PC Connection and Battery Charger DOCKING STATION. for Quest digital recorder. Operating Instructions

Transcription

1 PC Connection and Battery Charger DOCKING STATION for Quest digital recorder Operating Instructions

2 Published by Dictaphone Corporation (U.S.) Stratford, Connecticut Disclaimer Dictaphone Corporation (U.S.) makes a sincere effort to ensure the accuracy of the material described herein: however, except as set forth in any license documentation applicable to each product of Dictaphone Corporation, referred to herein. Dictaphone Corporation makes no warrant, express or implied with respect to the quality, correctness, reliability, currentness, accuracy, or freedom from error of this document or the products or the products referred to herein, and specifically disclaims any implied warranties of merchantability and fitness for any particular purpose. Dictaphone Corporation disclaims all liability for any direct, indirect, incidental, consequential, special or exemplary damages resulting from the use of the information in this document. Mention of any product not manufactured by Dictaphone Corporation does not constitute an endorsement by Dictaphone Corporation of that product. Copyright Notice This manual is copyrighted and all rights are reserved by Dictaphone Corporation (U.S.). No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language or computer language, in any form or by any means, electronic, mechanical, magnetic, optical, chemical, manual, or otherwise, without the prior written permission of Dictaphone Corporation (U.S.), 3191 Broadbridge Avenue, Stratford, CT Copyright 1998 by Dictaphone Corporation (U.S.) Stratford, Connecticut, USA All Rights Reserved Notices Accessories Do not use the head-set and/or microphone accessories while the Walkabout Quest is in the Docking Station. FCC Statement This device complies with part 15 of the FCC rules. Operation is subject to the following two conditions: (1) This device may not cause harmful interference, and (2) this device must accept any interference received, including interference that may cause undesired operation. Note: This equipment has been tested and found to comply with the limits for Class B digital devices pursuant to Part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference in a residential installation. This equipment generates, uses, and can radiate radio frequency energy and, if not installed and used in accordance with instructions, may cause harmful interference to radio communications. However, there is no guarantee that interference will not occur in a particular installation. If this equipment does cause harmful interference to radio or television reception, which can be determined by tuning the equipment off and on, the user is encourage to try to correct the interference by one or more of the following measures: Reorient or relocate the receiving antenna. Increase the separation between equipment and receiver. Connect the equipment into an outlet on a circuit different from that to which the receiver is connected. Consult the dealer or an experience radio/tv technician for help. Changes or modifications not expressly approved by the party responsible for compliance could void the user s authority to operate the equipment. Proper connectors must be used for connections to the host computer and /or peripherals in order to meet FCC emission limits. European RFI Statement This Class B digital apparatus meets all requirements of the European interference-causing equipment regulations.

3 Contents Contents Overview Walkabout Docking Station Walkabout Desktop Software System Requirements PC Setup Instructions Selecting a Parallel Port Setting Checking the PC Configuration Setting Installing the Docking Station Docking Station Overview Docking Station Controls and Indicators Inserting Your Portable Into the Docking Station Inserting a Voicedata Card Into the Docking Station Recharging Spare Batteries Installing the Desktop Software Desktop Software Overview Starting the Software Walkabout Desktop Screen Walkabout Sync Manager Screen Using Walkabout Setup Options Selecting a User Account Selecting an Organizer Defining Data Transfer Options Voice Folders Transfer Setup Voice Transfer Setup Organizer Transfer Setup Change Voice Quality Settings Check Data Transfer Settings Defining Setup Options Testing the Docking Station Cradle Connection I

4 Using the Walkabout Voice Recorder Checking Audio Settings Recording a Voice File Using Walkabout Voice Folders Accessing Voice Folders Data Renaming Voice Folders Adding a New Voice File Playing a Voice File Copying a Voice File Moving a Voice File Deleting a Voice File Emptying a Voice Folder Sending a Voice Contents Using Walkabout Voice Checking Sent Items Re-sending a Voice Playing a Voice Item Copying a Voice Item Deleting a Voice Item Emptying the Sent Items Folder Using the Walkabout Organizer Managing Addresses Add a New Address Edit an Address Delete an Address Managing Appointments Add a New Appointment Appointment Alarms Edit an Appointment Delete an Appointment Managing To-do Tasks Add a New To-do Task Edit a To-do Task Delete a To-do Task

5 Contents Handling Voice Attachments Add a New Voice Attachment Play a Voice Attachment Edit a Voice Attachment Copy a Voice Attachment Delete a Voice Attachment Synchronizing Voice/Data Files Using the Walkabout Sync Editor With Microsoft Outlook Synchronizing Voice/Data on Your Portable and PC Synchronizing Voice Files on a Voicedata Card and Your PC Appendix A: Common ISP Server IDs Appendix B: Outlook Folder and Walkabout Data Appendix C: Troubleshooting Information Troubleshooting Voice/Data Synchronize Operations Resolving Problems Sending Voice s Resolving Problems Playing Voice on an External PC

6 1. Overview Congratulations on your purchase of the Walkabout Docking Station and Desktop software from Dictaphone! The Docking Station and software allow you to transfer both voice and data from your Walkabout Quest Portable to your PC and the Internet. Walkabout Docking Station After you set up the Docking Station and software, place your Quest Portable into the Docking Station and press a single button to exchange voice and data with your PC. You may also use the Card Reader on the Docking Station to exchange voice files with your PC. Walkabout Desktop Software Walkabout Desktop allows you to manage voice recordings, send or receive voice , and enter Personal Information Management (PIM) data such as addresses, appointments and to-do tasks on your PC. Included with the software, the Sync Manager component performs the exchange of voice files and PIM data between your Quest Portable and PC. Overview Sample Walkabout Desktop Screen 3

