Palm Treo Setup Guide & Tips
Academic Services
Information & Computing Services Division
Desktop Support
Palm Treo Setup Guide & Tips
Document reference: DS011
Document type: Desktop Support Procedure
Document status: Live
Review period: Six months
Next review date: 25 December 2008
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Palm Treo Setup Guide & Tips
1 TABLE OF CONTENTS
1 Table of Contents ...... 2 2 Document History ...... 3 2.1 Document location ...... 3 2.2 Revision history ...... 3 2.3 Approvals ...... 3 3 Palm Treo setup first phase ...... 4 3.1 Installation ...... 4 3.2 SIM setup ...... 4 3.3 Record serial number ...... 4 3.4 Data Tariff ...... 4 4 Settings to change before you meet the user ...... 4 4.1 Initial settings ...... 4 4.2 Adjust power settings ...... 4 5 Work to complete with the user ...... 5 5.1 Introduce the basics ...... 5 5.2 Internet access ...... 5 5.3 optional settings ...... 5 5.4 Lost or Stolen Device (full procedure) ...... 5 6 Change e-mail settings with the user ...... 6 6.1 E-mail sync setup...... 6 6.2 Create a signature ...... 6 6.3 Add additional e-mail folders ...... 6 6.4 Change e-mail synchronisation settings ...... 6 7 Known issues with the device ...... 7 8 Palm Treo 750v User Tips ...... 8 8.1 Device Storage caution ...... 8 8.2 Synchronisation ...... 8 8.3 Keyboard shortcuts ...... 8 8.4 Power consumption ...... 8 8.5 Miscellaneous ...... 8 8.6 Lost or Stolen ...... 8 9 Public Sector Data Pricing ...... 9 10 Standard ActiveSync configuration ...... 10 10.1 Microsoft Exchange ActiveSync Configuration ...... 10 10.2 Device Configuration ...... 10
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Palm Treo Setup Guide & Tips
2 DOCUMENT HISTORY
2.1 DOCUMENT LOCATION This document can be accessed from the following location: http://www.its.ex.ac.uk/secure/ds-intranet/documents/DS011-PalmTreoSetup-v1.0.pdf
2.2 REVISION HISTORY The latest revision can be found at the top of the list:
Revision Date Author Version Summary of Changes 25-Jun-2008 R Gerzsany 1.0 First live version
2.3 APPROVALS This document requires the following approvals:
Name Title Version Date of approval A Khan Desktop Support Team Leader 1.0 25-Jun-2008
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Palm Treo Setup Guide & Tips
3 PALM TREO SETUP FIRST PHASE
3.1 INSTALLATION Unpack the Palm device and check that you have all parts in the package. The device comes with Windows Mobile 6 pre-installed therefore all you need to do is to insert a Vodafone SIM card and the battery. Put device on charger to get it fully charged when meeting the customer. Note that you can use the charger supplied with Palm TX, too.
3.2 SIM SETUP Find out whether the user wants to use the new SIM provided in the pack or transfer an existing one to the new device. Make a note of the phone number as this will be required as part of the setup later. With a new SIM it is the user‟s responsibility to ensure that a voice tariff is also in place at the time of ordering if they require the phone services.
3.3 RECORD SERIAL NUMBER Go to Start > Settings > System > About > Phone. Send the IMEI and serial number to [email protected]. The OS will be Windows Mobile 6, make a note of that. Check if the date and time is set right by going to Start > Settings > System > Clock & Alarms > Time. Set visiting time if required by the user, e.g. US time.
3.4 DATA TARIFF Check if it is enabled for the SIM. Contact [email protected] or if it is urgent call 5238 with the phone number to get it enabled if needed. Check data tariff table in this document for details.
4 SETTINGS TO CHANGE BEFORE YOU MEET THE USER
4.1 INITIAL SETTINGS Enable ClearType in Start > Settings > System > Screen > ClearType. Connect the device to a PC and check available updates with Start > Settings > System > Windows Update. Check that UK is set in Start > Settings > System > Regional Settings. Find out if the user wants automatic keyguard to be enabled. Go to Start > Settings > Personal > Keyguard and set “When power is turned off”. Check if advanced USB network functionality disabled in Start > Settings > System > Connections > USB to PC. Disable if enabled.
4.2 ADJUST POWER SETTINGS Go to Start > Settings > System > Backlight and set „Backlight turn off‟ to 1 minute for both battery and 5 minutes for external power. Go to Start > Settings > System > Power > Advanced and turn on both power saving options. Change the „Turn off device if not used‟ (that is actually turning the screen off only) to 1 minute on battery power and 5 minutes on external power. Adjust the brightness in Start > Settings > System > Brightness to near maximum. Disable constant check of incoming beam signal to consume power in Start > Settings > System > Connections > Beam.
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Palm Treo Setup Guide & Tips
5 WORK TO COMPLETE WITH THE USER
5.1 INTRODUCE THE BASICS Introduce Start > Programs > Quick Tour to the user. Inform user about use of the keys when accessing menus. Demonstrate copy, cut and paste functions.
