Walkabout 5210 Digital Recorder

Transcription

1 User Guide Walkabout 5210 Digital Recorder Versions and INTEGRATED VOICE SYSTEMS

2 Giving New Meaning to Voice...

3 User Guide Walkabout 5210 Digital Recorder Versions and 1.1.2

4 Trademarks Dictaphone and Walkabout are trademarks or registered trademarks of Dictaphone Corporation. Other names and trademarks referenced herein are trademarks or registered trademarks of their respective owners. Copyright Notice This manual is copyrighted and all rights are reserved by Dictaphone Corporation. 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, 3191 Broadbridge Avenue, Stratford, CT Copyright 2003 Dictaphone Corporation. All rights reserved. Disclaimer Dictaphone Corporation 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 referred to herein, Dictaphone makes no warranty, express or implied, with respect to the quality, correctness, reliability, currentness, accuracy, or freedom from error of this document or the product or products referred to herein and specifically disclaims any implied warranties of merchantability and fitness for any particular purpose. Dictaphone 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 does not constitute an endorsement by Dictaphone of that product. Visit Dictaphone Corporation on the Web at L /2003

5 Revision History DOCUMENT NUMBER SOFTWARE VERSION DESCRIPTION DATE L Initial Release 09/2003 L Updated with several minor items 10/2003 Published by Dictaphone Corporation Stratford, Connecticut, USA The Customer Documentation Team strives to provide our customers with high quality printed and on-line documentation for all Dictaphone products. If you have comments or suggestions as to how we can improve our documentation for your use, please us at:

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7 Contents Walkabout 5210 Recorder Introduction and Features Items included with your Recorder Optional Accessories Care and Handling About the Walkabout Getting Started Inserting Batteries Charging Rechargeable Batteries MultiMedia Card Switching the Walkabout 5210 On Safety Lock Recording Creating a Dictation Pausing/Ending a Dictation Editing a Dictation Playing Back a Dictation Selecting a Dictation Controlling the Volume Adjusting the Speed Deleting Dictations Menu Functions Typist Dictation Type Group Reference Number Voice Activation Microphone Sensitivity i

8 Walkabout 5210 User Guide PC Microphone Power Off Dictation Counter Version Reset All Format Card Language Walkabout Transfer Communication with the PC About Walkabout Transfer Installing Walkabout Transfer Installing the Software Verifying the Installation Using Walkabout Transfer Playing Dictations Play Info Window Display Sorting Dictation Files Saving Your Settings Accessing Walkabout Transfer Functions Toolbar Icons Keyboard Shortcuts Menu Commands Configuration Updating the PC Software Changing Accompanying Note Settings in the Recorder Viewing Recorder Configuration Information Updating the Recorder Firmware Warranty, Service, and Sales Warranty for the USA Support for the USA Index ii

9 Walkabout 5210 Recorder Introduction and Features The Dictaphone Walkabout 5210 is a portable digital recorder that has been developed for use as a system component with the Walkabout Write transcriber workstation. The Walkabout 5210 interfaces with your PC using the Walkabout Transfer software. To simplify the revision and editing of recordings, the recorder has functions such as the insertion or deletion of text passages. Using a PC, dictations can be transmitted over a network. Items included with your Recorder Walkabout Transfer PC software Walkabout 5210 firmware USB cable Batteries MultiMediaCard (1MB provides up to 10 minutes recording capacity) Pouch Optional Accessories External microphone: any commercial microphone with Ø 3.5 mm jack plug can be used. The built-in microphone is automatically disconnected when an external microphone is connected. External headphone: any commercial mono or stereo earphone or headset with Ø 3.5 mm jack plug can be used. Impedance: min. 32 Ω The volume level at the headphone connector is limited to 85 db (A) (with 32 Ω headphone). The built-in loudspeaker is automatically switched off when an external headphone is connected. 1

