.
Enter the letters A–Z.
Stamps the current local time at the cursor location in an entry.
Key Representation in Text
P
2nd P
Function
Prints the current display when a printer is connected.
D
2nd D
HELP
H
2nd HELP
Stamps the current local date at the cursor location in an entry.
Calls the on-line help feature.
J K 2nd J
2nd
K
L B
2nd
L
N
2nd
B
2nd N
➞
Enters accent marks: ` , ´ , ˜ , ¨ ,
^, respectively. Press the key then type a letter to create accented characters.
Enters a carriage return.
Switches the letter keys between upper and lower case when pressed. Enters a symbol in white above a key when held while the key is pressed.
Key Representation in Text
CUT
X
2nd CUT
Function
Cuts a specified text/picture or a selected entry to the clipboard for pasting to another location.
COPY
C
2nd COPY Copies a specified text/picture or a selected entry to the clipboard for pasting to another location.
PASTE
V
2nd PASTE Places a text/picture in the clipboard at the cursor location.
–
2nd –
W
E
M
2nd W
2nd E
2nd M
Checks off the SECRET ONLY box in the Search and Filter functions.
Moves topics in the Outline application.
Expands/collapses topics in the
Outline application.
Enters the French character ç.
Key Representation in Text
,
,
,
,
2nd
Function
Enters a comma.
Enters the German character ß.
, Enters apostrophe.
..
.
.
CAPS
2nd
WORD
CAPS
2nd
:
WORD
Enters a period. In calculations, the period entered from the keyboard acts as a decimal point.
Enters colon.
Caps lock key. Switches the letter keys between upper- and lower-case modes.
Press this key then another key to access any second function indicated in blue above the key.
Also accesses keyboard shortcuts.
Accesses a user word list.
✓
SMBL
SMBL
✓
Accesses the symbol menus.
Checks off the To Do entries.
Enters “ ✓ ” as a symbol.
The space key.
SPACE
SPACE
195
196
Key Representation in Text
INS INS
DEL
DEL
DEL
Function
Toggles between insert and overwrite mode when entering/editing data. Creates a new topic in the Outline application.
Deletes a character at the cursor position when entering/ editing data. Deletes entries when viewing data.
Deletes a line at the cursor location.
ENTER
ENTER Executes operations. Stores entries in memory. Opens the
Edit mode.
2nd ENTER Stores an edited enty as new, leaving the original unchanged.
GET
SEND
GET
SEND
2nd SEND
Receives data via the infrared port from an OZ-5600.
Sends data via the infrared port to an OZ-5600.
Prints the selected entry when a printer is connected.
B. Resetting the Organizer
A strong impact, exposure to an electrical field, or other unusual conditions may render the unit inoperative, and pressing the keys will have no effect. If this occurs, you will have to press the RESET switch at the bottom of the unit using a pen or similar object to be able to continue to use the unit.
☞ •
A condition that makes the unit inoperative may erase some or all of the data stored in memory.
•
Do not use anything breakable, anything with a sharp tip or anything that might break to press the
RESET switch.
All reset operation
If the unit still fails to function after it has been reset using the procedure above, or you have forgotten the password to be entered in the start-up display, you will have to reset it using a slightly more complicated procedure:
1.
While pressing and holding ON , press and release the RESET switch.
ON
☞ •
Do not press Y in step 3. Doing so will delete all data in the unit.
•
However, if you have forgotten the password required at start-up, you have no choice but to press Y in order to use the unit, but losing all your data in the process.
A message appears.
2.
Release ON .
3.
Press N .
The built-in clock and any set daily alarms are reset.
197
C. Troubleshooting
Refer to the list below for solutions when the unit is not functioning properly before contacting your local SHARP dealer.
198
Problem
The display remains
blank after pressing
ON .
Solution
•
Adjust the LCD contrast
(see p.50).
•
Install new batteries
(see p.199).
Poor display contrast.
Adjust LCD contrast (see
p.50).
The Organizer is turned Reset the Organizer
on, but pressing keys (see p.196).
has no effect.
“Not enough memory” The Organizer’s memory is
displayed.
full or nearly full. Delete
unnecessary data. (You can
check the amount of free
memory using CHECK
MEMORY in the TOOLS
menu. see p.67).
The alarm does not Enable alarms using the
sound at the set time.
TOOLS menu (see p.131).
The Backlight does not During data transfer,
function PC-LINK mode or printing
the Backlight does not work.
If BATT appears, replace
batteries (see p.198).
D. Battery Replacement
General guidelines
The Organizer uses the following types of batteries:
Use
General
operation
Type Size/Model Qty.