List the main keys, such as OK closes screen, RED turns screen off, GREEN displays dial menu, CENTER button confirms, Windows button displays Start menu, Left side volume buttons and WMP, Ringer mute switch on the top, etc. Introduce Voicemail function and tell the user how to turn it off. Introduce how to add e-mail account in E-mail / new e-mail account Go to Start > Settings > Connections > Wireless manager to turn Phone or Bluetooth on/off
5.2 INTERNET ACCESS Go to Start > Settings > Connections > Connections to add a new connection. Name: internet, modem: 3G, access point: internet, user: WEB, password: web.
5.3 OPTIONAL SETTINGS Set up VPN client for the user. Go to Start > Settings > Connections > Connections > Add > Edit My VPN connection/server. Server address: vpn.ex.ac.uk, VPN type: PPTP (?). Get user to type username and password. Type ISAD as domain and Finish. Roaming: If the user travels frequently abroad and wants to control his costs go to Start > Settings > Personal > Phone > Network and change network selection from Automatic to Manual. Encourage user to check data tariff prior to travel. Display: Ask user what he wants to see as a default screen. Go to Start > Settings > Personal > Today and Start > Settings > Personal > Menus to customise settings. Go to Start > Settings > Personal > Input to turn off auto word suggestion. Set username (optional) in Start > Settings > Personal > Owner Settings. Change organisation to University of Exeter. Security and protection: Go to Start > Settings > Personal > Phone > Security to insert an extra PIN in order to prevent unauthorised voice and data calls from being sent or received. Inform user that Bluetooth must be off to protect the device from unauthorized access. Show user the plastic screen cover that is to protect the screen from damages.
5.4 LOST OR STOLEN DEVICE (FULL PROCEDURE) USER: If a Windows Mobile device is lost or stolen, it must be reported to the Police using the non-urgent phone number (08452 777444 in Devon and Cornwall) in the first instance. The event then must be reported to the Helpdesk with the crime / lost property reference number, username and phone number.
ICS: Helpdesk logs an urgent call and assigns it to Desktop Support. DS contacts ICS Infrastructure – Information Systems to get the device remote wiped when it connects to the ISAD Exchange Service. DS contacts Academic Services Finance Office on 3947 with the serial or IMEI number of the device to get the SIM card blocked.
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Palm Treo Setup Guide & Tips
6 CHANGE E-MAIL SETTINGS WITH THE USER
6.1 E-MAIL SYNC SETUP Configure the device to use ActiveSync that provides wireless internet access via the Vodafone network in the United Kingdom and various cell phone networks abroad. ActiveSync enables you to synchronise with university calendar, contacts, e-mail, favourites, notes and tasks directly with the Academic Services Exchange 2003 Server. For detailed configuration settings see attachment. For tariffs see page 7. ActiveSync setup: To set up your mobile device to connect to the Exchange Server go to Start > Programs > Active Sync. Set the server settings to owa.ex.ac.uk and tick encrypted SSL connection. Set user name and password. Domain: ISAD. Save password (required for automatic sync) Leave default advanced settings which are: If there is a conflict, set to Replace the item on my device. Event logging: „None‟. Connection: „Internet‟. Choose data to sync: Contacts, Calendar, E-mail, Tasks. Tap / press „Finish‟ to accept changes.
6.2 CREATE A SIGNATURE Go to the Outlook email and find an earlier sent message with the user‟s signature (or get the user to send one to own address). Once in Outlook, go to Menu > Tools > Options > Signatures. Tick the „Use signature with this account‟ and Paste the copied signature here.
6.3 ADD ADDITIONAL E-MAIL FOLDERS Go to Outlook Email. Press Menu (top right button or bottom right tap), Tools, Manage Folders. Expand Inbox and other folders. Put a check next to the folders to synchronise. OK to accept. Press button and Send/Receive to synchronise with the server. The selected subfolders will be downloaded to the device.
6.4 CHANGE E-MAIL SYNCHRONISATION SETTINGS Go to Start > Programs > ActiveSync Go into Menu and choose Options Note items in Microsoft Exchange and in Desktop Computer group. Highlight E-mail and tap on Settings (bottom right) Set the days of past e-mails to download to All but ask user first Do not enable to download attachments (not enabled by default) Change download size limit to 1KB/5KB or entire message as requested Inform user that this is valid for all messages located in synchronised folders Accept changes by pressing OK
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Palm Treo Setup Guide & Tips
7 KNOWN ISSUES WITH THE DEVICE
Can not make calls Check if there is signal. If the battery has been removed or fully discharged recently, the phone function is likely to be still off. Turn on the phone using the Wireless Manager or holding the red „end call‟ button.
Signal problem Signal strength is weak / signal not recognised mainly occurs in Laver at the Streatham Campus. Move outdoors or if you stay in redirect all calls to a landline phone in Start / Settings / Phone / Services / Call forwarding. Note that you need to have signal to change the call forwarding settings.
Device slows down Press White + OK to start Task Manager. Select 'Running Programs', tap „Stop All' to stop all programs running in the background or select a particular program, e.g. search.
Error deleting file (file is not accessible) If a Windows Media file can not be deleted from Pictures and Videos go to Start > (Programs >) File Explorer > My Documents > My Pictures to delete.
