AlphaSmart 2 Manager User's Guide

AlphaSmart Manager 2
User’s Guide
AlphaSmart Sales and Technical Support
For AlphaSmart sales and technical support contact information, see page 81 or visit
the AlphaSmart web site at
www.alphasmart.com (United States)
www.alphasmart.co.uk (United Kingdom)
www.alphasmart.com/international (all other countries)
Nothing in this manual may be reproduced in any manner, either wholly or in part,
for any purpose whatsoever without written permission from AlphaSmart, Inc.
© 2004, AlphaSmart, Inc. All rights reserved.
AlphaSmart and SmartApplet are registered trademarks, and AlphaWord is a
trademark of AlphaSmart, Inc. Macintosh is a registered trademark of Apple
Computer, Inc. Windows is a registered trademark of Microsoft Corporation.
Contents
Chapter 1
Introduction ....................................................................................1
System requirements........................................................................... 2
AlphaHub considerations ............................................................ 2
Upgrading from AlphaSmart Manager 1.0 ......................................... 3
Installing AlphaSmart Manager .......................................................... 4
Chapter 2
Basics .............................................................................................7
Using AlphaSmart Manager in group settings .................................. 7
Starting AlphaSmart Manager ............................................................ 9
Moving around in AlphaSmart Manager.......................................... 10
Get/Print AlphaWord Files ......................................................... 11
AlphaWord Files to Send............................................................ 12
SmartApplets............................................................................... 12
Settings........................................................................................ 13
Send List...................................................................................... 15
Checking connections........................................................................ 16
Connection status....................................................................... 18
Chapter 3
Working with AlphaSmart Manager .............................................. 21
What’s a send list? ............................................................................. 21
Viewing, printing, and saving files.................................................... 22
Viewing files ................................................................................ 23
Printing files from AlphaSmart Manager .................................. 26
Saving files .................................................................................. 31
Sending files to AlphaSmart devices ............................................... 33
iii
Installing SmartApplets ..................................................................... 35
Deleting SmartApplets................................................................ 37
“Hidden” SmartApplets............................................................... 39
Defining settings................................................................................. 39
Defining system settings ............................................................ 39
Defining settings for SmartApplets ........................................... 41
Using send lists................................................................................... 42
Tips for working with send lists.................................................. 45
Chapter 4
System and SmartApplet Settings .................................................. 47
System settings explained ................................................................. 47
SmartApplet settings.......................................................................... 54
The Disable This SmartApplet setting....................................... 54
AlphaWord and AlphaWord Plus settings................................. 55
Spell Check settings .................................................................... 58
Other SmartApplets settings...................................................... 58
Default settings................................................................................... 59
Chapter 5
Advanced Tasks ............................................................................ 61
Sending a user dictionary to devices ................................................ 61
Adding a SmartApplet to the SmartApplet list................................ 63
Getting SmartApplet information ..................................................... 64
Preferences .......................................................................................... 64
Printing preferences .................................................................... 65
Other preferences........................................................................ 65
Understanding passwords in AlphaSmart Manager........................ 67
Send list password ...................................................................... 68
Master password ......................................................................... 69
File passwords ............................................................................. 69
Restoring defaults .............................................................................. 71
Resetting all devices........................................................................... 73
Reverting a device............................................................................... 74
Reformatting a device ........................................................................ 75
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AlphaSmart Manager 2 User’s Guide
Chapter 6
Troubleshooting ............................................................................. 77
Appendix A
Contact Information ....................................................................... 81
Index............................................................................................ 83
v
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AlphaSmart Manager 2 User’s Guide
Chapter 1
Introduction
AlphaSmart Manager 2 helps you manage files, settings, and
applications (SmartApplets) on a group of AlphaSmart devices. With
AlphaSmart Manager, you can manage as many as thirty AlphaSmart
devices connected to an AlphaHub. You can also use AlphaSmart
Manager to manage a single AlphaSmart device.
With AlphaSmart Manager you can
•
Create the contents of AlphaWord files and send them to
connected AlphaSmart devices
•
Retrieve AlphaWord files from connected AlphaSmart devices and
save them individually or collectively
•
Install and delete SmartApplets
•
Configure settings so that all connected AlphaSmart devices are
consistent
•
Maintain security by setting passwords in three different areas
•
Keep track of the current number and status of connected
AlphaSmart devices
With AlphaSmart Manager and an AlphaHub (the SmartOption), you
can organize an entire group of AlphaSmart devices to have the same
files—exercises, outlines, notes—in one easy operation. Retrieving
files from all AlphaSmart devices takes just a few mouse clicks
instead of requiring a separate operation for each AlphaSmart device.
In addition, you can decide how you want the AlphaSmart devices set
up for beginning an activity, and then save those settings to be easily
reused at any time.
Introduction
1
System requirements
Important: In this guide, the term AlphaSmart device refers to both
AlphaSmart 3000s and Neos. It does not refer to the Dana line of
products made by AlphaSmart.
System requirements
AlphaSmart Manager requires the following components:
•
One of the following USB-capable computers:
•
Macintosh running OS 9.0 or higher
•
PC running Windows 98 (second edition) or higher
•
One to thirty AlphaSmart devices running System 1.4 or higher
•
An AlphaHub, if you are using AlphaSmart devices in a group
setting. An AlphaHub is AlphaSmart’s multiport management
device to which you can connect a Windows or Macintosh
computer running AlphaSmart Manager and up to thirty
AlphaSmart devices. An AlphaHub lets you use AlphaSmart
Manager to exchange files and data with multiple AlphaSmart
devices.
AlphaHub considerations
Because Neos have twice as much memory and storage capacity as
AlphaSmart 3000s, you might encounter unexpected results if you
use an AlphaHub to configure (install SmartApplets, send and
receive files, update system software) both types at the same time.
Although you can store and charge both Neos and AlphaSmart 3000s
in the same cart, it's best to work with each type separately when
installing SmartApplets or data from AlphaSmart Manager. That is,
disconnect AlphaSmart 3000s and send or retrieve data from Neos,
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AlphaSmart Manager 2 User’s Guide
Upgrading from AlphaSmart Manager 1.0
then do the opposite: disconnect Neos, connect AlphaSmart 3000s,
and send or retrieve data from the AlphaSmart 3000s.
The extra effort required to work with the two types separately
ensures that data and SmartApplets will transfer correctly between
your computer and the two different types of devices.
Upgrading from AlphaSmart
Manager 1.0
If you’re moving to AlphaSmart Manager 2 from AlphaSmart Manager
1.0 or 1.1, there are some guidelines you should consider before you
install AlphaSmart Manager 2.
•
Installing AlphaSmart Manager 2 doesn’t replace earlier versions
of AlphaSmart Manager on your computer. You can still run the
earlier version if you need to. However, all data files and SmartApplets
are deleted from connected devices the first time you use a send list in
AlphaSmart Manager 2.
•
If you used AlphaSmart Manager 1.0 or 1.1 with a group of
AlphaSmart devices, and those devices have data files (such as
AlphaWord files) that you want to keep, you should first retrieve
the files using AlphaSmart Manager 1.0 or 1.1 and save them on
your computer. You can also retrieve individual files using the
send key on individual devices (and a USB cable connected to
your computer), but be aware that it takes longer to retrieve files
this way.
Whatever method you choose, you should retrieve the data files
before installing AlphaSmart Manager 2.
•
Introduction
After you install AlphaSmart Manager 2, use it to reinstall your
SmartApplets on your AlphaSmart devices. (If you’re currently
using a different computer from the one on which the
3
Installing AlphaSmart Manager
SmartApplets were originally installed, you need to install the
SmartApplets software on your computer.)
•
•
The SmartApplets listed in the following table are compatible
with AlphaSmart Manager 2.
AlphaQuiz
Calculator
AlphaWord
Control Panel
AlphaWord Plus
Inspiration
Beamer
KeyWords
If your SmartApplet doesn’t appear in this list, contact the
company that made the SmartApplet to see if they have an
updated version that’s compatible with AlphaSmart Manager 2.
Do not install AlphaSmart Manager 2 until you have a compatible
version of your SmartApplet.
Installing AlphaSmart Manager
AlphaSmart Manager works with both PC and Macintosh computers.
If you’re used to working with AlphaSmart Manager 1.0 or 1.1, or have
an AlphaSmart 3000, read the previous section before you install
AlphaSmart Manager 2 to ensure you don’t lose data or functionality.
Some computer operating systems, such as
Macintosh OS X and Windows 2000 and XP, make distinctions
between administrators and other users. You need to have
administrator privileges or be logged in as administrator to
install and access AlphaSmart Manager. If you don’t have
administrator privileges, see your system administrator for help
installing and running AlphaSmart Manager.
Note:
4
AlphaSmart Manager 2 User’s Guide
Installing AlphaSmart Manager
To install AlphaSmart Manager:
1. Put the AlphaSmart Manager CD in the CD drive on your
computer. A window displaying the contents of the CD appears.
2. Do one of the following:
•
Macintosh: Double-click the AlphaSmart Manager 2 Installer
icon.
•
PC: Double-click Setup.exe file.
The installation program begins.
3. Follow the onscreen instructions.
4. Indicate if you want to search for configuration files from
previous versions of AlphaSmart Manager. You can have the
installer help you locate these files or browse for them yourself.
5. Choose whether to find and update any existing SmartApplets
you might have on your computer. You can have the installer help
you locate these files or browse for them yourself.