10 Walkabout 5210 User Guide Power supply unit: any commercial power supply unit with Ø 2.5 mm mono jack plug can be used. Rechargeable batteries: 2 AA size, 1.5V Care and Handling In order to assure that the Walkabout 5210 will provide you with good service for a long time to come, it is important that you observe the following points: This digital portable recorder has been designed for the recording and playback of voice. Make absolutely sure that the machine is protected against dampness (rain, water splashes, and so on). Do not place the recorder close to heat or in direct sunshine. Open only the cover of the battery compartment. (The manufacturer has no liability for damage resulting from unauthorized tampering.) Use only a dry cloth for cleaning. Never use chemical cleaning agents. Environmental Protection The batteries must not be disposed of in the normal refuse. Used batteries must be taken to an old battery collection point and disposed of properly. MultiMediaCard Do not expose the electrical contacts at the bottom side of the MultiMediaCard (MMC) to strong mechanical stress. The cards are insensitive to dirt and moisture but must nevertheless be placed into the machine in dry and proper condition. Note: Never remove the MultiMediaCard during recording or during data transfer to or from a PC. This could result in the loss of data. This product complies with the EC regulations 89/336/CEE, 73/23/CEE, 93/68/CEE. 2

11 About the Walkabout 5210 About the Walkabout 5210 Top, Front, and Bottom of the Recorder 3

12 Walkabout 5210 User Guide Back and Left sides of the Recorder Screen display detail 4

13 Getting Started Getting Started Inserting Batteries To insert batteries in your Walkabout 5210 recorder: 1. Switch off the recorder. 2. Open the battery compartment. 3. Insert the batteries (2 AA size, 1.5 V, standard or rechargeable), observing the correct polarity. Warning: Never place a standard battery together with a rechargeable battery in the battery compartment. This can destroy the battery and the recorder. Notes: If the batteries are weak, you hear a signal (not when recording). The battery symbol in the right top corner of the display flashes (alternately with the voice activated code and microphone sensitivity designation if applicable). You will have a few minutes until the recorder switches off automatically. You hear another audible signal and the display shows Low battery, Shutting down before it turns off. If the AC Adapter unit is connected to the recorder, but not to the power supply, the machine is automatically switched off. You need not switch off the machine by disconnecting the adapter to save the batteries. Charging Rechargeable Batteries Rechargeable batteries can be recharged in their own recharging unit or in the recorder. To recharge batteries in the recorder: 1. Switch off the recorder. 2. Plug the power supply into a wall outlet. 5

14 Walkabout 5210 User Guide 3. Plug the power supply cord into the 3V socket on the recorder. The charging indication is displayed after a short time. The empty rechargeable batteries are recharged after approximately three hours at which time the charging indication disappears. 4. Disconnect the power supply from the wall outlet and remove the plug from the 3V socket on the recorder. Notes about rechargeable batteries: New rechargeable batteries might not reach full capacity until they have been recharged several times. For this reason the operating time for new rechargeable batteries is a maximum of 3 hours. When the batteries are fully charged, you can use the recorder up to 7 hours. To preserve the life of rechargeable batteries, you should always switch off the recorder when the dictation is complete. When the rechargeable batteries are empty, a warning beep sounds; the recorder switches off immediately. If, after the recorder has automatically switched off, you switch it back on again without plugging in the power supply, or if the rechargeable batteries have not been recharged, your saved dictations may be permanently lost. If the rechargeable batteries are completely recharged, a brief warning beep (rechargeable battery/battery warning) sounds after 7 hours operating time. During recording mode, operation automatically switches over to play mode. The battery symbol flashes on the display. You are able to dictate for a few minutes before the recorder automatically switches off. We recommend either starting the charging process after the warning beep or use the power supply to operate the recorder. 6

15 Getting Started The rechargeable batteries will not be charged if the recorder has been switched on and connected to the power supply because the recorder is no longer using battery power. The recorder's operating system is shut down when it is switched off. Sufficient power must still be available for this purpose. MultiMedia Card To insert the MultiMediaCard into your Walkabout 5210 recorder: 1. Position the card as shown on the rear of the recorder as well as in the figure to the right. 2. Gently insert the card into the slot, pressing only until the card is seated. You can use any commercial MultiMediaCards of any capacity as long as they are a compatible size. MultiMediaCards must be formatted using the Format card menu function (see page 22). Formatting the card as a removable disk drive on the PC does not result in a compatible format for the Walkabout

