User`s guide

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Screen 2. The first page of this customized database record includes
Mr . Smith's weekday address and telephone numbers.
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COI'II'I<>nt.s3 1 vacat.ions
Addr .. ss3 ' 23 . isbon ct.
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Screen 3. Page two of the same record contains the information
for
Smith's Connecticut and Colorado addresses.
(Fn)+(OownArrow). Add and edit fields
to suit your personal needs. Then exit
Database and load the
PHONE2.POB
file into PhoneBook. After opening a
record
in the new PhoneBook file, you
can move from one page to the next by
pressing (Fn)+(OownArrow).
There
is, however, a disadvantage
in using a PhoneBook with a structure
such as this: the connectivity pack soft-
ware assumes that your palmtop record
structure
is the standard, default one. If
you alter the record structure, the back-
up process can't work.
The second method of dealing with
a
person with multiple addresses
involves continuing to use the default
PhoneBook's standard, one-page struc-
ture, but spreading a person's address-
es
over more than one record. For
example, after adding Mr. Smith's
Manhattan address into a record, you
Phone:TEST2B
AI:
Na1'le
~S1'Ii~h, John - Denver
~S1'Ii~h, John - Manha~~a
~S1'Iit.h, John - New Have
S01'lebody Cares - Mar~y
Source
_ . -
Screen 4. Spreading a person's addresses
over more than one record.
would press (F2) (Add). When the sec-
ond, blank record appears, you would
type in his Connecticut address. His
Colorado address would
go into a third
record.
(See Screen 4.)
(There's an alternative, possibly
easier, method: after creating Mr.
Smith's first (Manhattan) record, you
could press (Fn)+(COPY), then press
(Fn)+(PASTE) twice. This will create
three identical
"Mr. Smith-Manhattan"
records,
and you can now go into two of
them and alter them with the
Connecticut and Colorado information.)
The "multiple-record method"
allows "one-key" viewing of a person's
different addresses: pressing
(F7) goes
to the next address, whereas pressing
(F6) goes to the previous address.
Topical or A·Z Filing
When organizing paper at home or
work, filing by category often makes the
most sense. You may keep a financial
file box separate from your travel litera-
ture files, for example.
However, there are advantages to
storing almost everything in an
A-Z
sequence. You don't have to check in
multiple file drawers when seeking that
32 THE HP PALMTOP PAPER SEPTEMBER/OCTOBER 1997
one little piece of paper you filed some-
where or other.
ON THE PALMTOP
Many users new to the palmtop follow
the strategy of keeping several separate
NoteTaker files,
such as "WORK.NOB,"
"HOME. NOB," "FUN. NOB," etc. This
makes retrieval more time consuming
than may
be necessary, because when-
ever
you need a different file, you must
follow these steps: (Menu),
File, Open,
and then find the file. On the other
hand, if all information is
in one A-Z
sequence, it can be retrieved simply by
opening NoteTaker.
Electronic filing has an advantage
over paper
storage-retrieval options
are multiplied.
By adding words such as
"work" or "home" or "fun" to the category
field in a NoteTaker record, you can
retrieve records
by these distinct labels.
You can also use (F4) (Find) to locate
what
you need.
While paper files can
be fat and
crowd
each other out, electronic records
fit next to each other without fuss.
So
it's O. k. to have your "tires" record (tire
sizes and ages for your car or kids'
bicycles) next to
"time management"
notes
from a seminar. Your "movies to
watch" can be adjacent to your record
listing "motivational ideas" from compa-
ny sales meetings.
For fastest retrieval of categories,
press the (F6) (Subset) key. Define a
new subset by tabbing to the category
field and selecting a Category, then
save the new subset with the same
name
as the category. Do this for each
category
you use . Then every time you
want to see only your "business" or only
your
"personal" notes, you simply press
(F6) (Subset), select the appropriate
subset, press (F10) (OK), and
NoteTaker displays the relevant records
automatically.
If you have already created sepa-
rate NoteTaker files, there
is a simple
method for merging them, one at a time,
into one main, alphabetically-arranged
file. Press (Menu), Eile, Merge, and
then
select the name of another
NoteTaker file. By pressing (ENTER)
(OK), the palmtop will merge the files.
NoteTaker can be accessed at any
time
by pressing the (Ctrl)+(Memo) key-
combination. Stored information has
never
been easier to reach.
Carol de Giere
Associate Editor, The HP Palmtop Paper
caroL [e-mail]