If you have older SmartApplets already installed on your
computer, AlphaSmart Manager will need to update them so that
they’re compatible with the latest system software on your
AlphaSmart device.
Important:
6. Step through any remaining installation steps.
7. Choose whether to view the ReadMe file and start AlphaSmart
Manager as soon as the installer closes.
Introduction
5
Installing AlphaSmart Manager
6
AlphaSmart Manager 2 User’s Guide
Chapter 2
Basics
This section gives you basic information about getting AlphaSmart
Manager up and running as quickly as possible. Details about the
various features are described in the rest of this manual.
The main concepts to understand about AlphaSmart Manager are
•
The differences between using it with an individual AlphaSmart
device versus a group of AlphaSmart devices
•
How to start AlphaSmart Manager
•
How to move around the application to accomplish tasks
•
How to check connected AlphaSmart devices
Using AlphaSmart Manager in group
settings
AlphaSmart Manager excels in group settings because, when
connected to an AlphaHub, it lets you control a group of AlphaSmart
devices from a single computer. AlphaSmart Manager is also useful
for working with a single AlphaSmart device, but it’s unlikely that
you’d use many of the features designed for group use in that
situation. This manual includes information and ideas aimed at
managing groups of AlphaSmart devices. (However, users of single
AlphaSmart devices will also find it helpful.)
When you use AlphaSmart Manager with a group of AlphaSmart
devices, you connect the devices to an AlphaHub. You then connect
Basics
7
Using AlphaSmart Manager in group settings
the AlphaHub to your computer with a USB cable.(Don’t connect the
AlphaHub until you’ve installed AlphaSmart Manager.)
PC or Mac
running
AlphaSmart
Manager
USB
AlphaHub
AlphaSmart devices AlphaSmart devices
8
AlphaSmart Manager 2 User’s Guide
Starting AlphaSmart Manager
When using AlphaSmart Manager with a single AlphaSmart device,
you connect the AlphaSmart device directly to your computer with a
USB cable.
PC or Mac
running
AlphaSmart
Manager
USB
AlphaSmart device
Starting AlphaSmart Manager
You’ve likely already installed AlphaSmart Manager on your
computer. If you haven’t, install it now by following the instructions
in “Installing AlphaSmart Manager” on page 4.
Basics
9
Moving around in AlphaSmart Manager
To start AlphaSmart Manager:
Do one of the following:
•
Macintosh: Double-click the AlphaSmart Manager icon on
the desktop.
•
PC: Double-click the AlphaSmart Manager icon on the
desktop; or click Start, then choose Programs > AlphaSmart
Manager 2 > Start AlphaSmart Manager 2.
AlphaSmart
Manager as it
appears when
you first start it
Moving around in AlphaSmart
Manager
AlphaSmart Manager contains tabbed pages that break tasks into
five areas.
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AlphaSmart Manager 2 User’s Guide
Moving around in AlphaSmart Manager
Get/Print AlphaWord Files
The first tab—Get/Print AlphaWord Files—is where you retrieve
AlphaWord files in workspaces from connected AlphaSmart devices.
You can retrieve individual workspace files from
•
Individual devices
•
All workspace files from a single device
•
Specific workspace files from all devices
•
All workspace files from all devices at once
From this tab, you can view, print, and save files. For more
information, see “Viewing, printing, and saving files” on page 22.
The Get/Print
AlphaWord Files tab
Basics
11
Moving around in AlphaSmart Manager
AlphaWord Files to Send
The second tab lets you send text files from your computer to
connected AlphaSmart devices. These files can be lists,
brainstorming ideas, field notes, story starters, and so on.
The AlphaWord
Files to Send tab
For further information about sending AlphaWord files, see “Sending
files to AlphaSmart devices” on page 33.
SmartApplets
SmartApplets are software applications that run on AlphaSmart
devices. Some SmartApplets are included with the devices; others
you purchase and install to perform specific types of activities or
12
AlphaSmart Manager 2 User’s Guide
Moving around in AlphaSmart Manager
meet particular needs.You work with SmartApplets from the third
tab—the SmartApplets tab.
The SmartApplets tab
This tab lets you install SmartApplets from your computer onto
connected AlphaSmart devices. This is a useful way to make sure that
all devices have the same applications available at the same time.
See “Installing SmartApplets” on page 35 for more information.
Settings
The Settings tab lets you define system and SmartApplet settings.
The Settings tab
Basics
13
Moving around in AlphaSmart Manager
“System” refers to the operating system within devices; therefore
system settings are present no matter what SmartApplet you’re
using. SmartApplets, on the other hand, each have their own
particular settings that apply only when you’re using that specific
SmartApplet.
For example, you might specify a right-hand keyboard layout, which
is a system setting. Users would type using this keyboard layout
whether they were using AlphaWord, Calculator, or another
SmartApplet. File Passwords, however, is a SmartApplet setting
specific to AlphaWord. Changing the file password settings would
apply only to AlphaWord files and not to files created with another
SmartApplet.
From the Settings tab, you select either System or a SmartApplet on
the left, then make changes to settings on the right. The settings are
context sensitive. That is, the settings that appear depend on the
selection you make in the Settings List on the left. For more
information, see “Defining settings” on page 39.
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AlphaSmart Manager 2 User’s Guide
Moving around in AlphaSmart Manager
Send List
A send list is a collection spot for all the information you want to
transfer to AlphaSmart devices. Send lists appear on the fifth tab—
the Send List tab.
The Send List tab
Any task you do or any change you make in AlphaSmart Manager—in
file contents, settings, or SmartApplets—appears in the send list.
The changes are held there until you send them to AlphaSmart
devices.
If you find yourself performing the same activities over and over again
in AlphaSmart Manager, you can save these activities as a send list to
reuse later. (If you’ve used a previous version of AlphaSmart
Manager, you might know this as a “configuration file.”)
You can also use send lists on the fly, making changes and
sending them to AlphaSmart devices without saving the send list
information in a file.
Note:
For more information about send lists, see “Using send lists” on
page 42.
Basics
15
Checking connections
Checking connections
One of the main benefits of using AlphaSmart Manager is that, when
you use it with an AlphaHub, you can use a single computer to send
and retrieve information to and from a group of AlphaSmart devices.
AlphaSmart Manager gives you information about the connection
and system status of each connected device.
You can display or hide the connection status in AlphaSmart
Manager at any time.
To view connections:
In AlphaSmart Manager, click the plus sign (PC) or triangle
(Macintosh) at the bottom of the screen. You might need to wait a
few moments before the connection status light appears.
Connection status
hidden
Click to view
connection status
16
AlphaSmart Manager 2 User’s Guide
Checking connections
Connection status
displayed
Click to hide
connection status
You can set a preference so that AlphaSmart Manager always
opens with the connection status displayed. See page 65 for
more information.
Tip!
Basics
17
Checking connections
Connection status
The colors of the lights at the bottom of the connection status area
give you information about the connections.
Connection status for a group of AlphaSmart devices connected to an AlphaHub
Green light
Yellow light
Black light
Connection status for a single AlphaSmart device connected to a computer
Green light
18
Yellow light
Black light
•
Green light: an AlphaSmart device is properly connected
•
Yellow light: an AlphaSmart device is connected, but the system
files need to be updated (you’ll need to update these devices
before they can communicate with AlphaSmart Manager)
•
Black light: an AlphaSmart device isn’t present or is improperly
connected
AlphaSmart Manager 2 User’s Guide
Checking connections
System files
When you work with a group of AlphaSmart devices, it’s possible that
some devices may still use older system files. (A yellow connection
light indicates devices with older system files.) You can’t send
information to these devices without updating the system files,
which happens automatically when you send a send list. However, by
updating, you’ll erase all existing files and SmartApplets on these
devices. If there are files on these devices that you want to keep, send
them individually to your computer using the send key on the
AlphaSmart device before updating the system files.
To preserve existing data files before updating system files:
1. Disconnect from the AlphaHub the devices that need system
updates.
2. Exit AlphaSmart Manager.
3. On your computer, start the application to which you want to
send the text and place your cursor where you want the text to
begin.
4. Turn on the AlphaSmart device that contains the data you want to
preserve, and make sure you’re in the file you want to send.
5. Connect the device directly to your computer with a USB cable.
6. Press send on the device. The device displays a progress bar and
a percentage of how much text has transferred.
7. When the transfer is complete, send any remaining files, pressing
a-file # to switch between workspaces.
Basics
19
Checking connections
8. When you’re through sending files, unplug the AlphaSmart
device from your computer.
9. Repeat steps 2–7 for any other devices with older system files.
If you still have an earlier version of AlphaSmart Manager on
your computer, you could also retrieve data files using this earlier
version. Just be sure that you don’t try to run both versions of
AlphaSmart Manager at the same time.
Tip!
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AlphaSmart Manager 2 User’s Guide
Chapter 3
Working with AlphaSmart
Manager
This chapter describes how to accomplish the most common tasks in
AlphaSmart Manager. Specifically, it explains
•
The importance of send lists
•
Viewing, printing, and saving files from AlphaSmart devices
•
Creating text files in AlphaSmart Manager to send to AlphaWord
•
Installing and removing SmartApplets
•
Configuring settings globally for all connected devices
•
Creating send lists to use over and over again
This chapter assumes that you’ve properly connected your AlphaHub
or AlphaSmart device to your computer and are running AlphaSmart
Manager.
What’s a send list?
