SmartOffice Mobile for Pocket PC manual

Sma r t Of f ice M obile fo r P o c k e t PC User G ui d e SmartOffice® – SmartOffice Mo bile Pocket PC User Guide Revised: 8/26/2005[...]

Copyright 1998-2004, E-Z Data, Inc. All Rights Reserved. No part of this documentation may be copi ed, reproduced, or translated in any form without the prior written c onsent of E-Z Data, Inc. All product names are trademar ks of their respective m anuf acturers or organizations. 918 E. Green Street Pasadena, CA 91106 Web: http://www.ez-data.com T[...]

Table of Contents Introduction ..................................................................................................................................... 1 Installing SmartOffice Mobile for Pocket PC® .............................................................................. 1 Accessing SmartOffice Mobile on the Pocket PC® Device .[...]

SmartOffice® – SmartOffice Mo bile Pocket PC User Guide Revised: 8/26/2005[...]

SmartOffice® – SmartOffice Mo bile Pocket PC User Guide Introduction E-Z Data Inc.’s SmartOffice Mobile for Pocket PC® is a robust application developed for devices running Microsoft’s Pocket PC® operating sy stem. Using iAnywhere Solutions’ Ultralite database with MobiLink Server, SmartOffice M obile for Pocket PC® is used to seamlessl[...]

4. Click the Yes button to install the SmartOffice applicati on using the default application install directory. The progress bar shows the application being installed. 5. Once the progress bar is complete, click the OK button from the Application Downloading Complete dialog box. SmartOffice® – SmartOffice Mo bile Pocket PC User Guide Page: 2[...]

Accessing SmartOffice Mobile on the Pocket PC® Device Tap the Start menu to display the program list and then tap SmartOffice to open the pro gram . Running SmartOffice Mobile for the First T ime When launching SmartOffice for the first time, the Security Information screen is displayed. Security can be either enabled or disabled for th e device. [...]

Click the Yes button to enable security and display the Application Password screen. The password is required each time SmartOffice Mobile is launched. The password must be at least 6 characters with at least one alpha and one numeric character. The password can be changed at any time by selecting the Security Password option from the main SmartOff[...]

Synchronization Options To open the Synchronization Options screen, continue as follows: 1. From the SmartOffice Mobile Main screen, tap Tools to list the following options: Synchronize Sync Configuration and About SmartOffice Mobile . 2. Select Sync Configuration to open the Synchronization Options screen. From the Synchronization Options screen, [...]

Protocol: Select the communication protocol used to communicate with the MobiLink Server. The options are TCP/IP, HTTP, or HTTP using a web server. An additional checkbox is displayed when HTTP is selected. This information will be provided by E-Z Data for SmartOffice Online users and by the IT department of corporate users. SmartOffice Login Infor[...]

4. Select a date range of future and past activities for synchronization. Click the OK button to continue. There are two different ways to download the activities. Select the All option to download all types of activities or select the Timed option to download only the t imed activities and click the Next button. 5. From the SmartPad Selection scre[...]

6. The final Synchronization Setup Wizard screen is a review of the information selected for synchronization. If all of the information is correct, click the Finish button. 7. After the initial setup is complete, perform an ActiveSync® operation to Synchronize the data with the SmartOffice Mobile database on the Pocket PC® device. SmartOffice® ?[...]

Preparing Data for Synchronization After the synchronization criteria have been selected, perform an initial synchronization. 1. From the side menu, click Synchronization and select Update Mobile Device to open t he Update Mobile Device with Changes dialog box. 2. Select the Perform a full refresh of the data from SmartOffice radio button to transf[...]

SmartOffice Mobile Main Screen When the SmartOffice Mobile application is la unched, after the initial setup and synchronization is complete, the application opens to the Smar tOffice Mobile Main screen. SmartOffice Mobile is a menu driven application and the menu is accessible from the Main tab. In the SmartOffice Mobile Main screen, there are fou[...]

There are four different list screens to display the records: • Recent : Only the recently added or changed r ecords (Individual Contacts and Business Contacts) are displayed on this list. • Personal : Individual Contact records are listed here. • Business : Business Contact records are listed here. • All Contacts : Individual Contacts and [...]