Alkaline batteries LR03 (L30) 2
Memory backup Lithium battery CR2032 1
There are some extremely important points to remember when installing new batteries:
☞
• Do not remove the operating and backup batteries at the same time. Doing so will result in the loss of all data stored in the unit’s memory.
• Backup all important data before replacing the batteries.
• Replace the two operating batteries at the same time with new batteries of the same type.
• The memory backup battery installed at the factory at the time of manufacture may have become depleted during shipment and may not have the full battery life indicated in the specifications.
Caution:
•
Keep batteries out of the reach of children.
•
Remove batteries from the unit when they become weak or when the unit will not be used for a long period of time. Leaving weak batteries in the unit may cause battery leakage and damage from corrosion.
•
Do not dispose of batteries by fire as they may explode.
Replacing the operating batteries
When using the Organizer, if the BATT symbol appears at the top of the display, the operating batteries should be replaced as soon as possible. To confirm this, turn the
Organizer off and then on again. If the display shown below appears, replace both of the operating batteries immediately.
#Display E-2
3.
Slide off the operating batteries cover.
4.
Remove the old batteries by pulling the ribbon tab.
5.
Insert the two new batteries on top of the ribbon tab, taking care to position them correctly according to the plus (+) and minus (–) terminals, as shown below.
1.
Turn off the Organizer.
2.
Set the battery replacement switch on the bottom of the Organizer to REPLACE BATTERIES (a red dot will appear).
6.
Replace the cover.
7.
Set the battery replacement switch to NORMAL
OPERATION.
199
If nothing happens when you press ON :
•
Setting the battery replacement switch to REPLACE
BATTERIES shuts off power to the unit. Check that the battery replacement switch is set to NORMAL
OPERATION.
•
Repeat the above battery replacement procedure step by step.
Replacing the memory backup battery
The Organizer’s memory backup battery has an expected life of approximately five years under normal conditions
(temperature extremes can shorten the life of the battery).
Replace the memory backup battery every five years or whenever the following display appears.
#Display E-5
Memory backup battery life:
✱ Approx. 4 months (when the operating batteries are
✱ depleted)
Approx. 5 years (when the depleted operating batteries are promptly replaced)
☞
Do not try to replace the memory backup battery if the operating batteries are weak. Doing so may result in the loss of all data in the unit. If necessary, replace the operating batteries before replacing the memory backup battery.
1.
Turn off the Organizer.
2.
Set the battery replacement switch on the back of the unit to REPLACE BATTERIES (a red dot will be visible).
3.
Remove the screw holding the memory backup battery cover in place.
200
WARNING:
When the operating batteries are depleted, replace them promptly with new batteries. If depleted batteries are not replaced, the memory backup battery will be drained more quickly than normal. This in turn could cause you to lose all your data when the operating batteries are replaced.
4.
Remove the memory backup battery cover.
If nothing happens when you press ON :
•
Setting the battery replacement switch to REPLACE
BATTERIES shuts off power to the unit. Check that the battery replacement switch is set to NORMAL
OPERATION.
•
Repeat the above battery replacement procedure step by step.
5.
Remove the old battery using a pen or a similar object.
6.
Insert a new battery with the plus (+) side up.
7.
Replace the memory backup battery cover and secure it with the screw.
8.
Set the battery replacement switch to NORMAL
OPERATION.
201
202
E. Specifications
Model
Display
OZ-5600
240 x 79 dot matrix liquid crystal display
Electronic unit section
Applications Calendar, Schedule, To Do, Clock,
Anniversary, Telephone, User File,
Memo, Outline, Money Tracking, Calc
Memory capacity 512 Kbytes (User area: Approx. 462
Kbytes)
Schedule application capacity:
Approx. 8,030 entries
Tel application capacity:
Approx. 7,490 entries
These capacities assume the following average entry sizes and only apply when all the available memory is committed to a single function.
Schedule: 32 characters/entry
Tel: 16 characters/entry in the name field
12 characters/entry in the number field
Maximum data size per entry
User interfaces
Other features
Memo: 16 Kbytes
Outline: 32 Kbytes for an entire outline
2 Kbytes for each topic
Tel/User File: 2 Kbytes for text data
Other applications: 2 Kbytes
Keyboard
Secret function, data transfer, search function, help function, et al.
Calculator
Digits
Functions
10
Addition, subtraction, multiplication, division, constant, square root, percent, memory calculation, date calculation, paperless printer, cost/ sell/margin calculation, cost/sell/ markup calculation.