An important concept to learn is that any change you make in
AlphaSmart Manager appears in the send list, a place that collects the
changes you want to make—whether they’re to file contents, settings,
or SmartApplets—and holds the changes until you send them to an
Working with AlphaSmart Manager
21
Viewing, printing, and saving files
AlphaSmart device or a group of AlphaSmart devices connected to an
AlphaHub.
A sample send list
If you find yourself performing the same activities over and over
again in AlphaSmart Manager, you can save these activities as a send
list and reuse it later.
In previous versions of AlphaSmart Manager, send lists
were known as configuration files.
Note:
Viewing, printing, and saving files
Using AlphaSmart Manager, you can perform a variety of tasks with
existing AlphaWord files in workspaces on connected devices. With
AlphaSmart Manager, you can retrieve AlphaWord files to view them,
or you can print them or save them as text files, either selectively or
as a group.
AlphaSmart Manager retrieves files from workspaces only.
AlphaWord Plus can name and store files that don’t occupy a
workspace. Consequently, if you’re using AlphaSmart Manager with
devices running AlphaWord Plus, you need to make sure you swap
22
AlphaSmart Manager 2 User’s Guide
Viewing, printing, and saving files
the files you want to retrieve into the eight workspaces (which
correspond to the File 1–File 8 keys on devices).
When working with a group of AlphaSmart devices
connected to an AlphaHub, you could save or print as many as
240 different files (30 devices multiplied by 8 workspace files
each), which can take a considerable amount of time. You’ll
discover what’s normal for your system, but typically, allow at
least 10 minutes or as long as 45 minutes to save or print files
from 30 AlphaSmart devices.
Note:
Viewing files
You can view the workspace contents of an AlphaWord file from
within AlphaSmart Manager. However, you can view only one
AlphaWord file at a time.
To view an AlphaWord file:
1. In AlphaSmart Manager, click the Get/Print AlphaWord Files tab
and view the files in the File Contents list.
By default, when using an AlphaHub, AlphaSmart Manager sorts files by file
number; but you can also display files by device number
Click to retrieve a file
Working with AlphaSmart Manager
23
Viewing, printing, and saving files
2. Use the Sort By list to select the way that AlphaSmart Manager
sorts the files:
•
File number (the default) lists the files by number. To display
the connected devices that contain text in that file, click the
file’s triangle or plus sign.
Click triangle
or plus to
display the
connected
devices that
contain text
in that file
Files sorted by file number
•
AlphaSmart lists all the connected devices and displays the
file numbers beneath each device when you click the device’s
triangle or plus sign.
Click triangle
or plus to
display all
files on a
particular
device
Files sorted by device
24
AlphaSmart Manager 2 User’s Guide
Viewing, printing, and saving files
3. In the File Contents area, click the plus sign or triangle of the file
or device you want to retrieve and view. A message appears
briefly, saying that AlphaSmart Manager is retrieving the file(s).
4. Click the displayed text for a file you want to view.
Click to
select the file
you want to
view
5. Click View File. AlphaSmart Manager displays the file.
6. You can save the file from here, or click Close to close the dialog
box and return to AlphaSmart Manager.
Working with AlphaSmart Manager
25
Viewing, printing, and saving files
Printing files from AlphaSmart Manager
You can use AlphaSmart Manager to print workspace files that are on
AlphaSmart devices. Steps for printing vary slightly between PC and
Macintosh computers.
To print files from AlphaSmart Manager on a PC:
1. In AlphaSmart Manager, click the Get/Print AlphaWord Files tab.
If you know exactly which files you want to print, check those
files in the File Contents list.
Tip!
2. Click Print Files. The Print dialog box appears.
The files to
print
The devices
from which to
print
Print options
26
AlphaSmart Manager 2 User’s Guide
Viewing, printing, and saving files
3. Indicate the files you want to print and the devices you want to
print from.
•
All Files. Prints all files from the devices you select.
•
Checked Items. Prints only the files you checked.
•
File #. Prints only that numbered file.
•
From All AlphaSmarts (SmartOption version only). Prints
files from all connected devices.
•
From AlphaSmart # (SmartOption version only). Prints files
from a device you select.
•
From AlphaSmart USB. Prints files from a single device
connected to your computer.
4. Select the print options you want.
•
Print header information on first page. Prints header
information (the AlphaSmart device number and the file
number) on the first page only.
•
Print header information on all pages. Prints header
information (including page numbers) on all pages.
•
Do not print header information. Omits header information
from all pages.
•
Print empty files as blank page. As the option name
implies, prints empty files as blank pages.
5. Click Print.
Working with AlphaSmart Manager
27
Viewing, printing, and saving files
To print files from AlphaSmart Manager on a Macintosh:
1. In AlphaSmart Manager, click the Get/Print AlphaWord Files tab.
Tip! If you know exactly which files you want to print, check those
files in the File Contents list.
2. Click Print Files. The Print dialog box appears.
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AlphaSmart Manager 2 User’s Guide
Viewing, printing, and saving files
3. Click the Copies & Pages list and select AlphaSmart Manager. The
dialog box displays print options specifically for AlphaSmart
Manager.
Select AlphaSmart Manager from the list
to display appropriate print options
The files to print
Print options
The devices from which to print
4. Indicate the files you want to print and the devices you want to
print from.
•
All Files. Prints all files from the devices you select.
•
Checked Items. Prints only the files you checked.
•
File #. Prints only that numbered file.
•
From All AlphaSmarts (SmartOption version only). Prints
files from all connected devices.
•
From AlphaSmart # (SmartOption version only). Prints files
from a device you select.
•
From AlphaSmart USB. Prints files from a single device
connected to your computer.
Working with AlphaSmart Manager
29
Viewing, printing, and saving files
5. Select the print options you want.
•
Print header information on first page. Prints header
information (the AlphaSmart device number and the file
number) on the first page only.
•
Print header information on all pages. Prints header
information (including page numbers) on all pages.
•
Do not print header information. Omits header information
from all pages.
•
Print empty files as blank page. As the option name
implies, prints empty files as blank pages.
6. Click Print.
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AlphaSmart Manager 2 User’s Guide
Viewing, printing, and saving files
Saving files
You can use AlphaSmart Manager to save workspace files that are on
AlphaSmart devices. Files are saved in their own folders as text files.
Saved files on a PC
Saved files on a Macintosh
To save AlphaWord files:
1. In AlphaSmart Manager, click the Get/Print AlphaWord Files tab.
Tip! If you know exactly which files you want to save, check those
files in the File Contents list.
Working with AlphaSmart Manager
31
Viewing, printing, and saving files
2. Click Save Files. A Save Files dialog box appears.
The devices
from which to
save files
The files to save
3. Browse to the location where you want to save files, then select
save options:
•
All Files. Saves all files from the devices you select.
•
Checked Items. Saves only the files you checked.
•
File #. Saves only that numbered file.
•
From All AlphaSmarts (SmartOption version only). Saves
files from all connected devices.
•
From AlphaSmart # (SmartOption version only). Saves files
from a device you select.
•
From AlphaSmart USB. Saves files from a single device
connected to your computer.
4. Click Save. The files are saved as text files in the location you
specified.
When working in a group situation, consider numbering the
AlphaSmart devices 1–30 and assigning participants a particular
number to use throughout the session. When participants are
finished working with the devices, be sure to connect each
participant’s device to the appropriate number on the AlphaHub.
When you retrieve and save files, each participant’s work will be
saved in the appropriately numbered folder.
Tip!
32
AlphaSmart Manager 2 User’s Guide
Sending files to AlphaSmart devices
Sending files to AlphaSmart devices
AlphaSmart Manager can send files you’ve created on your computer
to AlphaSmart devices. You can compose text in another application
and paste or drag it into AlphaSmart Manager, or type text directly
into AlphaSmart Manager.
If your computer is connected to a group of AlphaSmart devices
through an AlphaHub, you can send the files to all connected
AlphaSmart devices or just particular devices you select.
To send a file to AlphaSmart devices:
1. In AlphaSmart Manager, click the AlphaWord Files to Send tab.
2. Check the number of the file to which you want to send text.
(Note that any existing text in the workspace on the device will be
overwritten.)
3. In the File # area, type the text you want to transfer, or paste or
drag the text from another application.
Working with AlphaSmart Manager
33
Sending files to AlphaSmart devices
4. Click the Send List tab and verify that the text you want to send
appears in the Send List Display.
5. To send the text to specific devices, click Select Devices, check
the devices to which you want to send the text, then click OK. (To
send to all connected devices, skip this step.)
6. Click Send.
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AlphaSmart Manager 2 User’s Guide
Installing SmartApplets
You can transfer multiple files simultaneously. To do so, repeat steps
2 and 3 until you’re ready to send, then review the Send List Display
to make sure all the files appear before clicking Send.
Installing SmartApplets
SmartApplets are software applications that extend the functionality
of AlphaSmart devices. Some SmartApplets are included with
devices; others you purchase and install on your computer, then send
to AlphaSmart devices with AlphaSmart Manager.
For more information about available SmartApplets, visit the
AlphaSmart web site.
To install a SmartApplet on AlphaSmart devices:
1. Install the SmartApplet on your computer, following the
directions in the SmartApplet package.
2. In AlphaSmart Manager, click the SmartApplets tab.
Working with AlphaSmart Manager
35
Installing SmartApplets
3. Click the SmartApplet you want to install in the SmartApplet List,
then click Add. You can Ctrl-click, a-click, or Shift-click to select
multiple SmartApplets.