• Enter a portion of the business name or individual contact’s last name in the search field provided on the top right hand corner to display the matching Contact record. • Tap the alphabet tab to find a Contact record. Tapping “ab” highligh ts the first Contact whose last name begins with ‘A’. Tap “ab” again and it highlights the[...]

Creating an Individual Contact Record There are two ways to create a new Contact Record: From the Contact Summary tab 1. From the SmartOffice Mobile Main tab, select Contacts . By default, the Personal (Individual) Contact Summary tab is displayed. 2. Tap New to open the Record Type dialog box. 3. Select the Individual option and then ta p OK to di[...]

From the New menu in the SmartOffice Mobile Ma in screen 1. From the New m enu, select Contact . 2. Tap New to open the Record Type dialog box. 3. Select the Individual option and then ta p OK to display the Details tab. Contact Phone Number 1. From the Contact Details tab, tap the Phone tab to open the Phone Summary . 2. Tap New to open the Phone [...]

Contact Address 1. From the Contact Details tab, tap the Address tab to open the Address Summary . 2. Tap New to open the Address Detail dialog box. 3. Tap the Type drop-down arrow to specify the address type. 4. Enter the remaining address information and then tap OK to save the additions. Note: The preferred Phone Number and Address are displayed[...]

3. Tap the Type drop-down arrow to select either the E-mail or Web Site option. 4. Enter the remaining address information in the Address field. Note: The preferred E-mail/Web Site is displayed on the Contact Details tab. Modifying a Contact Rec ord 1. From the Contact Details tab, tap Edit . 2. Modify the contact’s information and tap OK to save[...]

3. Modify the information as necessary and then tap OK to save the changes. Modifying Contact Address 1. From the Contact Details tab, tap the Address tab to open the Address Summary . 2. Tap the address for modification to open the Address Detail dialog box. 3. Modify the information as necessary and then tap OK to save the changes. Modifying E-ma[...]

Deleting a Contact’s Address 1. From the Contact Details tab, tap the Address tab to open the Address Summary . 2. Tap the address to be deleted to open the Address Detail tab. 3. Tap Tools and select Delete to open the Record Deleting Confirmation dialog box. 4. Tap Yes to delete the selected address. Deleting a Contact’s E-mail/Web Address 1.[...]

4. Tap Yes to delete the selected address. Creating a Business Contact Record There are two ways to create a new Business Contact record: From the Contact Summary screen 1. From the SmartOffice Mobile Main screen, select Contacts. By default, the Personal (Individual) Contact Summary tab should be displayed. 2. Tap New to open the Record Type dialo[...]

From the New menu in SmartOffice Mobile Main screen 1. From the New m enu, select Contact . 2. Tap New to open the Record Type dialog box. 3. Select the Business option and then tap OK to display the Details tab. 4. Enter the business information and then tap the Phone and Address tabs to enter the corresponding information. 5. Tap OK to save the i[...]

Business Phone Number 1. From the Contact Details tab, tap the Phone tab to dis play the Phone Summary . 2. Tap New to open the Phone Details dialog box. 3. Tap the Type drop-down arrow to specify the phone type. 4. Enter the remaining phone information and then tap OK to save the additions. Business Address 1. From the Contact Details tab, tap the[...]

4. Enter the remaining address information and then tap OK to save the additions. Note: Both the preferred Phone Number and pref erred Address are displayed on the Contact Details tab of the Contact record. Business E-mail/Web Address Adding an e-mail/web address for a Business record is identical to the steps required in adding an Individual Conta[...]

Calendar The Calendar views are: AgendaView, DayView, WeekView and MonthView . AgendaView The AgendaView is used to display a combination of timed and non-timed activities for a specific day. The AgendaView for a previous or future day is displayed by tapping the left or right arrows. DayView Select Calendar from the SmartOffice Mobile Main screen [...]

WeekView The WeekView is used to view activities for a specific week. Previous or future weeks’ activities can be displayed by tapping the left or right arrows. MonthView The MonthView is used to display activities for a spec ific month. The MonthView for previous or future months’ activities can be displaye d by tapping the left or ri ght arro[...]

Adding an Activity from the Calendar 1. From the DayView calendar, tap New to open the Activity Details tab. 2. Enter the activity information and then tap OK to save the activity. Modifying an Activity from the Calendar There are two ways to modify an activity: From the AgendaView 1. From the SmartOffice Mobile Main screen, select Calendar to open[...]

