scheduling an event
a record in date book is called an "event." an event can be any kind of activity that you associate with a day. you can enter a new event on any of the available time lines.
when you schedule an event, its description appears on the time line, and its duration is automatically set to one hour. you can easily change the start time and duration for any event.
it's possible to schedule events that overlap, but date book makes it easy to find such conflicts. see "spotting event conflicts" later in this chapter.
you can also schedule events in your date book that occur on a particular date but have no specific start or end times, such as birthdays, holidays, and anniversaries. these are referred to as "untimed events." untimed events appear at the top of the list of times, marked with a diamond. you can have more than one untimed event on a particular date.
you can also schedule a repeating event, such as a weekly meeting, and continuous events, such as a three-day conference or a vacation.
to schedule an event for the current day:
1. tap the time line that corresponds to the beginning of the event.
2. enter a description of the event. you can enter up to 255 characters.
3. if the event is one hour long, skip to step 5. if the event is longer or shorter than an hour, tap the time of the event to open the set time dialog box.
you can also open the set time dialog (to select a start time) by making sure no event is selected, and then writing a number on the number side of the graffiti writing area.
4. do one of the following:
tap the time columns on the right side of the set time dialog to set the start time, then tap the end time box and tap the time columns to set the end time.
tap all day to automatically insert the start and end time of the event as defined in your date book preferences.
5. tap ok.
6. tap a blank area of the screen to deselect the event. a vertical line appears next to the time, indicating the duration of the event.
to schedule an event for another day:
1. select the date you want for the event by doing one of the following:
■ tap the day of the week that you want in the date bar at the top of the screen. if necessary, tap the previous week or next week scroll arrows to move to another week.
you can also use the scroll buttons on the front panel of your handheld to move forward or backward one day at a time.
■ tap go to at the bottom of the screen to open the go to date dialog box. select a date by tapping a year, month, and day in the calendar.
in the go to date dialog box, you can also use the scroll buttons on the front panel of your handheld to move forward or backward one month at a time.
2. after you locate the date, follow the steps for scheduling an event for the current day.
to schedule an untimed event:
1. select the date that you want for the event as described in "to schedule an event for another day."
2. tap new.
3. tap no time, so that no start or end times are defined for the new event.
you can also create a new untimed event by making sure no event is selected and then writing letters in the graffiti writing area.
4. enter a description of the event.
5. tap a blank area on the screen to deselect the untimed event.
if you create an event and decide later that there is no particular start or end time, you can easily change it to an untimed event. tap the time of the event in the date book screen, tap no time, and then tap ok.
rescheduling an event
you can easily make changes to your schedule with your handheld.
to reschedule an event:
1. tap the event you want to reschedule.
2. tap details.
3. to change the time, tap the time box and select a new time.
4. to change the date, tap the date box and select a new date.
5. tap ok.
setting an alarm for an event
the alarm setting enables you to set an audible alarm for events in your date book. you can set an alarm to sound minutes, hours, or days before an event. the default alarm setting is 5 minutes before the time of the event, but you can change this to any number of minutes, hours, or days.
when you set an alarm, this icon
appears to the far right of the event with the alarm. when the alarm tone sounds, a reminder message also appears onscreen.to set an alarm for an event:
1. tap the event to which you want to assign an alarm.
2. tap details.
3. tap the alarm check box to select it.
the default setting, 5 minutes, appears.
4. tap the pick list to select minutes, hours, or days.
5. select the 5 and enter any number from 0 to 99 (inclusive) as the number of time units.
6. tap ok.
7. when the reminder message appears on screen, do one of the following:
tap ok to permanently dismiss the reminder and return to the current screen.
tap snooze to dismiss the reminder and return to the current screen. the reminder message appears again five minutes after you tap snooze.
alarm for untimed events: you can set a silent alarm for an untimed event. in this case, the alarm triggers at the specified period of minutes, hours, or days before midnight (beginning) of the day of the untimed event. no audible alarm sounds for an untimed event; instead, the reminder message appears onscreen.
for example, you set an alarm for an untimed event that occurs on february 4th. if the alarm is set for 5 minutes, the reminder message appears at 11:55 pm on the night of february 3rd. the reminder remains onscreen until you turn on your handheld and tap ok to dismiss it.
scheduling repeating or continuous events
the repeat function lets you schedule events that recur at regular intervals or extend over a period of consecutive days.
a birthday is a good example of an event that repeats annually.
another example is a weekly guitar lesson that falls on the same day of the week and the same time of day.
a business trip or a vacation is an example of a continuous event.
to schedule a repeating or continuous event:
1. tap the event.
typically, a continuous event is an untimed event.
2. tap details.
3. tap the repeat box to open the change repeat dialog box.
4. tap day, week, month, or year to set how often event repeats.
for a continuous event, tap day.
5. enter a number that corresponds to how often you want the event to repeat on the every line.
for example, if you select month and enter the number 2, the event repeats every other month.
6. to specify an end date for the repeating or continuous event, tap the end on pick list and tap choose date. use the date picker to select an end date.
7. tap ok.
after you schedule a repeating or continuous event, this icon
appears to the far right of the event.changing repeating or continuous events
when you make changes to a repeating or continuous event, such as deleting or adding notes, or changing the time of an event, you can decide which of the events you want to change; all events in the series, just the current event, or the current and future events.
to delete repeating events:
1. select the record you want to delete.