7 Overview Hardware: Multimedia Pentium PC, running at 166 MHz or higher 32 MB of RAM (64 MB recommended for best performance) 30 MB of available hard disk space for application CD-ROM drive Mouse (Microsoft -Compatible) Network Adapter card or modem for voice file transfer Creative Labs SoundBlaster or 100% compatible, or Mwave Sound card with Mic, Line In, Line Out and Speaker jacks properly installed and configured Software: Microsoft Windows 95 or 98 (Windows NT Workstation is not supported) Any Internet INSTALLED and CONFIGURED using SMPT/POP3 protocols or Microsoft Outlook 97 or 98. 4

8 PC Setup Instructions You should also make sure that your PC is configured to operate with the Walkabout system. Selecting a Parallel Port Setting The Walkabout Docking Station connects to the parallel port on your PC to transfer voice files and data between your Quest Portable and PC. This port may also be used by a printer, and can be set up to transfer data at different speeds. The Docking Station will transfer data to/from your PC at a very high rate of speed if you select the ECP mode for the parallel port setting. If your PC does not support the ECP mode, try the EPP mode, or you may select the slower Compatibility mode found on every PC. To change the parallel port setting, you must access your PC s BIOS (Basic Input/Output System). You can normally access BIOS Setup screens during your PC s startup procedure. Check your PC owner s manual for instructions describing how to access these screens. You may also check the PC manufacturer s web site if you need further assistance. PC Setup Instructions 5

9 PC Setup Instructions Checking the PC Configuration Settings Verify that your PC is configured to operate with your Walkabout system as follows: 1. Click Start on the Windows taskbar, and select Settings and Control Panel. 2. Check the following settings on the Control Panel: To check... Double-click Select tab Examine this: Sound Card Audio or Audio Preferred device: Devices If the Playback and Recording sections are grayed-out, you will need to set up the sound card (see manufacturer s instructions). Memory Performance Memory: You should see 32.0 MB of RAM or higher. Volume Control Windows Setup Details: & Check Make sure that the Multimedia Check box is white and selected. Parallel Port Device Manager Printer Port (LPT1): Tab & Double You should see the Click Ports ECP Printer Port. 6

10 Installing the Docking Station Set up the Walkabout Docking Station to work with your PC as follows: 1. Shut down your PC. If you are using a local printer (attached directly to the PC) and the PC only has one parallel port, shut down the printer. 2. If you are using a local printer and your PC only has one parallel port, connect the printer cable to the Printer Pass- Through Connector on the Docking Station, as shown below. 3. Connect the Docking Station cable to a parallel port (often referred to as a LPT or printer port ) on your PC, as shown. Note: If you are using a local printer and your PC has two parallel ports, connect the Docking Station cable to the second parallel port (LPT2). Installing the Docking Station Printer Cable Docking Station Cable Printer Pass-Through Connector Docking Station Cable Connections 7

11 Installing the Docking Station 4. Connect one end of the AC adapter to the back of the Docking Station, as shown. 5. Connect the electrical plug on the AC adapter to an outlet or power strip. AC Adapter Docking Station Power Connections 6. Start up your PC. Note: If a local printer is attached to the printer pass-through connector on the Docking Station, you must keep the Docking Station powered up to use the printer. Congratulations you have successfully installed the Walkabout Docking Station! 8

12 Docking Station Overview You may use the Docking Station for a variety of functions as described in this section. Docking Station Controls & Indicators The Docking Station controls and indicators are listed below. Also note the location of the card reader and battery compartment. Synchronize button - Press to exchange voice/data between your Portable and PC, or voice files between the card reader and PC. Synchronize indicator - This indicator light is normally green when the Docking Station is powered up. The light will turn orange when data is being exchanged between your Portable and PC. Portable Charging indicator - This indicator light will turn on when you insert your Portable in the Docking Station. If you are using Nickel Cadmium batteries in the Portable, the light will turn red while charging and then green when the batteries are fully charged. Spare battery Charging indicator - If you recharge Nickel Cadmium batteries in the spare battery compartment, this indicator light will turn red while charging and green when the batteries are fully charged. Docking Station Overview Synchronize Button Synchronize Synchronize Indicator Spare Battery Compartment Voicedata S Card Reader Portable Charging Indicator Portable Battery Spare Battery Charging Indicator Docking Station Controls, Indicators, & Components 9

13 Docking Station Overview Inserting Your Portable into the Docking Station 1. Insert your Quest Portable firmly into the Docking Station cradle as shown below. You should hear a snap when the Portable is seated properly. 2. The Portable Charging indicator light should be illuminated and turn green to indicate that the Portable has been properly inserted into the Docking Station. Note: If you are recharging Nickel Cadmium batteries in the Portable, the Portable indicator light will turn red when you insert the Portable into the Docking Station and green when the batteries are charged. Portable Indicator Inserting the Portable into the Docking Station Note: Avoid contacting the connection pins on the Docking Station 10

14 Inserting a Voicedata Card into the Docking Station If your Quest Portable is inserted into the Docking Station, remove the Portable before you insert a Voicedata S card as follows: 1. Insert the Voicedata S card into the Card Reader on the front of the Docking Station as shown below. Note that the angled corner of the card is inserted on the left side of the Card Reader. Hold the card with the gold label down. Synchronize Indicator Synchronize Docking Station Overview Angled Corner of Card Inserting the Voicedata Card into the Card Reader 2. The Synchronize indicator light on top of the Docking Station will remain illuminated green. Note that the Portable light on the top front of the Docking Station should not be illuminated. Recharging Spare Batteries If you have Nickel Cadmium batteries, the Docking Station can recharge one set in the Portable and a spare set in the battery compartment. You may recharge the spare set as follows: 11