Clock
Crystal oscillation 32,768 Hz frequency
Accuracy Average variance per day, 1.5
seconds (at 25
°
C/77
°
F)
Display information Year, month, day, day of the week, hours, minutes, AM/PM, city names.
Time system
Other functions
12-hour or 24-hour
Display of date and time for various cities around the world.
Enable/disable daylight saving time.
Peripherals and data transfer interface
IR transfer Up to a distance of approx. 80 cm.
Cable jack 15-pin connector
Common
Power
Power consumption
Battery:
Main supply:
3 V ... DC, alkaline batteries
(LR03 x 2)
Memory backup:
3 V ... DC, lithium battery
(CR2032 x 1)
0.23 W
Battery life
Operating temperature
Battery life may vary depending on usage.
Operating batteries:
•
Approx. 80 hours (2 months of 1 hour continuous use per day)
Continuous display at an ambient temperature of 23
°
C (73
°
F)
•
Approx. 65 hours (2 months of 1 hour continuous use per day)
Using the Backlight for 2 minutes per hourly use at an ambient temperature of 23
°
C (73
°
F)
•
Approx. 50 hours (1.5 months of 1 hour continuous use per day)
Using the Backlight for 2 minutes per hourly use and searching for 5 minutes per hourly use at an ambient temperature of 23
°
C
(73
°
F)
Memory backup battery:
•
Approx. 4 months (when operating batteries are depleted)
•
Approx. 5 years (when depleted operating batteries are promptly replaced)
0
°
C to 40
°
C (32
°
F to 104
°
F)
203
204
Dimensions
Weight
Accessories
Open 160(W) x 164(D) x 9.2(H) mm
6-5/16(W) x 6-15/32(D) x
3/8(H) inch
Closed 160(W) x 89(D) x 18.4(H) mm
6-5/16(W) x 3-1/2(D) x
23/32(H) inch
245 g (0.54 lb) (including batteries)
Alkaline batteries LR03 x 2, lithium battery CR2032 x 1 (installed), operation manual
Index
A
Accessing
Secret entries 187
Accounts (see under Money Tracking)
Adding
Accounts
(see under Money Tracking)
Categories: Money Tracking
(See under Money Tracking)
Categories: To Do 85
Topics 110
Transactions
(see under Money Tracking)
User’s city 129
Alarms
Daily 130
Disabling all alarm sounds 131
Schedule 79
All reset 197
Ann(iversary) application 90
Application 52
Opening 55
Keys 42
Assigning
Due date 81
Priority 81
Auto power off 50
B
Backlight 50
Battery
Installing 43
Life 203
Memory backup 200
Operating 199
Replacement 198
Blocks
Copying/moving 161
Working with blocks of text 61
Bold Font 190
C
Calc(ulator) application 117
Date calculations 120
Using with other applications 121
Calculations
Changing part of 119
Examples 124
Inserting figures into 119
Performing 117
Date calculations 120
Cost/price/margin calculations 122
Cost/price/markup calculations 122
Paperless printer mode 118
Calendar application 69
Setting up the initial display 70, 189
205
206
Calendar view
Daily 71
Monthly 70
Monthly Goals 70
Selecting 69
Two-month 70
Weekly 71
Caring for the Organizer 40
Categories
Money Tracking application:
Accessing by category (Filter) 143, 147
Adding 146
Assigning to transactions 139
Category list 139
Deleting 159
Editing 146
Preset 145
To Do application:
Accessing by category (Filter) 87
Adding 87
Assigning to entries 85
Category list 86
Deleting 87
Editing 87
Changing
(see also Customizing)
Bold text 190
Calendar format 189
Display width 106
Local city (Clock) 126
Checking
Current time/date 66
Intermediate results of a calculation 119
Memory 67
Time in a city 128
Checking off To Do entries 84
Clock application 126
Collapsing outline families 114
Copying
Blocks of text 61, 161
Entries 162
Create Activities (Calendar) 72
Cursor 60
Customizing
Index display 101
Tel/User File applications 102
Cut 62, 161, 162
D
Daily alarms
Setting 130
Turning on/off 131
Daily view 71
Date calculation 120
Date format 59
Setting 190
Date stamp 163
Daylight Saving Time (DST) 130
Assigning to a city 130
Enabling/disabling 130
Decimal point setting 123
Deleting
All entries in an application 65, 76, 88, 92, 98, 106,
113,158
All To Do entries in current view 88
All Secret entries 189
Money Tracking Categories 159
Filtered entries 166
Line in a calculation 120
Schedules over a specific period 77
