Sharp ORGANIZER Link4 User manual

Operating Instructions
Organizer Link 4
from Version 2.0
The computer link between SHARP Organizers
and Personal Computers
with integrated data processing
and synchronization option to Microsoft Outlook
Copyright 1999 - 2000 by
Yellow Computing
Computersysteme GmbH
Postfach 1136
D-74173 Bad Friedrichshall
Germany
Hardware and software required:
Personal computer running MS Windows 95, 98 or NT 4.0 / 2000, CD ROM drive, Pentium 60,
16 MB RAM for MS Windows 95 or 32 MB RAM for MS Windows 98 / NT 4.0 / 2000, at least 20 MB
hard disk space.
Synchronization with MS Outlook requires MS Outlook 98 or MS Outlook 2000.

Contents
1 General .............................................................................................................. 5
1.1 Introduction ......................................................................................................................................5
1.2 New functions in version 1.1 .......................................................................................................5
1.3 New functions in version 2.0 .......................................................................................................5
1.4 Minimum PC requirements ...........................................................................................................6
1.5 Things to know about the operating instructions.................................................................. 6
1.5.1 Legend of symbols used ........................................................................................................... 6
1.5.2 Various SHARP models ............................................................................................................. 6
1.6 Using online Help ............................................................................................................................ 7
1.6.1 Summary ......................................................................................................................................7
1.6.2 Contents .......................................................................................................................................7
1.6.3 Index.............................................................................................................................................. 7
1.6.4 Search by specific help topics ................................................................................................ 8
1.7 Internet Homepage ......................................................................................................................... 8
2 Connecting the link cable ............................................................................... 9
2.1 Connecting the SHARP Organizer to the PC............................................................................9
2.1.1 Connecting the link cable to the PC .................................................................................... 9
2.1.2 Connecting the link cable to the SHARP Organizer.........................................................9
3 Preparations.....................................................................................................11
3.1 Installation ...................................................................................................................................... 11
3.2 Uninstallation ................................................................................................................................. 11
3.3 First steps......................................................................................................................................... 11
3.3.1 First program start .................................................................................................................. 11
3.3.2 Registering a new Organizer ............................................................................................... 12
3.3.3 First data backup .................................................................................................................... 12
3.3.4 Transferring the Organizer data ......................................................................................... 13
3.3.5 Using the data in Organizer Link 4 .................................................................................... 14
3.3.6 Exiting the program ............................................................................................................... 14
4 Working with Organizer Link 4 .................................................................... 15
4.1 The user interface......................................................................................................................... 15
4.1.1 Summary ................................................................................................................................... 15
4.1.2 Elements of the user interface............................................................................................ 15
4.1.3 Main window ........................................................................................................................... 17
4.1.4 Editor .......................................................................................................................................... 18
Organizer Link 4 3

4.2 General function........................................................................................................................... 19
4.2.1 Register a new Organizer ..................................................................................................... 19
4.2.2 Loading data ............................................................................................................................ 19
4.2.3 Copying and moving data records via the clipboard .................................................... 19
4.2.4 Deleting data records ............................................................................................................ 20
4.2.5 Using categories...................................................................................................................... 20
4.2.6 Searching in the application window ............................................................................... 20
4.2.7 Secret data ............................................................................................................................... 20
4.2.8 Settings.......................................................................................................................................21
4.3 Functions and applications........................................................................................................ 22
4.3.1 Calender .................................................................................................................................... 22
4.3.2 Telephone database and User database ........................................................................... 23
4.3.3 Memo ......................................................................................................................................... 24
4.3.4 Expenses .................................................................................................................................... 25
4.3.5 Search ........................................................................................................................................ 26
4.3.6 My Programs ............................................................................................................................ 26
4.4 Data backup and restore ............................................................................................................ 27
4.5 Data synchronisation................................................................................................................... 28
4.6 Data transfer.................................................................................................................................. 29
4.7 Import and Export ........................................................................................................................ 30
4.8 Print...................................................................................................................................................31
5 Appendix ......................................................................................................... 32
5.1 Link cable ........................................................................................................................................ 32
5.2 Data compatibility list................................................................................................................. 32
5.3 Troubleshooting ............................................................................................................................ 32
5.4 Index................................................................................................................................................. 33
Note................................................................................................................. 35
Organizer Link 4 4