15 Docking Station Overview Note: The batteries provided with the Portable are alkaline batteries and are not rechargeable. Portable Battery Spare Battery Recharging Indicator Recharging the Spare Batteries in the Docking Station 1. Verify that the Docking Station is plugged into a power source, and open the battery compartment as shown. 2. Insert the two batteries according to the label inside the battery compartment, then close the compartment and recharge for 12 hours. The Battery indicator light will turn red while recharging and green when recharging is complete. 12

16 Installing the Desktop Software This section describes how to install the Walkabout Desktop software on your PC. 1. Insert the Walkabout Desktop Installation CD into the CD- ROM drive on your PC. 2. Click Start on the Windows taskbar, and select Settings and Control Panel. 3. Double-click the Add/Remove Programs icon. Installing the Desktop Software Sample Windows Control Panel 4. Click Install under the Install/Uninstall tab and follow the screen instructions, clicking Next to continue. Initial Software Installation Screen 13

17 Installing the Desktop Software 5. Type the first four characters of your Walkabout Desktop CD Key (printed on the CD jacket) in the first field, press Tab to go to the second field and enter the remaining characters, then click Next. Walkabout Desktop Welcome Screen 6. Click Next to accept the default destination directory for the Walkabout Desktop software, or click Browse to find another directory and then click Next. 14 Destination Directory Screen

18 7. As the installation process copies the software files to your PC, it will display a progress meter on the screen, until all the appropriate files are copied. Sample Progress Meter Boxes 8. After all the files are copied to your PC, you will be prompted to enter your name to set up a user account for the Walkabout Desktop software. Type your name in the space provided, and click OK to continue. 9. Installing the Desktop Software Enter Your Name 15

19 Installing the Desktop Software When you see the following message, click Finish to exit the installation wizard. Software Installation Completed Screen 10. The Walkabout Desktop program will appear in the Programs list accessed from the Windows Start menu after you restart your PC. Click OK to restart your PC and complete the installation process. Final Software Installation Step 16

20 Desktop Software Overview Quest Walkabout Desktop software will help you manage your voice files and data on your PC, and synchronize the exchange of both voice and data between your Quest Portable and PC. You may use the Walkabout Desktop software to: Manage digital voice files in up to 14 folders. Record, copy, play, or edit voice files. Send, receive, and verify transmitted voice . Enter detailed organizer data including address, appointment, and todo task data. Synchronize the exchange of voice files, voice and organizer data between your Quest Portable and PC. Synchronize the exchange of voice files and voice between a Voicedata S card inserted into the Docking Station and your PC. Set up multiple User Accounts to allow a number of Quest Portables to exchange data with a PC through a single Docking Station. Synchronize the exchange of Outlook and organizer data between your Quest Portable and specific Outlook folders on your PC. Starting the Software To start the Walkabout Desktop software: 1. Click Start on the Windows taskbar. 2. Select Programs from the Start menu. 3. Select the Walkabout Desktop program. 4. Click the Walkabout Desktop icon to start the software. Desktop Software Overview Note: Perform the first three steps and click this icon the Walkabout Sync Manager screen. to request 17

21 Desktop Software Overview 1 2 Walkabout Desktop Screen The main Walkabout Desktop screen is shown below. This screen may be divided into six separate areas as follows: 1) Title Line - Identifies the type of data displayed on the screen. 2) Menu Bar - Allows you to access each Walkabout Desktop menu to perform specific operations. 3) Toolbar - Displays a number of icons or buttons that you may select to request common operations. 4) Listbar - Allows you to select one of the three basic Walkabout Desktop functions (i.e., Voice Folders, Voice , and Organizer) and any subsets of data (e.g., Organizer Addresses, Appointments or To-do Tasks). 5) Main Display Area - The type of data selected on the listbar is displayed in this area. In most cases, you may add, edit or delete data shown in the Main Display Area. 6) Status Bar - From left to right, this line displays the name of the current User Account and type of organizer tool selected (either Walkabout Desktop or Microsoft Outlook), the type and direction of data transfers currently set up between the Quest Portable and PC, and the current date and time Sample Walkabout Desktop Screen 18

22 Walkabout Sync Manager Screen If you select Microsoft Outlook as your organizer tool (i.e., to send and manage organizer data on your PC), you must start up the Sync Manager (rather than Walkabout Desktop) to perform the exchange of voice and data between your Quest Portable and PC. The Sync Manager screen will also appear automatically whenever you request a synchronize operation to transfer voice/data between your Quest Portable and PC. Note that the Sync Manager software is a subset of Walkabout Desktop. The Sync Manager screen may be divided into five areas: 1) Title Line - Identifies the Sync Manager screen. 2) Menu Bar - Allows you to access each Sync Manager menu to perform specific operations. 3) Toolbar - Displays two buttons that you may select (from left to right) to request a synchronize operation or go to the main Walkabout Desktop screen. 4) Main Display Area - Displays any prompts or error messages related to the current synchronize operation, and the Close button that allows you to exit from the Sync Manager screen. 5) Status Bar - This line displays the name of the current User Account, and any status messages related to the current synchronize operation. Desktop Software Overview Sample Sync Manager Screen 19

23 Using Walkabout Setup Options Using Walkabout Setup Options Before you begin any Walkabout Desktop operations, you must select or verify the current setup options. Selecting a User Account Walkabout Desktop software is designed for multiple users. Each user is assigned a separate set of folders for voice files, voice , and organizer data. This feature allows multiple Quest Portables to exchange voice files and data with a PC through a single Docking Station. To support this feature, each user must create a separate account for his/her own use. You may select your user account or create a new one as follows: 1. Select Tools from the Walkabout Desktop menu bar. 2. Select Users... from the Tools menu to display the following window. Sample Users Window 3. If your account name is listed in the window, highlight the name and click Select. 20