16 Walkabout 5210 User Guide Switching the Walkabout 5210 On To turn the recorder on the first time: 1. Press and hold the ON/OFF button until the display is illuminated. The software is loaded. 2. Select the language you want to use, by pressing the up or down button and then pressing OK to select, for example, English. The recorder is ready for use. To turn the recorder on any other time: Press and hold the ON/OFF button until the display is illuminated. The recorder is ready for use. To turn the recorder off: Press and release the ON/OFF button. The display goes dark and the recorder is off. Safety Lock You can lock the recorder so that it cannot be turned on inadvertently. If the safety lock is activated, the message Keys locked appears in the display. If the machine is switched on inadvertently (for example, when carrying it in a pocket), it is switched off automatically. To engage the safety lock: Push the HOLD To disengage the safety lock: Push the HOLD slide-switch up. slide-switch down. 8

17 Recording Recording Note: The figure at the right shows the optimum position of the recorder. The high-quality microphone also allows for recordings over greater distances (for example, in a conference room). Creating a Dictation To create a new dictation: 1. Set the slide switch on the right side of the recorder to STOP. 2. Press the NEW button. The Walkabout 5210 creates a new dictation with the next (higher) index number. The red recording indicator flashes and the message Record Stop appears in the display. 3. Set the slide-switch to START. The recording indicator is lit permanently and the message Record Start appears in the display Pausing/Ending a Dictation To pause a dictation: Set the slide-switch to STOP. The recording indicator flashes and the message Record Stop appears in the display. To end a dictation: Move the slide-switch briefly to REW or F.FWD and release. OR Press the red recording button. Stop appears in the display. 9

18 Walkabout 5210 User Guide Editing a Dictation Note: You can add text to a recording at the current dictation position or add text to the end of the dictation. To edit (add text to the end of) a dictation: 1. Select the dictation to which you want to add text using the up/down button below DICT on the display. 2. Set the slide-switch to STOP. 3. Press the red recording button. Record Stop appears in the display. 4. Set the slide-switch to START and speak the new text. Record Start appears in the display. 5. Set the slide-switch to STOP when you are finished. 6. Press the red recording button or move the slideswitch briefly to REW or F.FWD and release. Recording stops. Note: If you turn the recorder off with the ON/OFF button during dictation, and then switch it on again with the ON/OFF button, you can resume the dictation automatically from its end by pressing the recording button. To insert text into the current position of a recording: 1. Use the REW or F.FWD buttons to find the location where you want to add text. 2. Press the red recording button. Record Stop appears in the display. 3. Press the INS button. Insert Stop appears in the display. 4. Set the slide-switch to START and speak the text to be inserted. Insert Start appears in the display. 5. Set the slide switch to STOP. 6. Press the red recording button or briefly move the slide-switch to REW or F.FWD. Recording stops. 10

19 Playing Back a Dictation Playing Back a Dictation Selecting a Dictation To select a dictation for playback: 1. Select the dictation using the up/down button below DICT on the display. 2. Set the slide-switch to START. Start appears in the display and the dictation plays back from the beginning. At the end of the dictation, End appears in the display. Note: If you switch the recorder off with the ON/OFF button, you can resume playback at the previous position by switching the machine on again with the ON/OFF button. To fast skip to the beginning or end of a dictation 1. Set the slide-switch to START. 2. Briefly press the right function button to skip alternately to the END or beginning (HOME) of the dictation. Controlling the Volume To control the volume of playback: Press the up/down button below VOL on the display during playback. Adjusting the Speed To use the fast playback feature: 1. Press the 1.5 button that is displayed during normal playback. The dictation plays back at about 1.5 times the normal speed. 2. To return to the normal playback speed, press the 1.0 button that is displayed during fast playback. To fast forward or rewind a dictation: Set the slide-switch to REW or F.FWD. Rew appears in the display for rewind and F.Fwd appears for fast forward. 11