1General
1.1 Introduction
Congratulations on purchasing Organizer Link 4, a powerful package which, together with a SHARP
Organizer, will open up the world to you on a personal computer. This programme operates under
Microsoft Windows 95 or higher and gives you maximum convenience in your data processing. The
functionality of the SHARP Organizer has been integrated according to the Windows standard so
that only a short familiarisation period is required. Simple data selection via application bars
combined with clear 3D dialogues, clearly depicted toolbars and situational help (electronic manual,
online help) enable you to get started very quickly.
The basic idea of the program is to exchange data between the SHARP Organizer and the Windows
personal computer. Various transfer functions permit both selective and complete data transfer.
The synchronisation capabilities of the new SHARP Organizer open up completely new ways of
data capture. This means it does not matter which device you use to input data – perfect
synchronisation of the data between the SHARP Organizer and the personal computer can be
performed at any time.
Last but not least, the program has comprehensive editing functions which also facilitate data
exchange with other Windows applications. The new-style application bars for selecting data
provide you with simpler and quicker access than with conventional, menu-controlled selection
procedures.
You can, for instance, use the SHARP Organizer to record data such as customer addresses during
the day while you are out of the office while your secretary plans other appointments on the
personal computer. The appointments can be exchanged later with the data synchronisation which
is now possible. Thus the Organizer Link 4 forms the link between the computer and the SHARP
Organizer from which both systems benefit through the expanded uses.
1.2 New functions in version 1.1
The ZQ-750M and ZQ-700M organizers by SHARP let you store and run individual applications.
Therefore, the MyPrograms application has been integrated into Organizer Link 4 for optimum
support of this function.
The new application permits you to download your programs from the Internet, manage them, and
transmit them to your organizer at any time. (see Chapter 4.3.6)
1.3 New functions in version 2.0
From version 2.0, the Organizer Link 4 synchronization has been expanded. You can now synchronise
the data on the SHARP-Organizer with either Organizer Link 4 or directly with Microsoft Outlook
(from version 98). (see chapter 4.5)
Furthermore, additional functions have been integrated into Organizer Link 4 for improved
administration of your data stock. Should, for example, there be identical entries in your data
stock, you can now easily delete these entries with Organizer Link 4 (see chapter 4.5). Allocating
or changing categories for individual data sets or even for entire groups of data sets has been
simplified further (see chapter 4.2.5).
Organizer Link 4 5

1.4 Minimum PC requirements
• Microsoft Windows 95 or higher or Microsoft Windows NT 4.0 / 2000
• Pentium 60 MHz processor or faster
• 16 MB RAM for Windows 95 or 32 MB RAM for Windows 98 or NT 4.0 / 2000
• VGA or higher resolution
• CD ROM drive
• at least 20 MB free hard disk space
• a free serial interface
• Synchronization with MS Outlook requires versions MS Outlook 98 or MS Outlook 2000.
1.5 Things to know about the operating instructions
The most recent notes on the current program version can be found in the file “readme.doc” which
you can open after installation directly in the Organizer Link 4 program group with the ‘Please
read’ icon.
The documentation for the Organizer Link 4 consists of the operating instructions and the online
help (electronic manual integrated into the program). The operating instructions introduce you to
the basic operation of Organizer Link 4. However, your main source of information should always
be the online help. Simply press a key (<F1>) to find answers to questions which may arise when
working with Organizer Link 4. you can find a detailed description of this in Chapter 1.5 “Using
online help”. This applies in particular to the dialogue boxes, which are displays prompting you to
make certain settings or inputs.
The operating instructions consist of two parts. In the first part you will be familiarised with the
program by easy to understand explanations. The second part covers the individual features of
Organizer Link 4 so that you can become familiar with the full capability of the program.
1.5.1 Legend of symbols used
[ESC] Examples of a SHARP-Organizer key.
[ ] Indicates a button in Organizer Link 4.
< > Indicates a key or key combination on the personal computer e.g. <Alt D> <N> means
that you should press the <Alt> key and the <D> key at the same time and then press the
<N> key.
‚ ‘ Indicates a menu command to be selected on the personal computer.
1.5.2 Various SHARP models
For ease of use, Organizer Link 4 automatically adapts its user interface to the SHARP models set.
You therefore have precisely the same functions as your SHARP Organizer. For this reason the
screen displays on your PC may vary slightly from those shown in this manual.
Organizer Link 4 6