Click to select
the SmartApplet
to add, then click
Add
To remove a SmartApplet from the Install List,
select it and click Remove
Tip!
You can also drag a SmartApplet between the lists.
4. Keep an eye on the Memory column to be sure the devices have
enough memory available to receive the SmartApplets you want.
The Memory column shows both the amount of memory in use
by SmartApplets on the connected devices as well as the amount
of memory needed for the SmartApplets you want to install.
Memory needed to install the
SmartApplets you selected
Memory already in use on the
connected devices
36
AlphaSmart Manager 2 User’s Guide
Installing SmartApplets
Tip! If you don’t have enough memory to install the
SmartApplets you want, consider deleting the existing
SmartApplets on the devices to free up memory. See “Deleting
SmartApplets” on page 37 for more information.
5. Click the Send List tab and verify that the SmartApplets you want
to install appear in the Send List Display.
6. To send the SmartApplets to specific devices, click Select
Devices, check the devices to which you want to send the
SmartApplets, then click OK. (To send SmartApplets to all
connected devices, skip this step.)
7. Click Send.
Deleting SmartApplets
You remove SmartApplets from AlphaSmart devices by using the
SmartApplets tab in AlphaSmart Manager. You might want to remove
SmartApplets to free up memory or because you’re beginning a new
session or activity and you want all AlphaSmart devices to begin with
the same set of SmartApplets and files.
When you remove SmartApplets, you’re actually having AlphaSmart
Manager install a consistent set of SmartApplets and delete any
extraneous SmartApplets that are on devices but not in your install
Working with AlphaSmart Manager
37
Installing SmartApplets
list. This method ensures that all the AlphaSmart devices are in sync
with each other.
If you remove extraneous SmartApplets, you also remove
any files associated with the SmartApplets you’re deleting. (For
example, if you remove AlphaWord, you also remove any AlphaWord
files.) For consistency, this can be useful in group situations; but if
there are files on the devices that you want to save, be sure you
retrieve them first.
Important:
If there’s a SmartApplet on AlphaSmart devices that you
don’t want your group to use, consider disabling it rather than
removing it. Disabling turns off the SmartApplet on the devices
until you enable it. This saves you from having to reinstall the
SmartApplet later. Some SmartApplets take a significant amount
of time to install, so disabling rather than deleting might be
useful if you plan to use the SmartApplet in the future but want
to prevent access for specific activities. See page 54 for more
information about disabling SmartApplets.
Tip!
To delete a SmartApplet from AlphaSmart devices:
1. In AlphaSmart Manager, click the SmartApplets tab.
2. In the SmartApplets List, click the SmartApplets you want to
keep on the devices, then click Add. You can Ctrl-click, a-click, or
Shift-click to select multiple SmartApplets. SmartApplets not in
the Install List will be deleted.
3. Check the option Delete SmartApplets that are not in the Install
List from AlphaSmart Devices.
4. Click the Send List tab and verify that only the SmartApplets you
want on the devices appear in the Send List Display.
38
AlphaSmart Manager 2 User’s Guide
Defining settings
5. Click Send.
“Hidden” SmartApplets
You might notice that some SmartApplets appear in the lists in an
italicized font. These aren’t standalone SmartApplets. This means
that they don’t appear in the SmartApplets menu on the devices
(thus, they are “hidden”), but they do appear in AlphaSmart Manager
and take up memory.
For example, Spell Check is not a standalone SmartApplet. You can’t
access it directly on an AlphaSmart device. But if Spell Check is
installed on a device, SmartApplets such as AlphaWord use it to
check spelling.
Defining settings
You can define system settings and settings for individual
SmartApplets through AlphaSmart Manager. For more detailed
information about the various settings themselves, see “System and
SmartApplet Settings” on page 47.
Defining system settings
System settings apply to all functions of the AlphaSmart device. For a
more detailed explanation, see “System settings explained” on
page 47.
Working with AlphaSmart Manager
39
Defining settings
To define system settings through AlphaSmart Manager:
1. In AlphaSmart Manager, click the Settings tab.
2. Select System in the Settings List.
The SmartApplets that appear in this list depend on
what you selected to install on the SmartApplets tab, in
addition to the SmartApplets that are already present
on all (not just some) connected devices.
3. In the System Settings area, check the settings you want to
change, specifying information as appropriate. (You might need
to scroll down to view all the settings.)
When you change settings, notice that AlphaSmart
Manager automatically checks the particular SmartApplet
checkbox on the left. If you uncheck this checkbox, changes you
make to settings won’t be sent to your AlphaSmart devices.
Note:
4. Click the Send List tab and verify that the settings you want to
transfer appear in the Send List Display.
5. Click Send.
40
AlphaSmart Manager 2 User’s Guide
Defining settings
Defining settings for SmartApplets
SmartApplets have settings specific to them, which you set in
AlphaSmart Manager. AlphaWord, for example, has several settings;
other SmartApplets have only one.
In order for you to select a setting associated with a SmartApplet, the
SmartApplet must appear in the Settings List. The SmartApplets that
appear in the list reflect what you selected to install on the
SmartApplets tab, plus the SmartApplets that are present on all (not
just some) connected devices.
If you want to select a setting for a SmartApplet, and that
SmartApplet doesn’t appear in the list, it means one of three things:
•
It hasn’t been installed on any of the connected devices yet.
•
It’s been installed on some connected devices, but not all of
them.
•
You haven’t selected it as a SmartApplet to add on the
SmartApplets tab.
To define SmartApplet settings through AlphaSmart Manager:
1. In AlphaSmart Manager, click the Settings tab.
2. Select the SmartApplet in the Settings List.
Working with AlphaSmart Manager
41
Using send lists
3. Check the settings you want to change in the Settings area on the
right, entering information as appropriate.
When you change settings, notice that AlphaSmart
Manager automatically checks the particular SmartApplet
checkbox on the left. If you uncheck this checkbox, changes you
make to settings won’t be sent to your AlphaSmart devices.
Note:
4. Click the Send List tab and verify that the settings you want to
transfer appear in the Send List Display.
5. Click Send.
Using send lists
A send list is what you use to transfer information over to
AlphaSmart devices. Changes you’ve made to AlphaWord files, to
settings, to SmartApplets, and so on, appear in a send list before you
actually transfer the changes to AlphaSmart devices.
You can make changes and send them over immediately, or you can
create and save a send list with changes you make regularly for
different activities. By default, changes are sent to all connected
devices, unless you specifically select particular devices.
42
AlphaSmart Manager 2 User’s Guide
Using send lists
To send changes without saving the send list:
1. In AlphaSmart Manager, make the changes you want to transfer
over to AlphaSmart devices.
2. Click the Send List tab and verify that the changes you want to
make appear in the Send List Display.
3. If you want to send changes to a few devices but not all, click
Select Devices, select the AlphaSmart devices to which you want
Working with AlphaSmart Manager
43
Using send lists
to send changes, then click OK. (If you want to send changes to
all connected devices, skip this step.)
Click Check
None to quickly
deselect all
devices, then
select only
those devices in
which you’re
interested
Click Check All
to quickly
reselect all
devices
4. Click Send.
To save changes in a send list:
1. In AlphaSmart Manager, make the changes you want to transfer
over to AlphaSmart devices.
2. Click the Send List tab and verify that the settings you want to
transfer appear in the Send List Display.
3. Choose File > Save Send List.
4. Browse to specify the folder where you want to save the send list
and type a name in the File Name field, then click Save.
5. Click Send to transfer the changes to AlphaSmart devices.
To open a saved send list:
1. In AlphaSmart Manager, choose File > Open Send List.
2. Browse to specify the folder that contains the saved send list.
44
AlphaSmart Manager 2 User’s Guide
Using send lists
3. Select the send list you want to open. (Send lists use an.acf file
extension.)
4. Click Open.
5. Click the Send List tab in AlphaSmart Manager to view the
opened send list.
Tips for working with send lists
You can define different groups of settings for different types of
activities. You define the settings you want, then save them as a send
list. When you want to switch between different activities, you open
the appropriate send list and send it to connected AlphaSmart
devices.
You might want to have different types of send lists—one that sends
SmartApplets (a setup list), which can take considerable time, and
one that sends just data files (a data files list). You might use the
setup list at the beginning of a session or activity, then use the data
files list more frequently to send examples and exercises.
Additionally, if you set up a send list that includes files to send, you
can enter all the text you want to use for every file, but then send
selected files separately. The saved send list retains all the text you
entered, but you can selectively send the individual files, which might
be helpful if you want to assign different activities on different days.
For example, you might have a group of writing activities with several
examples, which you enter in AlphaSmart Manager and save as a
send list. When you’re ready to work with your group, however, you
might want to send over one example at a time. If this is the case, you
open the send list, then check only the example (in the AlphaWord
Files to Send tab) you want to send at that time.
Working with AlphaSmart Manager
45
Using send lists
46
AlphaSmart Manager 2 User’s Guide
Chapter 4
System and SmartApplet
Settings
There are a variety of settings you can configure with AlphaSmart
Manager. This chapter explains
•
System settings
•
SmartApplets settings
•
Default settings
System settings explained
System settings are options that apply to all functions of the
AlphaSmart device. No matter which SmartApplet is being used,
these settings are in effect. You can create and save unique send lists
that contain configurations of system settings for different purposes.
