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SmartOffice Mobile for Pocket PC User Manual

Smartoffice mobile for pocket pc user guide
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SmartOffice
Mobile for
Pocket PC
User Guide
SmartOffice® – SmartOffice Mobile Pocket PC User Guide
Revised: 8/26/2005

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Summary of Contents for SmartOffice Mobile for Pocket PC

  • Page 1 SmartOffice Mobile for Pocket PC User Guide SmartOffice® – SmartOffice Mobile Pocket PC User Guide Revised: 8/26/2005...
  • Page 2 Copyright 1998-2004, E-Z Data, Inc. All Rights Reserved. No part of this documentation may be copied, reproduced, or translated in any form without the prior written consent of E-Z Data, Inc. All product names are trademarks of their respective manufacturers or organizations. 918 E.

  • Page 3: Table Of Contents

    Table of Contents Introduction ... 1 Installing SmartOffice Mobile for Pocket PC® ... 1 Accessing SmartOffice Mobile on the Pocket PC® Device ... 3 Running SmartOffice Mobile for the First Time... 3 Synchronization Options... 5 Setting Up SmartOffice Mobile Synchronization Criteria... 6 Preparing Data for Synchronization...
  • Page 4 SmartOffice® – SmartOffice Mobile Pocket PC User Guide Revised: 8/26/2005...

  • Page 5: Introduction

    Introduction E-Z Data Inc.’s SmartOffice Mobile for Pocket PC® is a robust application developed for devices running Microsoft’s Pocket PC® operating system. Using iAnywhere Solutions’ Ultralite database with MobiLink Server, SmartOffice Mobile for Pocket PC® is used to seamlessly synchronize SmartOffice data with Pocket PC® devices.
  • Page 6 Click the Yes button to install the SmartOffice application using the default application install directory. The progress bar shows the application being installed. Once the progress bar is complete, click the OK button from the Application Downloading Complete dialog box. SmartOffice®...

  • Page 7: Accessing Smartoffice Mobile On The Pocket Pc® Device

    Accessing SmartOffice Mobile on the Pocket PC® Device Tap the Start menu to display the program list and then tap SmartOffice to open the program Running SmartOffice Mobile for the First Time When launching SmartOffice for the first time, the Security Information screen is displayed. Security can be either enabled or disabled for the device.
  • Page 8 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 SmartOffice Mobile menu When running SmartOffice Mobile for the first time, enter the database Office Name and database User Name in lower case letters in the Synchronization Options screen.

  • Page 9: Synchronization Options

    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, enter the following information: •...

  • Page 10: Setting Up Smartoffice Mobile Synchronization Criteria

    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.
  • Page 11 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 timed activities and click the Next button.
  • Page 12 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®...

  • Page 13: Preparing Data For Synchronization

    SmartOffice to the database table so they will be synchronized on the next Synchronization. Any data added/modified in SmartOffice Mobile on the PDA is added to SmartOffice on the next synchronization. SmartOffice® – SmartOffice Mobile Pocket PC User Guide...

  • Page 14: Smartoffice Mobile Main Screen

    SmartOffice Mobile Main Screen When the SmartOffice Mobile application is launched, after the initial setup and synchronization is complete, the application opens to the SmartOffice 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 four icons: Contacts, Calendar, ToDo and Synchronize.
  • Page 15 There are four different list screens to display the records: • Recent: Only the recently added or changed records (Individual Contacts and Business Contacts) are displayed on this list. • Personal: Individual Contact records are listed here. • Business: Business Contact records are listed here. •...
  • Page 16 • 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” highlights the first Contact whose last name begins with ‘A’.

  • Page 17: Creating An Individual Contact Record

    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.
  • Page 18 From the New menu in the SmartOffice Mobile Main screen 1. From the New menu, select Contact. 2. Tap New to open the Record Type dialog box. 3. Select the Individual option and then tap OK to display the Details tab. Contact Phone Number 1.
  • Page 19 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 on the Contact Details tab.

  • Page 20: Modifying A Contact Record

    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 Record 1.

  • Page 21: Deleting A Contact Record

    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.
  • Page 22 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. Tap Tools and select Delete to open the Record Deleting Confirmation dialog box. Tap Yes to delete the selected address.

  • Page 23: Creating A Business Contact Record

    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.
  • Page 24 From the New menu in SmartOffice Mobile Main screen 1. From the New menu, 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.
  • Page 25 Business Phone Number 1. From the Contact Details tab, tap the Phone tab to display 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. Enter the remaining phone information and then tap OK to save the additions. Business Address 1.

  • Page 26: Modifying A Business Record

    4. Enter the remaining address information and then tap OK to save the additions. Note: Both the preferred Phone Number and preferred 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 Contact record.

  • Page 27: Calendar

    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.

  • Page 28: Weekview

    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 specific month. The MonthView for previous or future months’...

  • Page 29: Adding An Activity From The Calendar

    Adding an Activity from the Calendar 1. From the DayView calendar, tap New to open the Activity Details tab. 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.
  • Page 30 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-only mode. 3.

  • Page 31: Deleting An Activity From The Calendar

    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.
  • Page 32 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 scheduled activities for the current date. 2. Tap an activity to be deleted to display the Activity Detail tab in read-only mode. 3.

  • Page 33: Todo

    ToDo 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.

  • Page 34: Modifying A Todo Item

    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.

  • Page 35: Deleting A Todo

    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-only mode. 3.
  • Page 36 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.

  • Page 37: Activity Log

    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 linked to a Contact.

  • Page 38: Adding An Non-Timed Activity From Todo

    SmartOffice Mobile is used to view, add, and delete SmartPad records that are synchronized with the SmartOffice database. Note that only those SmartPad entries that are added with SmartOffice Mobile for Pocket PC® that are not synchronized with SmartOffice can be modified. SmartOffice® – SmartOffice Mobile Pocket PC User Guide...
  • Page 39 Adding a SmartPad Note 1. From the Contact Details tab, tap the SmartPad icon to open the 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 delete SmartPad Notes: From SmartPad Summary:...

  • Page 40: Policies

    Policies SmartOffice Mobile is used to display the Policies, Policy Details, Interested Parties, and Policy Totals tabs on the PDA. Please note that Policy information displayed here cannot be added, modified or deleted from the PDA. The information is read-only.

  • Page 41: Investments

    Investments SmartOffice Mobile can display the Investment Summary, Investment Details, and Investment Totals tabs on the PDA. Note: The Investment Details tab is intended to display investments with share and cost information. The Variable Annuity information is limited due to this restriction. The investment information is read-only.
  • Page 42 3. Tap OK and then tap Tools to select the Display Totals option to display the Investment Totals tab. SmartOffice® – SmartOffice Mobile Pocket PC User Guide Page:...

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