24 4. If your account name is not listed in the Users window, click Create. Then type your account name when the following dialog box appears, and click OK. New User Dialog Box 5. When the Users window reappears, click Close to exit from the window. Note: The Users window also allows you to rename or delete an existing user account. After you create a user account, the Walkabout Desktop software will create a new set of folders for your voice files, voice , and organizer data. The first time you insert your Quest Portable into a Docking Station and exchange data with your PC, the software will display the Users window and request you to select your user account. After you select your user account, voice files or data transferred from your Portable will always be directed to your account folders. (This will occur even if another user account is displayed on the Walkabout Desktop screen when the transfer is initiated.) Selecting an Organizer If you currently use Microsoft Outlook on your PC, you may select this organizer tool to manage the voice files and organizer data that will be synchronized with your Quest Portable. Perform the following steps to choose Microsoft Outlook as your organizer tool, and select the Outlook folders that will be used to exchange Addresses, Appointments, and To-do Tasks with your Portable. Note: If you intend to use the Walkabout Desktop Organizer as your organizer tool, you may skip this procedure. 21 Using Walkabout Setup Options

25 Using Walkabout Setup Options 1. Select Tools from the Walkabout Desktop menu bar. 2. Choose Select Organizer... from the Tools menu to display the following window. 3. To select the Microsoft Outlook organizer tool, click the down arrow to view the Organizer List and highlight the Microsoft Outlook selection. 4. Click the Select Outlook Folders button. 5. You may now select the Outlook folders that you intend to use to exchange Addresses, Appointments, and To-do Tasks with your Portable. After you highlight the appropriate Addresses folder on the window illustrated below, click the Appointments tab to go to a separate window and select an Appointments folder, then click the To-dos tab to select a To-dos folder. Select Organizer Window 22 Note: The information displayed in Walkabout Desktop data fields on your Portable is taken from specific data fields in the selected Outlook Address Book, Appointment, and To-do folders as defined in Appendix B. 6. When you complete the process to select the appropriate Microsoft Outlook folders, click OK to return to the Select Organizer window. 7. In the Select Organizer window, click OK again.

26 Note: After you choose Microsoft Outlook as your organizer tool, define the other setup options described in the following sections; then skip to Synchronizing Voice/Data Files to exchange voice and data between the Outlook folders and your Quest Portable. Defining Data Transfer Options There are three separate sets of options that define how Voice Folders, Voice , and Organizer data will be exchanged between your Portable and PC. Voice Folders Transfer Setup You may enter setup options to control the transfer of Voice Folders data between your Portable and PC as follows: 1. Select Tools from the Walkabout Desktop menu bar. 2. Choose Setup Transfer... from the Tools menu to display the following window. Using Walkabout Setup Options Sample Outlook Folder Selection Window 3. To control the direction of the voice files transfer, select Desktop To Portable or Portable To Desktop, or select No action if you do not want to transfer voice files. 4. If you chose the Portable to Desktop option, you may check 23

27 Using Walkabout Setup Options Delete voice files from portable after transfer. 5. When you transfer voice files to/from the Portable, you may also check Set folder names in Portable/Card to change the names of the voice folders at the destination location to the names of the folders at the send location. 6. If you are transferring voice files, you may also click the Advanced button to request the software to convert the quality of voice files sent inbound to your Portable or outbound to your PC. More details on this process, which should only be requested by advanced users, is described in the Change Voice Quality Settings section. 7. If your PC has two parallel ports, and the Docking Station cable is connected to the second or LPT2 port, select the LPT2 radio button. 8. When you choose the Portable to Desktop transfer option, you may click Auto Route... to direct the voice files to a location other than the Voice Folders in your PC. When the following dialog box appears, select Recipient and type an address under Recipient Address to direct the files to an recipient, or select Folder and Browse for folder... to direct the files to any folder in your PC. 24 Sample Outlook Folder Selection Window

28 Voice Transfer Setup Enter setup options to control the transfer of Voice data between your Portable and PC as follows: 1. Select Tools from the Walkabout Desktop menu bar. 2. Choose Setup Transfer... from the Tools menu. 3. When the Voice Folders - Setup Transfer window appears, select the Voice tab to go to this window: Using Walkabout Setup Options Auto Route Voice Files Dialog Box 4. Select Exchange to transfer between your Portable and PC, or No action if you do not want to transfer If you chose the Exchange option, you may check Disable incoming to disable the transfer of from your PC to the Portable ( will still be transferred from the Portable to the PC). 6. You may also check Delete after transfer to Portable to delete the on your server after the is transferred to your Portable. ( on the Portable is always deleted after it is transferred to your PC.) 25

29 Using Walkabout Setup Options 7. If you are exchanging between your Portable and PC, you may also click the Advanced button to request the software to convert the quality of the voice sent inbound to the Portable or outbound to the PC. More details on this process that should only be performed by advanced users is described in the Change Voice Quality Settings section. 8. In addition, if you chose the Exchange option, you may click the Set Date Filter... button to define a date range for messages transferred from your PC to your Portable. When the following dialog box is displayed, type a number n for Last n days including today and click OK. For example, if you type the number 2, all the messages sent to your PC today and yesterday will be transferred to your Portable. Note: This date filter does not apply to messages transferred from the Portable to your PC. Each of these messages is transferred regardless of its date. Date Filter Dialog Box Organizer Transfer Setup Enter setup options to control the transfer of organizer data (i.e., addresses, appointments and to-do tasks) between your Portable and PC as follows: Note: Except for voice file attachments, if you are using Desktop Walkabout for your organizer tool, all the organizer data for each user account is stored in separate records on a Microsoft Access(r) database on both the PC and Portable. 26