1.6 Using online Help
Our online help will make it considerably easier for you to start working with the program, initially
as an introduction and later as a clear reference work.
Online help can be opened in the following ways:
• The menu option ‘Help topics’ in the menu ,Help’ displays the list of topics in which you can
search for the help topic you want.
• If you press <F1> you always obtain information which is adapted to the current screen
structure and the current situation (Note: if no dialogue box is open, the list of topics is
displayed if you press <F1> in the editor or in the main window).
1.6.1 Summary
Our online help consists of many individual help pages giving you extensive information on each of
the functions of Organizer Link 4. The individual elements of the graphics have links so that you
can obtain further information interactively by clicking the appropriate program object.
In the help texts you will often see text elements formatted in green and underlined. These are
links which take you to other help pages or information. If there are other pages in the online help
on a topic on a help page, you will find a link to ‘Other topics’ at the end of the page.
However, there is also an index function and a search function which you can access via the
appropriate tabs.
1.6.2 Contents
The contents in the list of topics gives a tree structure of the online help. It is often possible to
obtain sufficient information on a topic just via the tree structure.
Opening the contents
When you open Help via the ‘Help topics’ menu option under the ‘Help’ menu the list of topics
appears. If online help is already open, you can also access the contents via the ‘Contents’ tab. Use
the ‘Help topics’ function to return to topic selection and use other help topics.
Operation of the tree structure
A closed book in the tree structure means that there are further branches (help pages) which
you can display by double clicking on the book . The book is closed again by double clicking on
it.
1.6.3 Index
The index function displays the index of the online help. The keyword search is always useful if you
cannot find any suitable information on a question using the tree structure.
Opening the index
As soon as you open the help function of Organizer Link 4 via the ‘Help topics’ menu option under
the ‘Help’ menu, the selection menu appears. Then change to the ‘Index’ tab.
Organizer Link 4 7

Operating the search function
Enter a keyword as search text in the text field. With each letter entered, online help will immediately
attempt to find a suitable keyword. When you have found your keyword via the search text, select
it with the mouse and open the corresponding help page via [Display]. If there are several help
pages on a keyword, you are asked to select one of them via another selection window.
1.6.4 Search by specific help topics
In addition to searching by specific keywords, you can also search pages by the topic you want in
the help text of all help pages in online help.
Opening the search function
As soon as you open the help function of Organizer Link 4 via the ‘Help topics’ menu option under
the ‘Help’ menu, the selection menu appears. Now change to the ‘Search’ tab.
Setting up the search function on the first start
When you first start the program you are asked to configure the search function. By doing this you
specify how comprehensive the database in which you later search should be. The database should
be kept as small as possible. The appropriate database is created by clicking on the [Next] button
and then the [Finish] button in the next window. This process may take a few minutes.
Operating the search function
A comprehensive search tool is then available. First enter the search term or at least the first letter
in the text field at the top. Then, in the second display field, select the word that corresponds to
you topic as a restrictive search criterion. Then, in the third display field, first click on a topic and
then on the [Display] button.
1.7 Internet Homepage
More useful comments, tips and answers to frequently asked questions can be found on the Organizer
Link 4 – Homepage, just go to:
http://www.organizerlink.com/
Organizer Link 4 8

2Connecting the link cable
2.1 Connecting the SHARP Organizer to the PC
Caution:
Before you connect the link cable, you should always switch off your PC to avoid damaging
your computer or the cable.
2.1.1 Connecting the link cable to the PC
The link7 cable is connected to the serial interface (RS 232) designated COM1, COM2, COM3 or
COM4.
The 9 or 25 pin serial interface is normally found on the back of your PC. Please observe its
operating instructions. If the interface on your PC has a different number of pins from connector
on the link cable, use the corresponding 9 or 25-pin adapter.
Note:
As the serial interfaces COM1 and COM3 / COM2 and COM4 share an IRQ channel, you must
not connect a mouse to COM1 if you use COM3 as the serial interface. Likewise, you must not
connect a mouse to COM2 if you use COM4 as the interface for Organizer Link 4.
2.1.2 Connecting the link cable to the SHARP Organizer
There are various link cables for connecting your SHARP Organizer to a PC depending on the
SHARP model. Please see the table in Chapter 5.1 to find out which link cable is appropriate for
which Organizer.
Basically a distinction is made between a link cable with a traditional connector system and a
docking station for the Organizer.
Link cable (4-pin connector)
Models : ZQ-700M, ZQ-750M
Plug the connector of the link cable into the interface on the right underneath the device.
The connector is twist-proof so that no force is required to plug it in.
Organizer Link 4 9