2. tap the menu icon
.3. tap record, and then tap delete event.
4. do one of the following:
tap current to delete only the current event item.
tap future to delete the current and all future event items and reset the end date of the repeating event to the last shown date.
tap all to delete all occurrences of the repeating event.
5. tap ok.
considerations for repeating or continuous events: keep the following points in mind.
■ if you change the start date of a repeating event, your handheld calculates the number of days you moved the event. your handheld then automatically changes the end date to maintain the duration of the repeating event.
■ if you change the repeat interval (e.g., daily to weekly) of a repeating event, past occurrences (prior to the day on which you change the setting) are not changed, and your handheld creates a new repeating event.
■ if you change the date of an occurrence of a repeating event (e.g., from january 14th to january 15th) and apply the change to all occurrences, the new date becomes the start date of the repeating event. your handheld adjusts the end date to maintain the duration of the event. if you apply the change to current and future occurrences, past occurrences are not changed.
■ if you change other repeat settings (e.g., time, alarm, private) of a repeating event and apply the change to future occurrences, your handheld creates a new event. the start date of this new event is the day on which the setting is changed. past occurrences (prior to the day of the change) are not changed.
■ if you apply a change to a single occurrence of a repeating event (e.g., time), that occurrence no longer shows the repeat icon
.changing the date book view
in addition to displaying the time list for a specific day, you can also display a whole week, a month, or an agenda. you can also display the current time.
to cycle through day, week, month, and agenda views:
■ press the date book application button repeatedly to display the next view.
■ tap on the appropriate view icon in the lower-left corner of date book.
to display the current time:
1. tap and hold the stylus on the date bar to display the current time.
2. drag the stylus below the title area and then lift it to redisplay the date.
you can also tap the clock icon
in the upper left corner of the graffiti writing area to display the time for a few seconds.working in week view
week view shows the calendar of your events for an entire week. this view lets you quickly review your appointments and available time slots. in addition, the graphical display helps you spot overlaps and conflicts in your schedule.
to display the week view:
1. tap the week view button.
2. tap the navigation controls to move forward or backward a week at a time, or tap on a column to display details of an event.
the week view also shows untimed events and events that are before and after the range of times shown.
3. tap an event to show a description of the event.
tips for using week view: keep the following points in mind.
■ to reschedule an event, tap and drag the event to a different time or day.
■ tap a blank time on any day to move to that day and have the time selected for a new event.
■ tap any day or date that appears at the top of the week view to move directly to that day without selecting an event.
■ the week view shows the time span defined by the start time and end time in the date book preferences settings. if you have an event before or after this time span, a bar appears at the top or bottom of that day's column. use the onscreen scroll arrows
to scroll to the event.spotting event conflicts
with the ability to define specific start and end times for any event, it's possible to schedule events that overlap (an event that starts before a previous event finishes).
an event conflict (time overlap) appears in the week view as overlapping bars. the day view displays overlapping brackets to the left of the conflicting times.
working in month view
the month view screen shows which days have events scheduled.
dots and lines in the month view indicate events, repeating events, and untimed events.
you can control the dots and lines that appear in the month view.
see "options menu" later in this chapter.
tips for using month view: keep the following points in mind.
■ tap a day in the month view to display that day in the day view.
■ tap the scroll arrows in the upper-right corner to move forward or backward a month.
■ tap go to to open the date selector and select a different month.
■ use the scroll buttons on the front panel of your handheld to move between months. press the upper button to display the previous month and the lower button to display the next month.
working in agenda view
the agenda view shows you your untimed events, appointments, and to do items in one screen. when you tap on an untimed event or appointment in the agenda view, the day view appears so you can see more detailed information about the event. you can tap the check box next to a to do item to mark it as completed. when you tap on a to do item, your to do list appears.
the to do items that appear and how you can change them depends on the settings in your to do preferences. see "to do show options" later in this chapter for more information.
to display the agenda view:
1. tap the agenda view button.
2. tap the navigation controls to move forward or backward a day at a time, or to display more events and to do items.
you can also change the category of to do items shown. tap the pick list to choose another category. see "to do list" for more information on working with to do items.
date book menus, preferences, and display options
date book menus are shown here for your reference, and date book features that are not explained elsewhere in this book are described here.
see "using menus" in chapter 1 for information about choosing menu commands.
record menu
options menu
display options allows you to change date book's appearance and which events display.
■ show time bars. activates the time bars that appear in the day view. the time bars show the duration of an event and illustrate event conflicts.
■ compress day view. controls how times appear in the day view. when compress day view is off, all time slots display. when it is on, start and end times display for each event, but blank time slots toward the bottom of the screen disappear to minimize scrolling.
■ month view settings. these check boxes apply to the month view of the date book. you can activate any or all of these settings to show that you have timed, untimed, or daily repeating events in the month view only.
preferences
■ start/end time. defines the start and end times for date book screens. if the time slots you select do not fit on one screen, you can tap the scroll arrows
to scroll up and down.■ alarm preset. automatically sets an alarm for each new event. the silent alarm for untimed events is defined by minutes, days, or hours before midnight of the date of the event.
■ alarm sound. sets the tone of the alarm.
about date book shows version information for date book.