20 Walkabout 5210 User Guide Deleting Dictations To delete a complete dictation: 1. Select the dictation using the up/down button below DICT on the display. 2. Press the MENU button. Delete appears at the top of the menu in the display. 3. Press the OK button. Delete DICT002? appears in the display. 4. Press the OK button to delete or press the ESC button to cancel. Note: If you want to delete several dictations, connect the recorder to your PC then use the Walkabout Transfer program to delete the dictations. After deleting all dictations, administration data created by the Walkabout 5210 remains stored on the MultiMediaCard, meaning that the entire nominal memory space on the card is not available. To delete part of a dictation: 1. Select the dictation using the up/down button below DICT on the display. 2. Press the MENU button. Delete appears at the top of the menu in the display. 3. Press the OK button. 4. Press the PART button. 5. Use the playback functions to locate the beginning of the portion you want to delete. 6. Press the MARK1 button. 7. Use the playback functions to locate the end of the portion you want to delete. 8. Press the MARK2 button. 9. Press the DEL button. You see the message Delete [ ]? in the display. 10. Press the OK button to delete or the ESC button to cancel. 12

21 Menu Functions Menu Functions When you press the MENU button, you can select from the following functions: Function Description Delete Deletes all or part of a dictation, see page 12. Typist Dictation type Group No./Ref Selects the name of the typist to whom the dictation is sent (from up to three choices), see page 14. Selects the work type of the dictation (from up to ten choices), see page 15. Selects the group, category, or department for the dictation (from up to ten choices), see page 16. Indicates the reference number (for example, client number) associated with the dictation, see page 17. Voice Activ. Engages or disengages voice activation, see page 18. Mic. sensitivity Adjusts the microphone sensitivity, see page 18. PC microphone Used with voice recognition, see page 18. Power off Controls automatic and manual switching, see page 19. Dictation counter Resets the dictation counter to 0, see page 20. Version Reset all Displays the software version installed on the recorder, see page 20. Resets the entire recorder to factory settings and formats the MultiMediaCard, see page 21. Format card Formats the MultiMediaCard, see page 22. Language Selects the display language, see page 22. You use the up/down button to locate a particular menu item and press the OK button to select or the ESC button to cancel. The current setting is highlighted by a dark background. Each function is described in detail on the following pages. 13

22 Walkabout 5210 User Guide Typist The Typist function allows you to select the typist/transcriptionist who is to type the dictation.the name, initials, or number of up to three typists must be set up in the Walkabout Transfer PC software (see Update Tab on page 42) and uploaded to the recorder before it is available on the recorder s menu. You can then use the up/ down arrows to select a Typist when starting a new dictation, or the Typist can be preset for all dictations by selecting the TR auto option. To select a Typist: 1. Use the up/down button to select the menu item Typist. 2. Press the OK button. 3. Select TR on and press OK to choose a typist for this dictation and select the typist s name or code from the list. OR Select TR auto and press OK to choose a typist for this dictation and select the typist s name or code from the list. TR auto sets this typist as the default that will be automatically selected for all subsequent dictations. You will no longer be asked to select a typist when starting each new dictation. OR Select TR off and press OK to have each new dictation begin with no typist associated with it. You can enter the typist information through Walkabout Transfer when you are finished dictating. 4. Press the OK button. 14

23 Menu Functions Dictation Type The Dictation type function allows you to associate the name or number of a work type with your dictation. The work type you select might be used to indicate the format you want used for the dictation (for example, fax, letter, and so on). You can have as many as ten different dictation types listed. The dictation type information must be set up in the Walkabout Transfer PC software (see Dictation Types and Groups Tab on page 42) and uploaded to the recorder before it is available on the recorder s menu. You can then use the up/down arrows to select a Dictation type when you start each new dictation, or the Dictation type can be preset for all dictations by selecting the DT auto option. To select a Dictation type: 1. Use the up/down button to select the menu item Dictation type. 2. Press the OK button. 3. Select DT on and press OK to choose a dictation type for this dictation from the list. OR Select DT auto and press OK to choose the document type that you want to set as the default for this dictation and for all subsequent dictations. You will no longer be asked to select a dictation type when starting each new dictation. OR Select DT off and press OK to have each new dictation begin with no dictation type associated with it. You can enter the type information through Walkabout Transfer when you are finished dictating. 4. Press the OK button. 15