Docking-Station CE- 61T
Models : ZQ-570M, ZQ-630M, ZQ-640M, ZQ-650M
Cable: CE – 61T
For connection via a docking station, first remove the removable cover from the underside of
your Organizer.
Now place the Organizer on the docking station as illustrated so that it engages in the
station.
The Organizer is now connected to the docking station and hence to your PC.
Organizer Link 4 10

3Preparations
3.1 Installation
Installation under Windows 95/98
After switching on your computer, wait until Windows 95/98 has finished loading. Now
insert the program CD into the drive. The automatic start function ‘Autorun’ then begins the
installation. If you have disabled this function, start Windows Explorer and switch to your
CD ROM drive. On the CD you will the installation program “Setup.exe” which helps you set
up Organizer Link 4 on your hard disk with clear instructions. Start “Setup.exe” by double
clicking on it or select ‘Run’ by clicking on the [Start] button and selecting the option ‘Run’.
In the command line enter, for example, “D:\english\organizer link 4\setup” (where “D:” is
the drive letter of your CD ROM drive).
Installation under Windows NT 4.0 or Windows 2000
Installation under Windows NT 4.0 or Windows 2000 is done in exactly the same way as
under Windows 95/98. Please note that you must have the appropriate access rights for
installation. Contact your system administrator first.
3.2 Uninstallation
If you are running out of space on your hard disk, requiring you to uninstall Organizer Link 4
(hopefully only temporarily), the program is convenient and simple to remove (once you have
backed up the data!). During installation under Windows 95/98 and NT/2000, an entry is
automatically created in the MS Windows system control in the <Software> module which enables
you to uninstall the software without problems. Simply double click on the appropriate icon to
perform an uninstall. You can also start the uninstall program by clicking on the [Start] button and
the ‘Programs’ menu option and selecting the sub-menu ‘Organizer Link 4’.
3.3 First steps
The following chapter introduces you to the basic operation of the program. It tells you everything
you need to know from starting the program, via file management to opening the individual
applications.
3.3.1 First program start
Once the program has been properly installed you can start it as normal with the mouse. Click on
the [Start] button and the ‘Program’ menu option and select the sub-menu ‘Organizer Link 4’, and
there start the program of the same name. You can also double click directly on the Organizer Link
4 icon on your desktop. After a brief loading time, you will be asked to register on as a user.
Organizer Link 4 11

3.3.2 Registering a new Organizer
With Organizer Link 4 the various SHARP Organizers can interoperate. You therefore need to tell
Organizer Link 4 which Organizer you are currently using. Organizer Link 4 then creates a file in
which not only your data is stored, but also your settings.
When registering, the following dialogue box first appears:
Operation of the dialogue box
First select the type of device you are using. To do this please find the precise designation of
your SHARP Organizer in its operating instructions. The designation can usually also be
found at the top of the display on your Organizer.
If you have already entered secret data on your Organizer which you have protected or plan
to protect in the future with a password, you should also set up this password at this point.
Organizer Link 4 is then able to access your secret data during data transfer / synchronisation.
Now just give your file a name under ‘File name’ and confirm the details by clicking on
[Save]. Organizer Link 4 then saves your settings and starts the user interface.
3.3.3 First data backup
One of the main functions of Organizer Link 4 is data backup. The simplest and quickest method is
a backup in which all the data is read from the Organizer and saved directly in your file.
Data backup
On your user interface you will find the icon [Backup/Restore] in the application bar. Simply
click on this icon to move directly to the application. Now click on the [Backup] button and
then annotate your backup file. We recommend that you enter a note here with which you
can clearly identify the back up data later. Organizer Link 4 also automatically saves the date
of the backup.
Organizer Link 4 then backs up your data. If difficulties should unexpectedly occur during
this first transfer attempt, a list of the most frequent causes of errors can be found in
Chapter 5.3.
Organizer Link 4 12