30 1. Select Tools from the Walkabout Desktop menu bar. 2. Choose Setup Transfer... from the Tools menu. 3. When the Voice Folders - Setup Transfer window appears, select the Organizer tab to go to this window: Using Walkabout Setup Options Organizer Setup Transfer Window 4. Select Desktop Overwrites Portable to overwrite the Portable organizer data with the organizer data on the PC, or Portable Overwrites Desktop to overwrite the PC data with organizer data from the Portable. Or, you may select Synchronize to update the Portable organizer data with new PC records and the PC data with new Portable records; or choose No action if you do not want to transfer organizer data. 5. If you choose to transfer organizer data, you may click Set Date Filter... to define a date range for records sent between your PC and Portable. On the following dialog box, set the Start and End Date for the Appointment records that you want transferred, or place a checkmark in No date filter to deactivate the filter for this type of record. To set a date filter for To-do records, click the Todos tab and perform the same actions. When you are finished, click OK. 27

31 Using Walkabout Setup Options 28 Organizer Date Filter Dialog Box 6. If you are transferring organizer data, you may also click the Advanced button on the Organizer - Setup Transfer Window to request the software to convert the quality of the voice attachment files sent inbound to the Portable or outbound to the PC. More details on this process that should only be requested by advanced users is described in the Change Voice Quality Settings section. 7. If you chose the Synchronize option to transfer organizer data, you can indicate how conflicts should be resolved by clicking Conflicts on the Organizer - Setup Transfer window. When the following dialog box appears, select the action that should occur when the software finds the same organizer record (for an address, Data Conflict Resolution Dialog Box appointment or to-do task) on both the PC and Portable. After you make your selection, click OK. Note: A conflict occurs when a specific organizer record is changed on

32 both the PC and Portable between synchronize operations. Change Voice Quality Settings When you select options on any of the three setup transfer windows described in the previous sections, you may click the Advanced button on each window to convert the quality of voice files sent inbound to the Portable or outbound to the PC. When you click the Advanced button on any of the setup transfer windows, the following window will appear: Note: Only advanced users should attempt to change the quality of inbound or outbound voice files. You may enter voice quality options above for Voice Folder data exchanged between your Portable and PC, and/or select the and Using Walkabout Setup Options Voice Rolders voice Quality Window Organizer Voice Attachments tabs to enter voice quality options for e- mail and organizer voice data respectively. On both the Voice Folders and the Organizer Voice Attachments windows, the Inbound Voice Quality can not be changed if you created the voice files using the Walkabout Voice Recorder. However, you can make an Outbound Voice Quality selection to change the quality of the outbound voice files transferred from the Portable to the PC. Make sure that you select a non-native voice format (i.e., a format that is not currently available on your PC) and remove the check mark from the Do not convert outbound voice quality box. 29

33 Using Walkabout Setup Options The - Voice Quality window allows you to change the quality of voice files attached to: 1) inbound messages received on your PC from an external computer and transferred to your Portable, or 2) outbound created on your Portable and sent to an external computer through your PC. When inbound voice files are sent from an external computer using Walkabout Desktop software, you do not have to change the inbound voice quality. However, if the external computer does not have Walkabout Desktop software, it may be appropriate to change the inbound voice quality. Since most computers with Windows 95 software have Microsoft ADPCM audio compression software, this selection is normally highlighted on the - Voice Quality window as the default for outbound voice quality. If you know that the recipient on an external computer has a different type of audio compression software, you may change this selection. Check the Do not convert voice quality option for outbound voice quality if the recipient has Walkabout Desktop softwareor Walkabout Quest s audio driver software (visit Dictaphone s web site at supportindex.htm to obtain the Audio Driver Software Check Data Transfer Settings Before you request the software to transfer Voice Folders, Voice and/or Organizer data, you may check the following icons at the bottom of the Walkabout Desktop screen to verify the direction of each type of transfer. From left to right, the first set of icons indicates that the files in the Voice Folders will be transferred to the PC. The second set of icons indicates that Voice will be exchanged in both directions between the Portable and PC, and the third set indicates that 30 Data Transfer Icons Organizer data will be sent from the Portable to the PC. Defining Setup Options To enable the Walkabout Desktop software to use your service to send/receive messages, you must define Setup options as follows: 1. Select Tools from the Walkabout Desktop menu bar. 2. Choose Setup from the Tools menu to display the

34 following window for outgoing Click the Auto Setup button. The software will automatically attempt to locate and fill in data on the above SMTP window and the POP3 window. If you are not sure if this data is correct, complete the following steps. 4. If your PC is connected to a network, type the ID of the network server that sends on the SMTP Server line. If you use an ISP (Internet Service Provider) to send your , type the ID of the SMTP SMTP Setup Window server used by the ISP. See Appendix A for IDs that apply to common ISPs. If you do not knwo this information contact your system administrator or ISP. 5. Type your name and address on the Sender Name and Address line respectively. 6. Select the POP3 (Incoming ) tab to display the following window, which allows you to enter setup data for incoming If your PC is connected to a network, type the ID of the network server that receives on the POP3 Server line. If you use an ISP (Internet Service Provider) to send your , type the ID of the POP3 server used by the ISP. See Appendix POP3 Setup Window A for IDs that apply to common ISPs. 8. Type your account ID on the POP3 Account line, and your password on both the Password and the Confirm Password line. 9. Click OK to complete this process. Using Walkabout Setup Options 31