In group use, your activities may cover a variety of subjects at various
comprehension levels, so you’ll probably want to set up your send
lists differently depending on each activity’s distinct requirements. By
saving a send list with the settings you want, you can customize the
AlphaSmart devices for each activity.
However, keep in mind that after you configure the AlphaSmart
devices, the individuals using them can change the settings on their
individual AlphaSmart devices (except those settings that are
protected with the master password).
System and SmartApplet Settings
47
System settings explained
The system settings you can configure in AlphaSmart Manager are
48
•
Startup SmartApplet. Lets you designate which SmartApplet
appears when you first turn on an AlphaSmart device.
•
Auto Repeat. Sets whether keys repeat when held down.
•
Sticky Keys. Sets whether you must hold keys down for keyboard
commands or whether you can press them sequentially.
•
Keyboard Layout. Sets alternate keyboard layouts.
•
Idle Time. Sets the time that an AlphaSmart device can be idle
before turning off (4–59 minutes).
•
Slow Keys and Slow Key Delay. Sets a time that a key must be
held down before the character appears onscreen.
•
Reset System Font to Default. Sets Neos to the four-line fixedwidth system font (Neo only).
•
Transfer Speed. Sets the rate of transfer when the device is
connected by USB cable to a computer.
•
IR Transfer Speed. Sets the rate of transfer when using infrared
(IR) beaming.
•
Master Password. Lets you specify your own personal master
password for the devices.
•
Printer Selection. Lets you select a printer (AlphaSmart 3000s
only).
•
Two-button On. Lets you specify that two keys must be pressed at
the same time—on/off and enter—to turn the device on.
AlphaSmart Manager 2 User’s Guide
System settings explained
Startup SmartApplet
If you designate a startup application, that SmartApplet, rather than
the last SmartApplet you used, appears first when you turn on an
AlphaSmart device. You can choose only one SmartApplet as the
startup application.
Auto Repeat
Auto Repeat lets you set whether keys repeat when held down.
Usually if you press and hold a character key for an extended period
of time, the letter continually repeats itself across the screen.
Bees go buzzzzzzzzzzzzzzzzzzzzz
You can change this behavior so that keys won’t repeat. This is
helpful for beginning typists or for users who have difficulty typing.
For example, if you’re administering an activity to a group of users
whose typing skills are at a beginning level, you can turn off Auto
Repeat so they aren’t penalized for holding down a key longer than
normal.
System and SmartApplet Settings
49
System settings explained
When Auto Repeat is on (the default setting), a character repeats
when a key is held down; when it’s off, only one character appears per
keystroke.
Bees go buzz
Sticky Keys
On AlphaSmart devices, you have to hold down and press several
keys simultaneously to activate some commands. The Sticky Keys
setting lets you turn this behavior off, which is useful for people just
learning to type or for users who have difficulty holding down several
keys at once.
For example, when you turn on Sticky Keys, you can type
combinations of keystrokes one at a time without holding each key
down, rather than simultaneously. So you could, for instance, press
ctrl, then a, then B individually to check battery status, rather than
pressing all three keys at the same time.
Sticky Keys affects these four keys: shift, option, a, and ctrl. When
Sticky Keys is on, pressing one of these keys effectively keeps that key
pressed down for the next normal key press.
Keyboard layouts
You have a choice of four different keyboard layouts to provide for
special needs:
50
•
QWERTY, the standard default layout of most keyboards and
typewriters
•
Dvorak, a scientifically-designed keyboard layout that requires
much less finger reaching and stretching for the most commonlyused keys, and results in faster and easier typing
AlphaSmart Manager 2 User’s Guide
System settings explained
•
Right hand only, a layout that lets people with special needs type
faster
•
Left hand only, an alternate layout that lets people with special
needs type faster
When you switch keyboard layouts, all dialog boxes and
keyboard commands conform to the new layout. The command
keys (ctrl, option, a, for example) remain in the same location,
but letter keys are derived from the new layout. For instance, to
access the Speed menu, you still press option-a-S, but the S key
is in a different location.
Note:
Idle Time
This setting lets you control the amount of time an AlphaSmart
device can be idle before it automatically turns off. The minimum idle
time is 4 minutes (default) and the maximum is 59 minutes. Lower
idle times help conserve battery life.
Keep in mind that all text is saved automatically when an AlphaSmart
device powers off.
Slow Keys and Slow Keys Delay
Slow Keys is a pair of settings that lets you set a delay time between
pressing a key and having that character appear onscreen. This
setting is useful for individuals with unsteady hands or for users who
have difficulty in targeting specific keys, as it helps prevent
inadvertent typing.
For example, if you turn Slow Keys on and set the Slow Keys Delay to
one second, an individual has to press and hold down a character key
for one entire second before that character would appear. One
second is probably too long a delay for many users, but some fraction
of a second might help alleviate inadvertent typing for certain users.
You can specify a setting as high as three seconds.
System and SmartApplet Settings
51
System settings explained
If the Slow Keys delay is greater than one second, the Auto Repeat
delay (normally about one second) increases to match it. For
example, if the Slow Keys delay is set to 1.5 seconds, the Auto
Repeat delay resets to 1.5 seconds as well. This means that after
pressing and holding a key down, 1.5 seconds pass before the
character appears, and after an additional 1.5 seconds, the character
begins to repeat.
Reset system font
In AlphaWord Plus on Neo devices, you can choose from six font
sizes so that the device displays text in a size most comfortable for
whatever environment you’re working in (or group you’re working
with). With AlphaSmart Manager, you can reset Neos so that they
default to the system font, which displays four lines of text onscreen
using a fixed-width font. For more information about font sizes in
AlphaWord Plus, see the Neo User’s Guide.
Transfer speed
An AlphaSmart device can send text faster than some older
computers can accept it. If you notice missing characters or jumbled
text on the computer, then you need to slow down the transfer speed.
Even on newer, faster computers, some applications are slow to
accept text, and you must slow down your AlphaSmart device to
transfer text into these applications.
These transfer speed settings apply to transfers that are performed
with a cable. The settings are
52
•
Very Slow (1). This is the slowest speed setting and is
compatible with all computers and applications. It’s
recommended especially for applications that use graphics
heavily.
•
Slow (2). This setting is compatible with all computers and most
applications.
AlphaSmart Manager 2 User’s Guide
System settings explained
•
Fast (3). This the default speed and usually works well with most
computers.
•
Fastest (4). This setting provides the quickest transfers. However,
some word processing programs may experience some data loss
when files are transferred using this mode, so you might want to
experiment to see which speed works best for you.
IR transfer speed
This setting has to do with how fast information is transferred by
infrared (IR) beaming. The settings are
•
Fastest speed (1). This setting provides the quickest IR transfers.
However, some applications may experience some data loss
when files are transferred using this mode, so you might want to
experiment to see which speed works best for you.
•
Compatibility speed (2). This setting is compatible with all
computers and most applications.
Master Password
You use a master password to access or override certain options on
AlphaSmart devices. A master password permits the ability to create
individual file passwords for AlphaWord files and controls access to
other settings such as disabling and enabling SmartApplets on
AlphaSmart devices. With AlphaSmart Manager, you can set your
own unique master password. It’s recommended you do so for
greater security. See “Master password” on page 69 for more
information.
Printer Selection
This setting lets you specify what printer to use when printing directly
from AlphaSmart 3000 devices, either by cable or by IR beaming (if
you have an IR-capable printer). There’s no need to select a printer
System and SmartApplet Settings
53
SmartApplet settings
when printing from Neo devices, which print to IR and USBcompatible printers.
If you use an Apple StyleWriter printer with
AlphaSmart 3000s, use the SmartApplets tab in AlphaSmart
Manager to install the StyleWriteFont support SmartApplet.
Tip!
Two-button On
This setting lets you specify that you must press two buttons (enter
and on/off) to turn the device on. When enabled, this setting helps
prevent accidentally turning the device on as you transport it in a
backpack or other carrying case.
SmartApplet settings
SmartApplets have settings specific to them, which you set in
AlphaSmart Manager.
The Disable This SmartApplet setting
Each SmartApplet has a Disable this SmartApplet setting that lets
you turn off that SmartApplet. If you disable a SmartApplet, it means
you can’t use it on AlphaSmart devices. For example, you might want
to disable Calculator if you want to prevent access to electronic
calculations. You can disable multiple SmartApplets.
You can use AlphaSmart Manager to enable a SmartApplet if it’s
been disabled. You can also enable a SmartApplet on an individual
54
AlphaSmart Manager 2 User’s Guide
SmartApplet settings
device by entering the master password when you try to start that
SmartApplet.
Tip! On devices, the Control Panel SmartApplet gives users
access to a variety of settings. Disabling Control Panel prevents
users from being able to change those settings, which might be
useful in group situations.
AlphaWord and AlphaWord Plus settings
AlphaWord and AlphaWord Plus have their own settings, which are
listed in the following table, that you can control through
AlphaSmart Manager.
This setting
Does this
Disable this SmartApplet
Prevents users from using AlphaWord.
Passwords Enabled
When turned on, users can set unique file
passwords for each AlphaWord file on an
AlphaSmart device. When turned off, unique file
passwords can’t be set.
See “File passwords” on page 69 for more
information.
File Passwords
Specifies a common password for all AlphaWord
files
See “File passwords” on page 69 for more
information.
Show Marks
Sets whether to display tabs and carriage returns as
spaces and arrows.