Chapter 4.4 contains comprehensive instructions for data backup.
Note:
For maximum security, always make a copy of your file e.g. on a diskette. The file will be found
in the directory “My Documents” with the extension “*.szq”.
3.3.4 Transferring the Organizer data
You have certainly already stored some telephone numbers etc. in your SHARP Organizer. In order
for this data, which is currently only stored on your Organizer, to be edited with Organizer Link 4
too, it must first be downloaded from the SHARP Organizer with the link cable (see Chapter 2). This
is done either by means of synchronisation (see Chapter 4.5) or simply by data transfer (see Chapter
4.6).
You should decide from the start which transfer method you want to use as individual records may
be duplicated if you change method at a later stage. From Version 2.0, Organizer Link 4 has an
integrated function for automatically deleting double entries. You can find more information
about this in chapter 4.5.
If you specifically want to transfer individual records, you should choose data transfer. However, if
you always want to have the same database available on the PC and your SHARP Organizer, we
recommend synchronisation.
For a possible later change of transfer method, it is recommended that a new file be created (see
Chapter 4.2.1).
The steps for data transfer
1 Before the first data transfer, you must first tell Organizer Link 4 to which serial interface on
the PC the Organizer is connected (see Chapter 2). Select ‘File’ and then ‘Settings’. On the
‘General’ tab select the appropriate interface (COM1 to COM4). The setting you select is then
automatically saved.
Organizer Link 4 13

2 As the preparations for the transfer are now complete, select the menu option ‘Receive from
Organizer’ in the ‘Link’ menu.
3 With data transfer you have the option of transferring specific individual data ranges or all
data ranges. To do this, select either the data range(s) or [All]. Then select the [Add without
Duplicates] mode. More details on the settings can be found in your online help or in Chapter
4.2.8.
4 Start data transfer by clicking on the [Receive] button.
The steps for synchronisation
1 A few additional settings such as decision criteria for conflict situations can be set in Organizer
Link 4 for synchronisation. This is particularly necessary if you want to compare your data
stock with Microsoft Outlook.The various additional settings can be found in online help or
in Chapter 4.5.
2 The settings for the first synchronisation have already been prepared. Now select the menu
option ‘Synchronise’ in the ‘Link’ menu. Organizer Link 4 will start transferring the data
without displaying any further dialogue boxes.
While the data is being received or synchronised a window is displayed in which you can follow the
current status of the transfer. The transfer can be cancelled by clicking the [Cancel] button on the
PC or pressing the [ON] button on the SHARP Organizer. If the transfer is stopped on the PC, the
Organizer automatically interrupts the transfer.
3.3.5 Using the data in Organizer Link 4
Organizer Link 4 always provides exactly the same applications as your Organizer for editing or
viewing your data. The user interface and its many views are formed simply and clearly.
Initially, however, it is sufficient for you to get an impression by selecting the various data ranges
via the application bar (on the left-hand side of the screen). The user interface is explained below.
Detailed instructions on performing the usual tasks with Organizer Link 4 can be found in online
help or in Chapter 4.
3.3.6 Exiting the program
The program is exited via the menu command ‘File’, ‘Exit’. Modified data is automatically saved in
your file before the program is closed and the data is saved in encrypted form on the hard disk. The
data is then automatically reloaded the next time the program is started.
Organizer Link 4 14

4Working with Organizer Link 4
4.1 The user interface
4.1.1 Summary
When the program is started, Organizer Link 4 initially displays the user interface (main window).
The main elements of this window are the application bar (left-hand side), which corresponds to
the application buttons on your SHARP Organizer, and the application window which corresponds
to the display on your Organizer. Organizer Link 4 adapts the application window to the specific
functions of the respective application.
Data is entered and edited in editor windows, the structure of which is also adapted to the application
selected. Settings and selection processes are performed via dialogue boxes.
In order to give you an impression of the operation of the user interface, the general functions will
be described first. Application-dependent elements and individual important functions of Organizer
link 4 such as data backup will then be explained using examples.
4.1.2 Elements of the user interface
Title bar
In the main window the top line, the title bar, shows the current file name and path in
addition to the active application. In the editor windows and dialogue boxes, a brief description
of the function of the respective window appears.
Menu bar
The menu bar is located immediately below the title bar. the individual menus provide access
to all the functions and dialogue boxes in the program.
Menu options used as switches (e.g. the menu option ‘Status bar’ in the ‘View’ menu) display
a tick next to them when they are activated. The switch is used to determine whether or not
the status bar should be displayed.
Main menu bar
This menu bar is used to access functions for overall control of the program (e.g. load, save,
print, transfer etc.) and functions relating to entire data ranges (appointments, telephone
database etc.).
Editor menu bar
The editor menu whose functions mainly affect individual records in a data range is only
display when an editor window is open.
Toolbar
The toolbar (if it is activated) is located at the top of the window immediately below the
menu bar. It can be activated or deactivated in the ‘View’ menu. The main functions are
Organizer Link 4 15