35 Using Walkabout Setup Options Testing the Docking Station Cradle Connection Before you perform a synchronize operation to exchange voice files and data between your Quest Portable and PC, test the Docking Station s connection as follows: Note: You must insert your Quest Portable into the on top of the Docking Station before each synchronize operation. 1. Select Tools from the Walkabout Desktop menu bar. 2. Choose Test Docking Station Connection from the Tools menu. 3. If the Docking Station is powered up and properly connected to your PC, the following message will appear. Click OK to continue operating the Walkabout Desktop software. Cradle Test Successful Message 4. If the Docking Station is not powered up and/or connected to your PC, the following message will appear. Click OK and perform the procedure in the section Installing the Docking Station to make sure that the Docking Station is properly installed, then repeat this procedure to re-test the cradle connection. Cradle Error Message 32

36 Using the Walkabout Voice Recorder All the basic Walkabout Desktop functions (i.e., Voice Folders, Voice , and Organizer) allow you to record and edit voice files. Before you start to use these functions, check the settings entered for the Walkabout Voice Recorder and attempt to record a voice file to verify that this Walkabout feature is operating correctly. Note: To record a voice file using the Walkabout Voice Recorder, you must have a microphone properly connected to your PC. Checking Audio Settings Check the settings for the Walkabout Voice Recorder as follows: 1. When the initial Walkabout Desktop screen appears as shown below, select any Voice Folder (e.g., Folder1). Using the Walkabout Voice Recorder Initial Walkabout Desktop Screen 2. The red circle on the New voice file button should now be illuminated on the toolbar. Click this button. 33

37 Using the Walkabout Voice Recorder 3. The Walkabout Voice Recorder window will appear: Walkabout Voice Recorder Window 4. Select Tools-Show Properties to request the following Audio Settings window for the Voice Recorder: Audio Settings Window 5. Only the PCM Record Format is currently available. Choose a setting under Record Attributes to change the sampling rate for the recorded audio (higher rate = larger files). The Play Rate slider 34

38 is usually not available, but the Forward Speed and Reverse Speed sliders allow you to adjust the speed of the Fast Forward and Rewind controls. Note: Unless you have the separate Dictaphone Boomerang(r) sound recording product, you do not have to select the Handmic or Foot Control tab on the Audio Settings window. Also, unless you record voice files using another type of software and import the files into the Walkabout system, you do not have to select Tools-Show File Formats on the Walkabout Voice Recorder window to change the wave format settings used to play back voice files. Recording a Voice File You may use the Walkabout Voice Recorder to record a voice file as follows: 1. Click the Record button on the Voice Recorder window. 2. When you are finished recording, click Stop. 3. Select File-Save to save the voice file. Notice that the file ID assigned by the Walkabout system is displayed at the bottom of the Voice Recorder window. Note: Move your cursor over the Voice Recorder buttons to view yellow tool tips displaying the function of each button. You may use the Goto End button to go to the end of a recording and click Play to add more voice data to the recording, place Cue marks on the recording, Rewind, Fast Forward, etc. Using the Walkabout Voice Recorder 35

39 Using Walkabout Voice Folders Using Walkabout Voice Folders Voice folders allow you to organize your voice recordings and messages for easy review and access. The Walkabout Desktop software provides 14 Voice Folders for managing voice files transferred from your Quest Portable, or recorded directly to your PC using the Walkabout Voice Recorder. Accessing Voice Folders Data Before you begin any of the other procedures in this section, you may view the Voice Folders data for your user account as follows: 1. Verify that your user name appears at the bottom of the screen. If it does not, click the Tools-Users menu option and Select your user name from the Users window. 2. If Voice Folders data is not listed on the Walkabout Desktop screen, select Voice Folders on the listbar, then click the Voice Folders icon on the listbar to request a screen similar to the following sample: Sample Voice Folders Display Renaming Voice Folders 1. Select or highlight any Voice folder. 2. Select File from the Walkabout Desktop menu bar. 36

40 3. Choose Rename Folder from the File menu. 4. Type the new name for the folder and press the Enter key. Adding a New Voice File 1. Select a Voice Folder. 2. Select the New voice file button on the toolbar. 3. When the Walkabout Voice Recorder window appears, click the Record button (similar to the button displayed above) to record the voice file, then select File-Save to save the file. 4. After you exit from the Walkabout Voice Recorder window, the new file will be listed under the selected Voice Folder. Note: See Using the Walkabout Voice Recorder for more information describing how to operate the Walkabout Voice Recorder. Playing a Voice File 1. Select the Voice Folder containing the voice file that you want to play. 2. When the contents of the Voice Folder appear, highlight the file. 3. Select the Play voice file button on the toolbar. 4. The Walkabout Voice Recorder window will appear and immediately play the voice file. 5. Exit from the Walkabout Voice Recorder. Copying a Voice File 1. Select the Voice Folder containing the file you want to copy. 2. When the files in the Voice Folder appear, select the file. 3. Select the Copy voice file button on the toolbar. 4. When the Copy voice file to dialog box appears, click the down arrow on the Save in: line to view the data folders on your PC, select a destination folder for the copied file, and click the Save button. Moving a Voice File 1. Select the Voice Folder containing the file you want to move. 2. When the files in the Voice Folder appear, select the file. 3. Select the Move voice file button on the toolbar. Using Walkabout Voice Folders 37

41 Using Walkabout Voice Folders 4. When the Move voice file to dialog box appears, click the down arrow on the Save in: line to view the data folders on your PC, select a destination folder for the file, and click the Save button. Deleting a Voice File 1. Select the Voice Folder containing the file you want to delete. 2. When the files in the Voice Folder appear, select the file. 3. Select the Delete voice file button on the toolbar. 4. When the delete confirmation prompt appears, click Yes to delete the selected voice file. Emptying a Voice Folder 1. Select the Voice Folder that you want to empty of the existing voice files. 2. Select Voice Files from the Walkabout Desktop menu bar. 3. Choose Empty Voice Folder from the Voice Files menu. 4. When the confirmation prompt appears, click Yes to empty the selected voice folder. Sending a Voice 1. Select the Voice Folder containing the voice file that you want to send in an message. 2. When the files in the Voice Folder appear, select the file. 3. Select the Send voice button on the toolbar. 4. A Send Voice window will appear: 38 Send Voice Window with Sample Entries