From the Activity Details tab 1. From the SmartOffice Mobile Main screen, select Calendar to open the AgendaView calendar, listing all the activities scheduled for the current date displayed. 2. Tap the Activity to be modified to display the Activity Detail tab in read-onl y mode. 3. Tap Edit to switch the Activity Details tab to Edit mode. 4. Modi[...]

Deleting an Activity from the Calendar There are three ways to delete an activity: From the AgendaView 1. From the SmartOffice Mobile Main screen, select Calendar to open the AgendaView calendar, listing all the activities scheduled for the current date displayed. 2. Hold the stylus on an Activity to open a menu with the options: Edit, Delete and C[...]

From the Activity Edit tab (edit mode) 1. From the SmartOffice Mobile Main screen, select Calendar to open the AgendaView calendar, which lists all the schedul ed activities for the current date. 2. Tap an activity to be deleted to display the Activity Detail tab in read-onl y mode. 3. Tap Edit to switch Activity Details tab to edit mode. 4. Tap To[...]

To D o From the SmartOffice Mobile Main screen, select ToDo’s to open the non-timed activities list. Adding a ToDo Item 1. From the SmartOffice Mobile Main screen, select ToDo’s to open the non-timed activities list. 2. Tap New to open the Activity Details tab. 3. Enter the non-timed activity information and then tap OK to save the activity. Sm[...]

Modifying a ToDo Item There are two ways to modify a ToDo : From the ToDo List 1. From the SmartOffice Mobile Main screen, select ToDo’s to open the ToDo List, which shows all the ToDo’s scheduled for the current date shown. 2. Hold the stylus down on a ToDo to open a menu with Edit, Delete, and Cancel options. 3. Tap Edit to open the Activity [...]

From the Activity Edit tab 1. From the SmartOffice Mobile Main screen, select ToDo’s to open the ToDo List, which shows all the ToDo’s scheduled for the current date shown. 2. Tap the ToDo to be modified to display the Activity Details tab in read-onl y mode. 3. Tap Edit to switch the Activity Details tab to edit mode. 4. Make the necessary mod[...]

From the Activity Details tab 1. From the SmartOffice Mobile Main screen, select ToDo’s to open the ToDo List, which shows all the ToDo’s scheduled for the current date. 2. Tap a ToDo to be deleted, which displays the Activity Details tab in read-only mode. 3. Tap Tools and then select Delete Activity to open a Delete Record confirmation messag[...]

Activity Log The Activity Log is a list of the activities linked to a particular contact that is used to display, add and modify activities. Adding a Timed Activity from the Activity Log Adding an activity from either Calendar or Activity Log is nearly identical. The main difference is that when adding an activity from the Activity Log, it is linke[...]

Adding an Non-timed Activity from ToDo 1. From the Contact Details tab, tap the ToDo icon to open the ToDo List tab. 2. Tap New to open the Activity Details tab. 3. Enter the necessary information for the activity and tap OK to see the added activity on the ToDo List tab. SmartPad SmartOffice Mobile is used to view, add, and delete SmartPad records[...]

Adding a SmartPad Note 1. From the Contact Details tab, tap the SmartPad icon to open t he SmartPad Summary tab listing any existing SmartPad entries for the selected Contact. 2. Tap New to open the SmartPad Detail tab. 3. Enter some notes and tap OK to see the added entry on the SmartPad Summary tab. Deleting a SmartPad Note There are two ways to [...]

Policies SmartOffice Mobile is used to display the Policies, Policy Details, Interested Parties, and Policy Totals tabs on the PDA. Please note that Polic y information displayed here cannot be added, modified or deleted from the PDA. The infor mation is read-only. Accessing Policy Information 1. From the Contact Details tab, select the Policy icon[...]

Investment s SmartOffice Mobile can display the Investment Summary, Investment D etails, and Investment Totals tabs on the PDA. Note : The Investment Details tab is intended to display i nvestments with share and cost information. The Variable Annuity information is limited due to this restriction. The investment information is read-only. Accessing[...]

3. Tap OK and then tap Tools to select the Display Totals option to display the Investment Totals tab. SmartOffice® – SmartOffice Mo bile Pocket PC User Guide Page: 38[...]