Single entries 65, 76, 88, 92, 98, 105, 112, 157
Text 61
Topics 112
Using the application menu 65
Display
Setting the LCD contrast 50
Symbols 53
Display modes 56
Edit mode 57
Index mode 56
View mode 57
E
Edit mode 57
Editing techniques 59
Editing
(see also Revising)
Categories 87, 146
Entries 75, 84, 92, 97, 105, 110, 141
Emulation
Printer 170
Entering
Monthly goals 82
Subtopics 114
Error indicator 122
Expanding families 115
F
Families
Collapsing 114
Expanding 115
Restructuring 115
Fields 59
Filter function 165
Deleting filtered entries 166
Turning off 166
Turning on 165
Finding entries 63, 72, 75, 82, 91, 96, 104, 109
(see also Search)
By date 64
Using keywords 63, 75, 83, 91, 97, 105, 109
Using the Calendar views 72, 75, 83, 91
Using the Index mode 63, 75, 82, 91, 97, 104, 109, 137,
140
Font
Changing Bold style 190
207
208
H
Help 54
Index 54
I
IN BOX 178
IN BOX Viewer 178
Index mode 56
Infrared transfer
Setting up 174
Notes on 175
Initializing 10, 44
Inserting
Text 61
Topic 110
Installing
Batteries 9, 43
J
Joining two Outline topics into one 111
K
Key beep 51
Keyboard 52
Function/notation list 191
L
Local city 46, 126
Locking the Organizer 186
M
Manual
Conventions used 39
Organization 37
Marking entries as secret 187
Memo application 103
Memory check 67
Menu 52
Application 73, 80, 89, 93, 98, 107, 116, 125, 132, 160
Peripherals 169
Tools 68
Money Tracking application 133
Accounts:
Adding new 135
Balances 136
Balancing and Reconciliation 152
Deleting 158
Editing 137
Index mode 137
List 137
Categories:
(See under Categories)
Transactions:
Adding new 137
Deleting 157
Editing 141
Index mode 140
Removing 156
Special fields 143
Split function 147
Viewing in detail 141
Monthly goals (To Do) 70
Entering 82
Monthly view 70
Moving
Appointments 75
Blocks of text 161
Entries 162
Topics 111
N
New entries
Making 58, 72, 74, 80, 90, 96, 103, 107, 137
O
Organizer Link 180
Overwriting text 61
Owner Information 45, 185
P
Paperless printer 118
Part names and functions 42
Password
Deleting/changing 188
Forgotten 188
Registering 186
Paste 62, 162
PC Link 180
Peripherals menu 169
Pop-up list/menu 52
Power
Auto power off 50
Turning on and off 50
Printing 170
All entries 172
Current display 171
Groups of entries 171, 172
Single entries 171
R
Replacing
Memory backup battery 200
Operating batteries 199
Revising
(see also Editing)
Outlines 110
S
Schedule alarms 79
Clearing 80
Setting 79
Schedule application 74
Scrolling the display 62
Search
(see also Finding)
By keyword 63
By date 64
209
210
Search function 63, 75, 83, 91,
97, 105, 109
Secret function 186
Selecting
Calendar views 69
Date 72
Display modes 56
Topics 110
Setting
Clock 46, 126
Date format 190
LCD contrast 50
Local city 126
Monthly format 189
Owner’s Information 45, 185
Password 186
Schedule alarms 79
Start-up display 48, 183
World city 49, 128
Setting up
Calendar’s initial display 70, 189
For data transfer 174, 176
For printing 170
Organizer 12
Splitting one topic into two 112
Start-up display 48, 183
Responses to 184
Setting 183
Subtopics 113
Entering 114
Symbols
On the display 53
Entering 167
T
Templates
Tel 47, 95
User File 47, 96
Tel application 95
Time stamp 163
To Do application 80
Tools menu 68
Topics
Adding 110
Joining two into one 111
Moving 111
Splitting one into two 112
Subtopics 113
Transactions (see under Money Tracking)
Transferring data 173
Between two OZ-5600
Organizers 174
With an Organizer other than
OZ-5600 176
Points to remember when 181
Single entries 175
Via infrared 174
With a personal computer 180
Turning on/off
Daily alarms 131
Key beep 51
Power 50
Setup display 48
Word wrap 107
Typing in text 60
U
Unlocking the Organizer 187
User File application 95
User File templates 47, 96
User’s city 129
User’s preferences 47
W
Weekly format 189
Weekly view 71
Wireless interface 174
Word key
Inserting words/phrases in an entry 164
Deleting words/phrases 165
Registering words/phrases 164
Word wrap 107
World city 128
211
212
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