42 5. The Address List contains the names of everyone identified under Addresses in the Organizer function. Click the down arrow on this line to view more names. Select any name and click Add to add the specified Name and Address to the Current Recipients box. 6. After you select recipients for the voice , type any information in the Subject and Message Text box. 7. Click the Send button and the software will immediately use the current service on your PC (defined using the Setup options) to send the message. Note: To each recipient, the will appear as a text with a.wav file attachment that may be played using any standard PC multimedia utility or the Walkabout Voice Recorder. Using Walkabout Voice Folders 39

43 Using Walkabout Voice Using Walkabout Voice After you record voice on your Quest Portable and transfer the messages to your PC, the Walkabout Desktop software will use your PC s service to send each message to the appropriate recipients. Checking Sent Items You may check the voice sent by the software as follows: 1. Verify that your user name appears at the bottom of the screen. If it does not, click the Tools-Users menu option and Select your user name from the Users window. 2. To view your voice data, select Voice on the listbar, then click the Sent Items icon on the listbar to request the following screen: Sample Voice Sent Items Display 40 Note: On this screen, the user checked the first voice item that was not sent successfully (as indicated by the cross mark) and the third item sent successfully (as indicated by the check mark). The first item could be re-sent as described in the next section.

44 Re-sending a Voice When you check the sent voice items as described in the previous section, any item not successfully sent (as indicated by the red cross mark) can be re-sent as follows: 1. Select the item line listing the recipient s name and address. 2. Select the Send voice button on the toolbar. 3. The Send Voice window (illustrated in the previous Sending a Voice section) will appear with all the appropriate entries filled in, including the recipient s Name and Address, and the current Subject and Message Text. You may change any of this information, then press Send to re-send the voice item. 4. After the item is sent, click the Close button on the Send Voice window. Playing a Voice Item 1. Select the voice item that you want to play. 2. Select the Play voice file button on the toolbar. 3. The Walkabout Voice Recorder window will appear and immediately play the voice item. 4. Exit from the Walkabout Voice Recorder. Note: See Using the Walkabout Voice Recorder for more information describing how to operate the Walkabout Voice Recorder. Copying a Voice Item 1. Select the voice item that you want to copy. 2. Select the Copy voice file button on the toolbar. 3. When the Copy voice file to dialog box appears, click the down arrow on the Save in: line to view the data folders on your PC, select a destination folder for the copied file, and click the Save button. Deleting a Voice Item 1. Select the voice item that you want to delete. 2. Select Voice from the Walkabout Desktop menu bar. 41 Using Walkabout Voice

45 Using Walkabout Voice 3. Choose Delete Voice from the Voice menu. 4. When the delete confirmation prompt appears, click Yes to delete the selected voice item. Emptying the Sent Items Folder 1. Select Voice from the Walkabout Desktop menu bar. 2. Select Empty Sent Items Folder from the Voice menu. 3. When the confirmation prompt appears, click Yes to empty the Sent Items folder. 42

46 Using the Walkabout Organizer The Organizer function allows you to maintain your address book, calendar appointments, and to-do tasks on your PC, and synchronize this data with any organizer information entered on your Quest Portable. You may also add a voice attachment to any address, appointment, or to-do task. Managing Addresses Before you begin the procedures described in this section, you can access the address data for your user account as follows: 1. Verify that your user name appears at the bottom of the screen. If it does not, click the Tools-Users menu option and Select your user name from the Users window. 2. Select the Organizer entry on the listbar, then click the Addresses icon on the listbar to request the following screen: Using the Walkabout Organizer Sample Addresses Screen Add a New Address 1. Select the New address record button on the toolbar. 2. Enter the address information for the new record on the right 43

47 Using the Walkabout Organizer side of the screen. You are only required to enter data in the Last Name field. 3. Select the Save Record button on the toolbar. Note: You may add a voice attachment to any address as described in the Handling Voice Attachments section. Edit an Address 1. If necessary, select one of the alphabet buttons to view the appropriate name. 2. Highlight the name associated with the address data that you want to edit. 3. Select the Edit address record button on the toolbar. 4. Modify any field (from Last Name to Comments) listed on the right side of the screen. 5. Select the Save Record button on the toolbar. Note: If you do not want to save your changes, press the [Esc] key on your keyboard. Delete an Address 1. If necessary, select one of the alphabet buttons to view the appropriate name. 2. Highlight the name associated with the address data that you want to delete. 3. Select the Delete Record button on the toolbar. 4. When the delete confirmation prompt appears, click Yes to delete the selected address data. Managing Appointments You can also use the Walkabout Desktop software to organize all the appointments you recorded on the Quest Portable, or enter appointments directly on your PC. Before you begin any of the procedures described in this section, you may access the appointment data for your user account as follows: 1. Verify that your user name appears at the bottom of the screen. 44

48 If it does not, click the Tools-Users menu option and Select your user name from the Users window. 2. Select the Organizer entry on the listbar, then click the Appointments icon on the listbar to request the following screen: Using the Walkabout Organizer Sample Appointments Screen Note: This symbol is displayed on each day with one or more appointments. Click the left/right arrow directly below the monthly calendar to go back/forward one month. Click on any date to create or view appointments for that day. The appointments entered for the selected day are listed below the calendar. Add a New Appointment 1. Go to the correct calendar page and select a date to add an appointment for that day. 2. Select the New appointment record button on the toolbar. 3. Enter the time for the appointment; request an optional notification alarm; and type Subject, Location, and Description data. 45

49 Using the Walkabout Organizer 4. Select the Save Record button on the toolbar. Note: You may add a voice attachment to any appointment as described in the Handling Voice Attachments section. Appointment Alarms If you request a notification alarm for an appointment and the Walkabout Desktop software is active on your PC, a window similar to the following sample will appear at the specified notification interval before the appointment, and sound an audible alarm. Click OK to close the window. Edit an Appointment Sample Appointment Alarm Window Go to the correct calendar page and select the date listing the appointment that you want to edit. 2. Highlight the appointment that you want to edit. 3. Select the Edit appointment record button on the toolbar. 4. Modify any field highlighted on the right side of the screen. 5. Select the Save Record button on the toolbar.