24 Walkabout 5210 User Guide Group The Group function allows you to associate a name or number with your dictation. You might use this designation to indicate the source group for the dictation (such as Purchasing, Development, Finance, and so on) or to indicate the way the report will be filed (such as full distribution, department distribution, and so on). You can have as many as ten different groups listed. The group information must be set up in the Walkabout Transfer PC software (see Dictation Types and Groups Tab on page 42) and uploaded to the recorder before it is available on the recorder s menu. You can then use the up/down arrows to select a Group when you start each new dictation, or the Group can be preset for all dictations by selecting the GR auto option. To select a Group: 1. Use the up/down button to select the menu item Group. 2. Press the OK button. 3. Select GR on and press OK to choose a group for this dictation from the list. OR Select GR auto and press OK to choose the group that you want to set as the default for this dictation and for all subsequent dictations. You will no longer be asked to select a group when starting each new dictation. OR Select GR off and press OK to have each new dictation begin with no group associated with it. You can enter the group information through Walkabout Transfer when you are finished dictating. 4. Press the OK button. 16

25 Menu Functions Reference Number The No./Ref function allows you to associate a reference number with a dictation. You might use this function to add a case number or client number to the file. You can enter up to 16 characters in one reference number. The reference number can be entered when you start each new dictation, or the reference number can be preset for all dictations by selecting the NR auto option. To add a reference number: 1. Use the up/down button to select the menu item No./ Ref. 2. Press the OK button. 3. Select NR on and press OK to enter a reference number for this dictation. OR Select NR auto and press OK to enter a reference number that you want to set as the default for this dictation and for all subsequent dictations. OR Select NR off and press OK to have each new dictation begin with no reference number associated with it. You can enter the reference information through Walkabout Transfer when you are finished dictating. 4. Press the OK button. 5. Use the up/down button to select the first letter you want to use and press OK. 6. Use the up/down button to select the second letter you want to use and press OK. 7. Continue in this fashion until you have entered the reference number you want to use for this dictation. Note: To select numbers or special characters, choose the arrow and press OK. Select the number you want to use and press OK. To return to the list of letters, choose the arrow. Choose the back arrow to delete the previous character. 8. When you have finished selecting the letters and numbers, click END. 17

26 Walkabout 5210 User Guide Voice Activation If you activate the Voice activ. function, recording is interrupted when you pause speaking and resumed when you begin speaking again. To use the voice activated feature: 1. Use the up/down button to select the menu item Voice activ. 2. Press the OK button. 3. Use the up/down button to select VA off or VA on. 4. Press the OK button. Microphone Sensitivity If you switch the Mic. sensitivity function to Conference, the microphone records at low voice levels, for example, when it is placed on a conference table during a meeting. To adjust microphone sensitivity: 1. Use the up/down button to select the menu item Mic. sensitivity. 2. Press the OK button. 3. Use the up/down button to select Dictation or Conference. 4. Press the OK button. PC Microphone You can use the Walkabout 5210 as a PC microphone to train a speech-recognition system for your use or to make dictations directly to a speech-recognition system. To use the Walkabout 5210 as a PC microphone: 1. Using a cable fitted with two 3.5 mm mono jack plugs at either end, connect the Walkabout 5210 headphone socket to the PC s sound card. 18

27 Menu Functions 2. Use the up/down button to select the menu item PC microphone. 3. Press the OK button. You see the message Activate PC microphone? in the display. 4. Press the OK button.you see the message PC microphone mode in the display. 5. Use the up/down button below VOL on the display to adjust the recording level. 6. To start dictating, press the Start/Stop button on the recorder. 7. Press the Start/Stop button again to interrupt the connection with the PC sound card. In doing so, you prevent the speech-recognition system from recording disturbing noise. 8. Press the ESC button to resume the normal recording mode. Power Off Using the Power off function, you can indicate whether the recorder switches off automatically after a few minutes, or must be switched off manually. To use the Power off feature: 1. Use the up/down button to select the menu item Power off. 2. Press the OK button. 3. Use the up/down button to select after 10 min, after 20 min, after 30 min, or manually. 4. Press the OK button. 19