Maximum File Size
(in characters)
Lets you set a maximum file length for AlphaWord
Plus files. The default for this setting is 51,200
characters, which is about 25 pages. The maximum
allowed is 102,400 characters (about 50 pages).
AlphaWord Plus only
System and SmartApplet Settings
55
SmartApplet settings
This setting
Does this
Minimum File Size
(in characters)
Lets you set a minimum file length for AlphaWord
files. The lowest number you can set is 512
characters, which is the default setting. 512
characters is about a quarter of a page.
AlphaWord Plus only
Delete all files
AlphaWord Plus only
Deletes all AlphaWord Plus files on connected
devices
Show Marks
Show Marks is a setting that lets you view tabs as right arrows and
carriage returns as return arrows.
Carriage return
FUNDRAISING EFFORTS
as of April 15th
Jan
Feb
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42
Tab
When you have Show Marks turned off, tabs and carriage returns
appear as spaces onscreen. Regardless of the Show Marks setting,
both tabs and carriage returns transfer to your computer as tabs and
carriage returns.
File sizes
In AlphaWord Plus, you can set minimum and maximum file sizes. A
maximum file size lets you have more text in your files. A minimum
file size ensures that some amount of space is kept in reserve for
workspace files.
56
AlphaSmart Manager 2 User’s Guide
SmartApplet settings
You can change the file size to allow for longer file lengths, which is
helpful if your documents tend to run longer. Be aware, however, that
the total amount of space available on a device remains the same.
(Keep in mind too that additional SmartApplets and data files—such
as AlphaQuiz, quizzes, and student responses—also take up space on
a device and can affect the amount of space left for AlphaWord Plus
files.)
For example, if you change the maximum file size setting to 82,000
(roughly 40 pages), and the minimum file size to 2,000 (about a
page), you might have only a handful of files that can reach full
capacity. Other files are managed so that the minimum amount of
space is reserved.
The maximum file size that you can set is 102,400 characters
(50 pages or so); the minimum is 512 characters (about one quarter
of a page.) When working with large files, you might notice some
performance issues, depending on each device’s particular setup
(number of SmartApplets installed, size and number of data files, and
so on).
Tip! You can estimate page lengths by using a character count of
2,048. A page is approximately 2,048 characters. The number is
approximate because page length can be affected by printer and
application settings on your computer.
System and SmartApplet Settings
57
SmartApplet settings
Spell Check settings
Spell Check settings that you can control through AlphaSmart
Manager are listed in the following table.
This setting
Does this
Disable this SmartApplet
Prevents users from performing spell checks
Allow adding words to
dictionary
Allows or prevents users from adding words to the
user dictionary
Delete user dictionary
Deletes the user dictionary on all connected
devices
Other SmartApplets settings
If you purchased SmartApplets such as Beamer, AlphaQuiz, or others,
they may have settings specific to them. You can check these settings
the same way as for other SmartApplets. In AlphaSmart Manager,
click the Settings tab, then select the SmartApplet in the
SmartApplet List. The specific settings, if they exist, will appear
there.
You can also consult the documentation that came with the
SmartApplet for more information.
58
AlphaSmart Manager 2 User’s Guide
Default settings
Default settings
The following table lists the default settings for AlphaSmart Manager
and AlphaSmart devices.
Setting name
Default state
System settings:
Startup SmartApplet
AlphaWord
Auto Repeat
On
Sticky Keys
Off
Keyboard Layout
QWERTY
Idle Time
4 minutes
Slow Keys
Off
Slow Key Delay
0 seconds
Reset System Font to Default
Off
Transfer Speed
Fast
IR Transfer Speed
Fastest
Master Password
***** (Set your own)
Printer Selection
HP Printer
Two-button ON
Off
AlphaWord and AlphaWord Plus settings:
Disable this SmartApplet
No
Passwords enabled
Off
File passwords
write (can reset globally to a password you
choose)
Show Marks
Off
Maximum file size
(AlphaWord Plus only)
51,200 characters
Minimum file size
(AlphaWord Plus only)
512 characters
System and SmartApplet Settings
59
Default settings
Setting name
Default state
Delete all files
Off
(AlphaWord Plus only)
Calculator settings:
Disable this SmartApplet
No
Control Panel settings:
Disable this SmartApplet
No
Spell Check settings:
60
Disable this SmartApplet
No
Allow adding words to
dictionary
On
Delete user dictionary
Off
AlphaSmart Manager 2 User’s Guide
Chapter 5
Advanced Tasks
This chapter explains the more advanced tasks you can perform in
AlphaSmart Manager, which are
•
Sending a user dictionary list to devices (AlphaWord Plus only)
•
Adding a SmartApplet
•
Getting SmartApplet information
•
Setting preferences
•
Understanding passwords and how to use them
•
Restoring default settings
•
Resetting, reverting, and reformatting devices
Sending a user dictionary to devices
Using AlphaSmart Manager, you can create and send a custom
dictionary to devices that have AlphaWord Plus installed.
If you or your users regularly run into words that trip up spell checks
because they aren’t in the spell check dictionary, you might want to
create your own list of words—a custom user dictionary—to add to
the AlphaWord Plus dictionary.
You create a word list as a text file on your computer and send it to
your AlphaSmart devices using AlphaSmart Manager. The following
Advanced Tasks
61
Sending a user dictionary to devices
illustration shows a sample user dictionary. You can separate words
in a text file with spaces, commas, tabs, or carriage returns.
SpiffyPro
Oban
Turlock
Cumbria
Bena
Caden
Ipswitch
Cupertino
Islay
MegaSync
Aptos
Surrey
A custom word list for a user
dictionary; the words are
separated by carriage returns
in this example
There can be only one user (custom) dictionary on an AlphaSmart
device, in addition to the spell check dictionary. If you want to make
changes to the user dictionary—additions or deletions—you need to
make the change in the word list text file on your computer and
resend it to your AlphaSmart devices. Consequently, it’s a good idea
to keep the user dictionary on your computer so that you can make
changes to it as you need to. When you send a new list, it overwrites
the existing user dictionary on the device.
To send a user dictionary to connected devices:
1. Using a word-processing application on your computer, create a
list of words and save the file as a text file with a .txt file
extension in the name (for example, mywords.txt).
2. In AlphaSmart Manager, choose File > Send User Dictionary.
62
AlphaSmart Manager 2 User’s Guide
Adding a SmartApplet to the SmartApplet list
3. Browse to select the text file you created, then click Open.
4. Click the Send List tab and verify that your list of words appears
in the SpellCheck Files area of the send list.
5. Click Send.
You can also work with a user dictionary on an individual
device. Using Spell Check settings in Control Panel you can
delete a user dictionary or add one word at a time to it. You can
also add individual words during a spell check.
Note:
Adding a SmartApplet to the
SmartApplet list
If you’ve purchased additional SmartApplets and they don’t appear in
the list on the SmartApplets tab, you can add them manually.
To add a SmartApplet to the SmartApplet list:
1. In AlphaSmart Manager, choose File > Add to Applet List.
2. Browse to the location where you installed the SmartApplet.
(SmartApplets have the file extension .OS3KApp.)
3. Select the SmartApplet and click OK.
4. Click the SmartApplets tab and check to see whether the
SmartApplet appears in the list.
You can now install the SmartApplet on AlphaSmart devices (see
“Installing SmartApplets” on page 35).
Advanced Tasks
63
Getting SmartApplet information
Getting SmartApplet information
You can easily view information about the SmartApplets you
installed on your computer.
To view SmartApplet information:
1. In AlphaSmart Manager, click the SmartApplets tab.
2. Select the SmartApplet in which you’re interested, then choose
File > Get SmartApplet Info.
3. Click OK when you’re finished.
Preferences
You can set preferences for the following types of activities:
64
•
Printing
•
Setting a send list password (passwords are more fully described
on page 67)
•
Other preferences
AlphaSmart Manager 2 User’s Guide
Preferences
To set preferences:
1. Do one of the following:
•
Macintosh: Choose AlphaSmart Manager > Preferences.
•
PC: Choose Edit > Preferences.
2. Select the preferences you want to set (see the following
descriptions).
3. Click OK.
Printing preferences
You can specify default print options for printing AlphaWord files.
•
Print header information on first page. Prints header
information on the first page only.
•
Print header information on all pages. Prints header
information on all pages.
•
Do not print header information. Omits header information
from all pages.
•
Print empty files as blank page. Prints empty files as blank
pages.
Other preferences
There are some other preferences you can set as well.
•
8.3 file naming convention. Lets you specify that when you save
files, a DOS-style 8.3 file naming convention is used. This can be
useful if you run scripts that use the 8.3 naming convention.
•
Show connection status display. Selecting this option causes
AlphaSmart Manager to display the connection status area at
startup. For more information, see “Checking connections” on
page 16.
Advanced Tasks
65
Preferences
•
Replace SmartApplets on device with SmartApplets from
computer. Specifies that if a SmartApplet you want to install
already exists on a device, it should be overwritten with the
version of the SmartApplet on the computer.
For example, if you have some devices with AlphaWord and some
without, and you install AlphaWord with this preference checked,
AlphaSmart Manager will install AlphaWord on all connected
devices, even those on which it already exists. AlphaSmart
Manager overwrites the existing version on those devices.
The advantage of selecting this preference is that it ensures
consistency among a group of devices and lets you easily update
your SmartApplets with newer versions. The slight disadvantage
is that when checked, it can take longer to complete the
installation than if the preference is unchecked.