Display settings blocked If the screen brightness can not be adjusted take the battery out for a few minutes.
Alarm issues Alarm in Start > Settings > System > Clock & Alarms has issues, e.g. does not go off or goes off later, device will restart or freeze. Calendar alarm is advised to use instead.
Random items appear in calendar Random items might appear in calendar with no subject or location.
Security Certificate expired (Source: http://www.as.ex.ac.uk/projects07/ActiveSync.pdf) Synchronisation fails with the error message „The Security Certificate on the server has expired‟. This message normally means the date and time on the mobile device is incorrect, set the correct date and time before synchronising your device. If there are still problems, contact Dave Bunting for support.
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Palm Treo Setup Guide & Tips
8 PALM TREO 750V USER TIPS
8.1 DEVICE STORAGE CAUTION Do not to store the device near credit cards because there is a large magnet inside that might interfere with the magnetic strip on your credit cards.
8.2 SYNCHRONISATION ActiveSync enables you to synchronise with university calendar, contacts, e-mail, favourites, notes and tasks directly with the Academic Services Exchange 2003 Server. Full customisation is possible including synchronising certain items via Vodafone and others via the USB connection.
8.3 KEYBOARD SHORTCUTS Sound on/off: black switch on top of the device Task Manager & space check: press White + OK or hold OK Calendar: press White + Start Media Player: press Hold left side button Screen brightness: press White + P SMS: press White + green „start call‟ button Call log: press „start call‟ button and select „Call log‟ Dial number by start typing on Today screen or press „start call‟ & select „Dial Pad‟ Wireless (phone, Bluetooth and beam) on/off: hold red „Start call‟ button Recently used programs can be found at the top of the Start menu E-mail shortcuts: press and hold -> H=help, R=reply, D=delete, L=download full message, S=send/download, K=read/unread, R=reply to sender, A=reply to all. PDF view with Picsel: Centre to switch between pan/zoom mode left/right/up/down to scroll up/down to zoom in/out. You can reassign buttons or rearrange Start menu in Start / Settings / Buttons or Menus.
8.4 POWER CONSUMPTION To conserve power, you can regularly Turn off the screen as soon as you finish working on the device Change screen brightness to the lowest Close all running applications in Task Manager Turn off wireless services that is basically the phone function. (Note that you will not be able to send/receive new calls, messages or e-mails.) If the battery seems to drain too quickly, turn off wireless synchronisation, such as e- mail / tasks / calendar.
8.5 MISCELLANEOUS To browse for an existing contact press Menu > Center button > Contacts or simply start typing the name Memory can be expanded by applying a miniSD expansion card Do not block the Beam / Bluetooth port located on the top right of the device The charger of the Palm Treo is interchangeable with the Palm TX charger New e-mail accounts (POP3, IMAP) can be set up using the E-mail section.
8.6 LOST OR STOLEN A lost or stolen device must be reported to the Police using a non-urgent number (08452 777444 in Devon and Cornwall) in the first instance. Then contact Helpdesk with crime or lost property reference number, username, phone number and serial / IMEI number. ITS will wipe the device and get the SIM card blocked.
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Palm Treo Setup Guide & Tips
9 PUBLIC SECTOR DATA PRICING
A note about roaming price The roaming options are relatively expensive regardless of tariff. Taking an example, the minimum cost for checking e-mails a week abroad on Mobile Broadband or Data 10 / Data 30 tariff is above £60 or around £30 in you are on one of the other three price plans.
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Palm Treo Setup Guide & Tips
10 STANDARD ACTIVESYNC CONFIGURATION (Source: http://www.as.ex.ac.uk/projects07/ActiveSync.pdf)
10.1 MICROSOFT EXCHANGE ACTIVESYNC CONFIGURATION This document assumes that the following prerequisites have been met: You have a IS recommend Microsoft Windows Mobile Smartphone (These instructions cover Windows Mobile 5). The Smartphone has a mobile contract that supports data services. Please see our list of recommended devices. All your mail is stored on the Microsoft Exchange service and you do not use POP. The following instructions detail the steps required to configure a Windows Mobile 5 device against the Academic Services Exchange 2003 Service.
10.2 DEVICE CONFIGURATION To set up your mobile device to connect to the Exchange Server go to Start > Programs > Active Sync. The following will be displayed.
Click Menu and select Configure Server the following screen will appear. Enter the server address owa.ex.ac.uk. Check the box for This server requires an encrypted (SSL) connection, and click next.
In the screen that appears enter your Active Directory username, password and the domain isad.isadroot.ex.ac.uk, check the Save password box and click next.
In the next window you can select what information you would like to synchronise to your mobile device. This initial synchronise will only transfer the top level of your inbox, you can select additional folders later. Now click Finish.
Note: during the process the user needs to set up a minimum four digits long PIN code. This code can be changed later in Start / Settings / Personal / Lock
ActiveSync will now attempt to synchronise with the Exchange Server. A pop message will appear regarding the enforcement of security policies. Click OK.
If you do not have a password set on your device you will now be forced to do so. Once you have synchronised for the first time your home screen will look like the following To view your email tap on or select Outlook E-mail
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