represented here as icons and each icon has a help function. If you move the mouse pointer
over an icon, its name and function are briefly displayed.
Application bar
The application bar is one of the most important elements in the user interface. Depending
on the SHARP Organizer set up, each application is represented here by an icon. You can
move directly between the individual applications with just a mouse click.
Status bar
In addition to help on the current screen situation, the status bar also displays the number of
all the data records as well as the number of records selected in the current data range. Like
the toolbar, the status bar can be activated or deactivated in the ‘View’ menu.
Scrollbar
If there is a large volume of data, the scrollbar can be used to scroll to the parts which
cannot be seen. Click on the arrows on the scrollbar or move the scroll box to the desired
position.
Register
Some dialogue boxes have several display levels. You can change between the level using the
tabs in the registers.
Organizer Link 4 16
Title bar
Menu bar
Toolbar
Application bar
Status bar

4.1.3 Main window
The application window, which displayed all the data in the individual applications, takes are
central position in the main window. It consists of a view field and a list field.
List field
The list field displaying the records in the current data range forms the lower part of the
application window. In each case only one line of a record is displayed. Select a record by
clicking on the corresponding line. The selected record is then displayed in the view field.
You can select several records at once by holding down the <CTRL> key and clicking the
records with the mouse.
Double clicking on the line causes the record to be displayed in the editor and thus enables
it to be changed. Except in the ‘Backup/Restore’ and ‘Search’ applications, it is possible to
sort the records in the list field by column title. To do this, select a column by clicking on its
title. The data records are then sorted using the entries in this column. The sort order direction
can be changed by repeating the process.
The first column of the list field uses an icon to indicate the application from which the
record originates. This display must be taken into account particularly in the search function.
Furthermore, this is where it is indicated whether or not the record is secret. If this option
has been selected for the record, a closed padlock appears next to the application icon.
View field
The view field, which displays the record last selected in the list field, forms the upper part of
the application window. The way in which the data is displayed depends on the selected
application. Further details on the display and operation can be found from Chapter 4.2.
Data fields to be displayed and the font and font size of the view field can be set in the
corresponding register via the ‘Settings’ menu option in the ‘File’ menu (see chapter 4.2.8).
List settings
You can use the list settings to specify which field should be displayed in which column and
at what width. To do this click in the list field with the right mouse button. You then see a
menu in which not only can you copy, cut, paste and delete individual records, but can also
configure your list field via the ‘List settings’ menu option. You can also select the ‘List
settings’ menu option in the ‘View’ menu.
Organizer Link 4 17

The “Configure list” dialogue box has a menu on the left in which you can select the column
you want to configure. Once you have clicked on the appropriate field names, you can decide
whether the name should be visible or invisible as a column. For each visible field name you
can use the [Up] and [Down] buttons to specify the position at which it should be displayed
at the width of the column. Confirm your settings with the [OK] button.
4.1.4 Editor
The editor is used to enter new records and to edit existing records. The editor is opened via the
icons for new entries or to edit entries. However, you can also activate the editor by double
clicking on a record in the list field or via the menu options ‘New entry’ or ‘Edit entry’ in the ‘Edit’
menu. Furthermore, you can also enter or modify data using the <Insert> and <Enter> keys.
Like the main window, the editor has a title bar, a menu bar, a toolbar and a status bar. A detailed
description of these elements can be found in Chapter 4.1.2. The input field in the editor is similar
to the application window of the main window and therefore depends on the respective application.
The functions of the menu bar and toolbar in the editor
‚Entry‘
The first menu ‘Entry’ in the menu bar can be used to cancel or exit the editor. In both cases
you close the editor window. Please note that with the ‘Exit editor’ command new or
modified data is saved but it is not with the ‘Cancel editor’ command.
‘Edit’
You can ‘cut’ or ‘copy’ selected entries in the input field via the ‘Edit’ menu. In both
cases the selected entries are copied to the clipboard from which the data can be ‘paste’
in the appropriate position. The ‘Field contents up’ and ‘Field contents down’ menu options
under the ‘Edit’ menu are only activated in database applications (see Chapter 4.2.3).
In the same menu you can mark individual entries as confidential via the ‘Hide’ menu option.
Further details on this menu option and the options which can be set with it can be found in
Chapter 4.2.7.
‚Options‘
The ‘Word break’ menu option, if it is activated, prevents words being split at a line break. If
you do not want to see a save prompt every time you exit the editor, deactivate the ‘Prompt
on save’ menu option.
Organizer Link 4 18