This preference is on by default. The preference doesn’t cause
AlphaSmart Manager to overwrite any data files associated with
the SmartApplet (such as AlphaWord files).
•
Select default system. This preference lets you step back to
previous “point” releases of the system files. (Point releases are
incremental developments of a system version.) That is, if your
devices are running system 3.x, you could step back to any prior
3.x version. Usually you would use this preference with
assistance from Technical Support.
The default for this preference is “latest system,” which
automatically upgrades devices to the latest system files on your
computer.
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AlphaSmart Manager 2 User’s Guide
Understanding passwords in AlphaSmart Manager
Understanding passwords in
AlphaSmart Manager
There are three types of password protection for AlphaSmart
Manager and AlphaSmart devices. AlphaSmart Manager lets you
control all three types of passwords from your computer.
•
Send list password: This password is specific to AlphaSmart
Manager. It lets you set a password so that no one can send
information—files, SmartApplets, settings—from AlphaSmart
Manager to any connected AlphaSmart device(s) without first
typing the send list password.
•
Master password: This password lets you authorize the ability to
create individual file passwords on devices. It controls access to
other settings as well, such as disabling and enabling
SmartApplets. You can specify your own personal master
password; in fact it’s recommended you do so.
•
File passwords: You can set individual passwords for AlphaWord
files on an AlphaSmart device. You can set a global password for
all the files, which individuals can change on their AlphaSmart
devices. Individual passwords are useful when multiple users
share one AlphaSmart device, or when the contents of an
individual’s files are confidential.
Passwords can be one to six alphanumeric characters; they can’t
contain spaces or special characters; they aren’t case sensitive.
The password system is meant to protect against accidental or
mischievous data loss, and to provide a minimum level of data
privacy. It can’t prevent concerted malicious efforts at data
destruction.
Advanced Tasks
67
Understanding passwords in AlphaSmart
Send list password
When you set a send list password, no one can send information
from AlphaSmart Manager to an AlphaSmart device without first
typing this password.
To set a send list password:
1. Do one of the following:
•
Macintosh: Choose AlphaSmart Manager > Preferences.
•
PC: Choose Edit > Preferences.
2. Click Set Send List Password.
3. Type the password in the New Password field, then retype it in
the Retype Password field.
4. Click OK, then click OK again.
A send list password can be set only in AlphaSmart
Manager. If you forget your send list password, contact Technical
Support.
Important:
If you no longer want to use a send list password, you can clear it, as
long as you know the current send list password.
To clear a send list password:
1. Do one of the following:
•
Macintosh: Choose AlphaSmart Manager > Preferences.
•
PC: Choose Edit > Preferences.
2. Click Set Send List Password.
3. Type the current password in the Old password field.
4. Leave the New password and Retype new password fields blank,
then click OK.
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AlphaSmart Manager 2 User’s Guide
Understanding passwords in AlphaSmart Manager
Master password
A master password controls access to various settings (such as
disabling and enabling SmartApplets on devices) and enables the
ability to create individual file passwords for AlphaWord files on
devices. With AlphaSmart Manager you can set your own unique
master password. In fact, you should do so for greater security.
To set a master password:
1. In AlphaSmart Manager, click the Settings tab.
2. Select System in the Settings List area.
3. Scroll down until you see the Master Password setting.
4. Enter the text you want to use as the password. (Master
passwords can be between one and six characters long.)
5. Click the Send List tab and verify that the setting appears in the
send list.
6. Click Send.
If you forget your master password, you can simply set a
new one in AlphaSmart Manager by following the steps explained
above.
Note:
File passwords
File passwords are useful for protecting the contents of AlphaWord
files. With AlphaSmart Manager, you can set a single password for all
files, which individuals can later change to unique file passwords on
AlphaSmart devices.
You cannot set individual file passwords without first enabling or
authorizing password protection.
To enable passwords and set a global file password:
1. In AlphaSmart Manager, click the Settings tab.
2. Select AlphaWord in the Settings List on the left.
Advanced Tasks
69
Understanding passwords in AlphaSmart
3. Select the Passwords Enabled checkbox, then select On directly
across from it.
4. Select the File Passwords checkbox, then type the global
password you want to use for AlphaWord files.
5. Click the Send List tab and verify that the setting appears in the
send list.
6. Click Send.
Creating individual file passwords
Once you’ve enabled passwords and set a global password for all
files, you might want to set unique file passwords on an AlphaSmart
device, or instruct your group of users to do so. Each AlphaWord file
can have a unique file password.
To change a file password on an AlphaSmart device:
1. Turn the AlphaSmart device on and make sure it’s not connected
to a computer.
2. Open the file for which you want to set a new file password and
type the current file password.
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AlphaSmart Manager 2 User’s Guide
Restoring defaults
3. Press option-a-P to show the Change Password screen.
Change password for File 4
Current password:
New password:
Confirm new password:
4. Type the current file password, your new password, and your new
password again to confirm it.
5. Press enter. You’ll see a message that the password has been
changed, then you’re returned to your file.
When password protection is enabled, anytime you switch between
files, you’re prompted for that file’s password before being allowed to
edit that file.
On an AlphaSmart device, individual file passwords can be
overridden by typing the master password.
Tip!
Restoring defaults
If you’ve made a lot of changes to SmartApplet settings, there might
be times when you want to return the settings to the factory defaults.
You can restore defaults for a single SmartApplet or for all installed
SmartApplets. (The factory default settings are listed on page 59.)
Restoring setting defaults doesn’t remove files or
SmartApplets from AlphaSmart devices. It only restores the
settings themselves.
Note:
To restore factory default settings:
1. Be sure your AlphaSmart device or AlphaHub and AlphaSmart
devices are connected to your computer.
2. In AlphaSmart Manager, click the Settings tab.
Advanced Tasks
71
Restoring defaults
3. Click Restore Defaults.
The Restore
Defaults button
4. Select whether to restore defaults for the selected SmartApplet
or all SmartApplets, then click OK.
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AlphaSmart Manager 2 User’s Guide
Resetting all devices
5. Click the Send List tab and verify that the settings appear in the
Send List Display.
6. Click Send.
Resetting all devices
You can reset AlphaSmart devices to the original configuration in
which you received them. Resetting devices removes files, restores
default settings, and removes any SmartApplets except the standard
ones:
•
AlphaWord (including Spell Check), Calculator, and Control Panel
for AlphaSmart 3000s
•
AlphaWord Plus (including Spell Check, Thesaurus, and font
sizes), Calculator, and Control Panel for Neos
Resetting all devices is particularly useful with a group of AlphaSmart
devices, when you’re at the end of a session or year of activities and
you want to begin again with a clean slate.
Advanced Tasks
73
Reverting a device
To reset all devices:
1. Make sure all the devices you want to reset are connected to an
AlphaHub and that the AlphaHub is connected to your computer.
2. In AlphaSmart Manager, choose Setup > Reset All AlphaSmart
Devices. A warning message about loss of data appears.
3. Click Yes (on a PC) or OK (on a Macintosh). AlphaSmart Manager
sends a new send list that contains factory default settings to
connected devices.
Reverting a device
For AlphaSmart 3000s, if you have an older SmartApplet that doesn’t
work with the system installed on the device, you can revert the
device to the previous system version and reinstall the SmartApplet
so that it does work.
Warning! Use this command with caution. You’ll lose any data and
SmartApplets you have on the AlphaSmart 3000, and you’ll need to
install the older SmartApplet in the manner in which you originally
installed it. You won’t be able to use AlphaSmart Manager 2 to
install it.
Contact Technical Support if you need help with this procedure.
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AlphaSmart Manager 2 User’s Guide
Reformatting a device
Reformatting a device
AlphaSmart 3000s can be reformatted, however, reformatting a device
is an extreme measure that should be used only if an
AlphaSmart 3000 is seriously malfunctioning. Reformatting removes
all data and SmartApplets.
Don’t ever use this command without contacting Technical
Support. The command exists in order to help Technical Support walk
you through the steps necessary to repair an AlphaSmart 3000.
Warning!
Advanced Tasks
75
Reformatting a device
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AlphaSmart Manager 2 User’s Guide
Chapter 6
Troubleshooting
This chapter describes some common difficulties and solutions with
AlphaSmart Manager. If you’re having a problem that you don’t see
described here, consult the AlphaSmart web site or contact Technical
Support.
When I click the plus sign (or triangle) to check connections,
AlphaSmart Manager doesn’t show that any AlphaSmart
devices are currently connected.
•
Make sure the power switch on the back or side of the AlphaHub
is turned on. A green light on the front of the AlphaHub indicates
that the power is on.
•
Make sure your computer is properly connected to the AlphaHub;
that is, the USB cable connecting the two is securely attached at
both ends.
•
Be patient. It can take up to thirty seconds for AlphaSmart
Manager to recognize devices connected to an AlphaHub and to
display them in the connection status area.
•
On a Macintosh, use the System Profiler to see if the computer is
communicating with the AlphaHub (Apple menu > About this
Mac > More Info). Depending on your operating system, the
AlphaHub will be listed under the Devices and Volumes tab or
under the USB Device Tree as a USB Communication device
named Alphacart. If you don’t see this item, make sure that the
files USBAlphaSmartDrv and USBAlphaSmartShim are in the
Extensions folder of the System folder that is in use.
Troubleshooting
77
•
On a PC, use the Device Manager to list hardware devices (Start
menu > Control Panel > System > Hardware tab > Device
Manager button for Windows 2000 or XP or Start menu > Control
Panel > System > Device Manager tab for Windows 98 or ME).