50 Note: If you do not want to save your changes, press the [Esc] key on your keyboard. Delete an Appointment 1. Go to the correct calendar page and select the date listing the appointment that you want to delete. 2. Highlight the appointment that you want to delete. 3. Select the Delete appointment record button on the toolbar. 4. When the delete confirmation prompt appears, click Yes to delete the selected appointment. Managing To-do Tasks The To-do feature allows you to organize tasks that you need to do, assign priorities to them, and enter the dates on which you should complete the tasks. Before you begin the procedures described in this section, you may access the to-do task data for your user account as follows: 1. Verify that your user name appears at the bottom of the screen. If it does not, click the Tools-Users menu option and Select your Using the Walkabout Organizer Sample To-dos Screen 47

51 Using the Walkabout Organizer user name from the Users window. 2. Select the Organizer entry on the listbar, then click the To-dos icon on the listbar to request the following screen: Add a New To-do Task 1. Select the New to-do record button on the toolbar. 2. Identify the task on the Subject line, use the left/right arrows to select a Priority for the task, click the down arrow on the Due Date line to select a date from the monthly calendar, and enter a Description of the task. 3. Select the Save Record button on the toolbar. Note: You may add a voice attachment to any to-do task as described in the Handling Voice Attachments section. Edit a To-do Task 1. Highlight any to-do task. 2. Select the Edit to-do record button on the toolbar. 3. Modify any field highlighted on the right side of the screen. 4. Select the Save Record button on the toolbar. Note: If you do not want to save your changes, press the [Esc] key on your keyboard. Delete a To-do Task Highlight any to-do task. 2. Select the Delete to-do record button on the toolbar. 3. When the delete confirmation prompt appears, click Yes to delete the selected to-do task. Handling Voice Attachments You can easily add a voice attachment to any address, appointment, or to-do task displayed on a Walkabout Desktop screen. After you create a voice attachment, you can also play, edit, or delete the attachment. Note: See Using the Walkabout Voice Recorder for detailed information describing how to operate the Walkabout Voice

52 Recorder. Add a New Voice Attachment 1. Highlight the address, appointment, or to-do task where you would like to add the voice attachment. 2. Select the New Voice Attachment button on the toolbar. 3. When the Walkabout Voice Recorder window appears, click the Record button (similar to the button displayed above) to record the voice attachment, then select File-Save to save the voice attachment file. 4. Exit from the Walkabout Voice Recorder window. 5. A speaker icon should appear next to the highlighted address, appointment, or to-do task to indicate that a new voice attachment has been added to the item. Play a Voice Attachment 1. Highlight the address, appointment, or to-do task with the voice attachment that you want to play. 2. Select the Play Voice Attachment button on the toolbar. 3. The Walkabout Voice Recorder window will appear and immediately play the voice attachment. 4. Exit from the Walkabout Voice Recorder. Using the Walkabout Organizer Edit a Voice Attachment 1. Highlight the address, appointment, or to-do task with the voice attachment that you want to edit. 2. Select the Play Voice Attachment button on the toolbar. 3. The Walkabout Voice Recorder window will appear and immediately play the voice attachment. 4. You may now use the various controls on the Walkabout Voice Recorder to add more voice data, erase voice data, add cue marks, etc. 5. Exit from the Walkabout Voice Recorder. 49

53 Using the Walkabout Organizer Copy a Voice Attachment 1. Highlight the address, appointment, or to-do task with the voice attachment that you want to copy. 2. Select the Copy Voice Attachment To... button on the toolbar. 3. When the Copy voice file to dialog box appears, click the down arrow on the Save in: line to view the data folders available on your PC, select a destination folder for the copied voice attachment, and click the Save button. Delete a Voice Attachment 1. Highlight the address, appointment, or to-do task with the voice attachment that you want to delete. 2. Select the Delete Voice Attachment button on the toolbar. 3. When the delete confirmation prompt appears, click Yes to delete the highlighted voice attachment. 50

54 Synchronizing Voice/Data Files The Walkabout Sync Manager synchronizes the exchange of data between your Quest Portable and PC. You may set up the exchange of voice files, voice , and/or organizer data as described in the previous section Defining Data Transfer Options. In addition, the Sync Manager can synchronize the transfer of voice files and voice between a voicedata card inserted into the Walkabout Docking Station and your PC, as described in the following Synchronizing Voice Files on a Voicedata Card section. Using the Walkabout Sync Manager with Microsoft Outlook If you selected Microsoft Outlook as your organizer tool, perform the following steps to set up the Sync Manager before you begin to transfer data between your Quest Portable (or a Voicedata S card) and your PC. Note: You may skip this procedure if you selected the Walkabout Desktop software as your organizer tool. In this case, the Sync Manager will start up automatically and display messages at the bottom of the screen during each data synchronize operation. 1. Click Start on the Windows taskbar. 2. Select Programs from the Start menu. 3. Select the Walkabout Desktop program from the Programs menu. 4. Click the Sync Manager icon to start the Sync Manager software. 5. The Walkabout Sync Manager screen will appear as shown below. Synchronizing Voice/Data Files Walkabout Sync Manager Screen 51