4.2 General function
4.2.1 Register a new Organizer
Besides the data you have entered and the backups, an Organizer Link 4 file also contains specific
information about the selected SHARP Organizer and your personal settings.
For this reason a new file must be created for every new SHARP Organizer and every new user of
Organizer Link 4. To register a new Organizer and create a new file, select the ‘New’ menu option
under the ‘File’ menu. The main window then appears on your screen. Chapter 3.3.2 contains
further details on operating the dialogue box.
4.2.2 Loading data
As already explained in the last section, a file (with the extension *.szq) contains far more than just
the application data. So when you load a file, you may also be changing many settings. Therefore
please check that the right data transfer parameters have been set.
Loading a file
1 To load a file, select the menu option ‘Open’ in the ‘File’ menu.
2 Use ‘Search in’ to select the directory containing the file.
3 Now select the file name in the menu.
4 Confirm your selection with [Open].
4.2.3 Copying and moving data records via the clipboard
In accordance with the Windows standard, Organizer Link 4 offers you the ability to copy and
move record via the clipboard. This saves you the duplicate input and a great deal of time when
you have nearly identical addresses (e.g. the same firm but different contacts).
Selected information can be transferred to the clipboard via the ‘Copy’ and ‘Cut’ menu options in
the ‘Edit’ menu and inserted at the desired position with the ‘Paste’ menu option in both the list
field of the main window and in the editor.
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4.2.4 Deleting data records
To delete a record, select the appropriate entry in the list field by clicking on it once with the
mouse and then select ‘Clear’ in the ‘Edit’ menu or press the <Delete> key.
4.2.5 Using categories
In some applications (e.g. ‘Telephone’, ‘User’, ‘To Do’) it is possible to assign individual records to
specific categories and thereby create data groups. Records are generally assigned to the individual
categories when they are entered as a new entry in the editor. In addition to the menu just described,
the editor also contains the button . Clicking on this button displays a dialogue box in which
you can rename the categories.
Alternatively, as from Version 2.0 of Organizer Link 4, the category allocation can be changed for
one or more data sets marked in the list field via the menu item ‘Allocate new category’ (see
chapter 4.1.3).
You can filter out specific groups of records in the application window of the main window. To
specify which category or whether all categories are to be displayed, you simply have to select an
appropriate category in the selection field (text field located on the right-hand side between the
view field and the list field.
4.2.6 Searching in the application window
The simplest and quickest way of finding a specific record is to search for it in the alphabetically
sorted list field. However, you should remember that there are often more records (lines) than can
be displayed in the list. For this reason there is a scroll bar on the right-hand side of the list field
with which you can scroll through the list.
However, you can also enter search text in the text field between the view field and the list field.
Organizer Link 4 will then search in the respective data range. It should be noted that every letter
of the search text is interpreted when it is entered which means you do not always have to enter
all the search text.
Furthermore, Organizer Link 4 has a global search function which can search in all data ranges at
the same time. Chapter 4.3.5 contains a description of this search function.
4.2.7 Secret data
Like the SHARP Organizer, Organizer Link 4 enables you to classify individual records as secret and
to display them only with a personal password.
Setting up and deleting a password
You can enter your personal password when you register the SHARP Organizer in Organizer
Link 4 (see Chapter 3.3.2) or subsequently under ‘File’, ‘Settings’ (‘General’ tab). We strongly
recommend that you use the same password for the SHARP Organizer and Organizer Link 4,
otherwise data transfer is not possible.
If you use a password on your SHARP Organizer but have not yet defined a password in
Organizer Link 4, the software asks you to enter a password the first time you transfer data.
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