The AlphaHub will be in the Universal Serial Bus controllers
section.
I have an AlphaSmart device connected to a port on the
AlphaHub, but when I check the connections, the indicator is
black instead of green.
Try plugging that AlphaSmart device into the AlphaHub using a
different hub cable.
I have an older SmartApplet that doesn’t seem to be
compatible with AlphaSmart Manager 2. Should I update my
system files with AlphaSmart Manager 2?
This question applies to AlphaSmart 3000s only, and the answer
depends on how you use your device. If you use the older
SmartApplet as your primary tool, then you should perhaps wait to
update your system files until that SmartApplet has been revised to
support the latest system. You can continue to use AlphaSmart
Manager 1.0 or 1.1 to manage the device.
If you use other, compatible SmartApplets more often than the older
one, you might want to go ahead and update your system files so
that you can take advantage of new and expanded features.
To return to the older SmartApplet, use AlphaSmart Manager 2 to
revert the device to an earlier system, then reinstall the older
SmartApplet using the updater application that came on the
SmartApplet CD.
SmartApplets for which AlphaSmart Manager 2-compatible updates
may not be available right away include Co:Writer SmartApplet,
Writer Tools, and FormMate. Visit the AlphaSmart web site
78
AlphaSmart Manager 2 User’s Guide
periodically (go to the software products area) to see whether the
SmartApplet has been updated.
I can’t remember the password that I set, and now I can’t use
AlphaSmart Manager to configure my AlphaSmart devices.
If you’re referring to a master password or a global file password, you
can simply reset them in AlphaSmart Manager (see page 67 for
instructions).
If you set a send list password and can’t remember it, you’ll need
assistance from Technical Support.
I have a SmartApplet installed on my computer, but I can’t
install it on the devices.
An installed SmartApplet should appear in the SmartApplet list in
the SmartApplets tab. If it doesn’t, try the steps listed here:
1. Locate the SmartApplet on your computer and check the file
extension. SmartApplets that are compatible with AlphaSmart
Manager 2 have the extension .OSK3App.
2. If the SmartApplet has the appropriate extension, add the
SmartApplet using the instructions on page 63.
3. If the SmartApplet doesn’t have the appropriate extension, you
won’t be able to use it with AlphaSmart Manager 2. You will
probably need to return to earlier versions of AlphaSmart
Manager and the system files. Contact Technical Support for
assistance.
I’m managing a group of devices on an AlphaHub, and I want
to change a setting on one of the SmartApplets, but I don’t
see the SmartApplet in the settings list in AlphaSmart
Manager.
For a SmartApplet to appear in the Settings tab, it must either be
listed in the Install List on the SmartApplets tab, or it must be
present on every connected device. If the SmartApplet is present on
Troubleshooting
79
some devices, but not all, then you need to add it to the Install List
on the SmartApplets tab in AlphaSmart Manager. Once you do so,
you’ll be able to change the setting for the SmartApplet on the
Settings tab.
I can’t print with my Apple StyleWriter.
If you use an Apple StyleWriter printer, use the SmartApplets tab in
AlphaSmart Manager to install the StyleWriterFont support
SmartApplet.
When I try to drag and drop text from my PC, AlphaSmart
Manager doesn’t accept it.
Some Windows applications like Notepad don’t support drag and
drop, while others like WordPad and Word do. The application you’re
dragging from has to support drag and drop in order for AlphaSmart
Manager to receive it. If it doesn’t, you can always select and cut or
copy the text from your application, then paste it into AlphaSmart
Manager.
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AlphaSmart Manager 2 User’s Guide
Appendix A
Contact Information
The AlphaSmart web site is a good source of information about
products, sales, support, community forums, and latest news. Visit
the AlphaSmart web site at
www.alphasmart.com (United States)
www.alphasmart.co.uk (United Kingdom)
www.alphasmart.com/international (all other countries)
If you can’t find the information you’re looking for on the web site,
use the contact information listed in this appendix.
United States
Technical questions or
problems:
Phone: (530) 528-7200
Email: [email protected]
Web: www.alphasmart.com/supportinfo
Purchase AlphaSmart products:
Online store: www.alphasmart.com
Phone: (888) 274-0680
General information or sales
questions:
Contact Information
Phone: (888) 274-0680
Email: [email protected]
81
United Kingdom
Technical questions or
problems:
Phone: 0870 120 0718
Latest support information:
www.alphasmart.co.uk/support
Purchase AlphaSmart products:
www.alphasmart.co.uk/ordering
Email: [email protected]
(This URL also provides a list of resellers and
AlphaSmart contacts.)
Europe, Middle East, and Africa
Technical questions or
problems:
Phone: +44 870 120 0718
Latest support information:
www.alphasmart.com/supportinfo
Purchase AlphaSmart products:
www.alphasmart.com/international
Email: [email protected]
Select your country or region.
(This URL also provides a list of resellers and
AlphaSmart contacts.)
Asia/Pacific, Canada, Latin America
Technical questions or
problems:
Contact your local reseller. If you do not have a
local reseller, email Technical Support at
[email protected].
Latest support information:
www.alphasmart.com/supportinfo
Purchase AlphaSmart products:
www.alphasmart.com/international
Select your country or region.
(This URL also provides a list of resellers and
AlphaSmart contacts.)
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AlphaSmart Manager 2 User’s Guide
Index
Numerics
B
8.3 file naming convention
preference 65
black light 18
C
A
adding
SmartApplets 63
words to user dictionary 61
AlphaHub
connection 7
description 1
group situations 7
AlphaSmart Manager
explanation 1
installing 4
introduction to 1
moving around in 10
passwords 67
starting 9
version 1.0 or higher 3
AlphaWord
printing files 26
saving files 31
settings 55
viewing files 23
AlphaWord Files to Send tab 12
Apple StyleWriter 80
Applet list 63
Auto Repeat setting 49
Index
cable transfer speed 48
classroom situations, See group
situations
compatible SmartApplets 4
configuration files, see send lists
connection
AlphaHub 7
status 18
USB cable 9
connection status preferences 65
connections
checking 16
contact information 81
customer service 81
D
default settings 59
default system preference 66
deleting SmartApplets 37
devices
reformatting 75
reverting 74
dictionary, user 61
Disable this SmartApplet setting 54
Dvorak keyboard layout 50
83
E
L
enabling passwords 69
left hand keyboard layout 51
F
M
factory (default) settings 59
file naming (8.3 convention) 65
file passwords 67, 69
file size settings 56
files
printing 26
saving 31
sending to devices 33
viewing 23
Macintosh
compatibility 2
starting AlphaSmart Manager 10
master password 67, 69
Master Password setting 48, 53
moving around in
AlphaSmart Manager 10
G
Get/Print AlphaWord Files tab 11
green light 18
group situations 7, 79
I
Idle Time setting 48, 51
individual file passwords 70
information on SmartApplets 64
installing
AlphaSmart Manager 4
SmartApplets 79
introduction to
AlphaSmart Manager 1, 7
IR (infrared) Transfer
Speed setting 48, 53
P
passwords 79
explained 67
file 67, 69
master 67, 69
send list 67, 68
Passwords Enabled setting 55
PC
compatibility 2
starting AlphaSmart Manager 10
preferences 64
8.3 file naming 65
default system 66
other 65
printing 65
show connection status 65
Printer Selection setting 48, 53
printing files 26
printing preferences 65
K
Keyboard Layout setting 48, 50
keyboards
alternate layouts 50
84
Q
QWERTY keyboard layout 50
AlphaSmart Manager 2 User’s Guide
R
reformatting devices 75
removing SmartApplets 37
reverting devices 74
right hand keyboard layout 51
S
saving files 31
Send List tab 15
send lists 21
explanation 21
password 67, 68
sending
a user dictionary 61
files to devices 33
Set All Passwords settings 55
setting preferences 65
settings
AlphaWord 55
Auto Repeat 49
default 59
Disable this SmartApplet 54
file sizes 56
Idle Time 51
in group use 47
IR Transfer Speed 53
Keyboard Layout 50
Master Password 53
Passwords Enabled 55
Printer Selection 53
Set All Passwords 55
Show Marks 56
Slow Keys 51
SmartApplet 49, 54
Spell Check 58, 60
Sticky Keys 50
Index
system 47
Transfer Speed 52
Settings tab 13
Show Marks setting 56
Slow Keys setting 48, 51
SmartApplets
adding 63
compatible with
AlphaSmart Manager 4
deleting 37
getting information on 64
installing 79
settings 54
startup 49
tab 12
spell check
settings 58, 60
user dictionary 61
starting AlphaSmart Manager 9
Startup SmartApplet setting 48, 49
Sticky Keys setting 48, 50
support information 81
system files 19
system requirements 2
system settings
explanation 47
T
tabs
AlphaWord Files to Send 12
Get/Print AlphaWord Files 11
Send List 15
Settings 13
SmartApplets 12
85
technical support 81
Transfer Speed setting 48, 52
troubleshooting 77
U
uninstalling SmartApplets, See deleting
SmartApplets
upgrading from
AlphaSmart Manager 1.0 3
USB cable connection 9
user dictionary 61
using AlphaSmart Manager 61
V
viewing
connections 16
files 23
W
Windows
compatibility 2
starting AlphaSmart Manager 10
wireless transfer speed 48, 53
Y
yellow light 18
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AlphaSmart Manager 2 User’s Guide
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