28 Walkabout 5210 User Guide Dictation Counter Using the Dictation counter function, you can reset the dictation counter. The dictation counter can count from DICT001 to DICT999. Tip: You should not reset the counter too often so as to avoid conflicts with dictations having the same name when they are stored on the PC. To reset the dictation counter: 1. Use the up/down button to select the menu item Dictation counter. 2. Press the OK button. You see the message Reset dictate count? in the display. 3. Press the OK button. The next new dictation then has the lowest free number (for example, if there are currently four dictations stored on the MultiMediaCard, the next number is DICT005). Version Using the Version function, you can determine the version number of the recorder s software. To determine the software version installed on your Walkabout 5210 recorder: 1. Use the up/down button to select the menu item Version. 2. Press the OK button. The display indicates: SW-Version or the recorder s software version # an abbreviated serial number (the complete number is on the type plate in the battery compartment) PCB# the number of the recorder s printed circuit board 3. Press the ESC button to remove this information from the display. 20

29 Menu Functions Note: For information about new software versions, click the Configuration icon in the left pane of the Walkabout Transfer software and select the Update Server tab. Reset All Using the Reset all function, you can restore the factory settings of the recorder. To reset the recorder to factory settings: 1. Use the up/down button to select the menu item Reset all. 2. Press the OK button. The display indicates: Reset settings and all dictations? 3. Press the OK button. Factory settings: Typist Automatic Dictation type Automatic Group Automatic No./Ref Automatic Voice Activation off Microphone sensitivity Dictation Power off after 10 min. Dictation counter DICT001 All dictations are erased; the card is formatted. The language selection option is displayed as it was the first time you switched on the recorder (see Switching the Walkabout 5210 On on page 8). 21

30 Walkabout 5210 User Guide Format Card Using the Format card function, you can format a MultiMediaCard. Any dictations on the card when you begin the format are erased. To format a MultiMediaCard: 1. Use the up/down button to select the menu item Format card. 2. Press the OK button. The display indicates Format card?. 3. Press the OK button. Notes: The Walkabout 5210 creates directories and files and stores administration data on the MultiMediaCard. For this reason, the entire nominal memory space on the card is not available. Do not format the MultiMediaCard as a removable disk using the format function of a PC. The resulting format is not compatible with the Walkabout 5210 recorder. Language Using the Language function you can select the language for all display functions. To select a language: 1. Use the up/down button to select the menu item Language. 2. Press the OK button. 3. Use the up/down button to select a language, for example, English. 4. Press the OK button. 22

31 Walkabout Transfer Communication with the PC About Walkabout Transfer You use the Walkabout Transfer software to transfer your Walkabout 5210 dictations to your PC. Using the Walkabout Transfer software, you can see a visual overview of your dictations, play dictations back through your PC s speakers, and transfer files to your typist/transcriptionist using your system. System Requirements for Walkabout Transfer With USB connection: Windows 98SE, 2000, or XP For connection: MAPI-compatible mail system (for example, Microsoft Outlook) To connect the recorder to the PC: 1. Double-click the Walkabout Transfer icon on the desktop to start the Walkabout Transfer program. 2. Connect the recorder to the PC with the USB cable provided. 3. Use the ON/OFF button to switch the recorder on and into PC mode.you can now transfer dictations from the recorder to the PC (see Edit > Move on page 37). During data transfer, the red recording indicator blinks. 4. When the red recording indicator stops blinking, the transfer is complete and you can disconnect the recorder from the PC. 23

32 Walkabout 5210 User Guide Warning: To correctly disconnect the recorder, you must first close the connection by right-clicking the USB icon in the task bar and selecting Unplug or Eject, highlighting the hardware devices and selecting Stop; otherwise the data transfer could be incomplete. When this is complete, you can turn off the recorder and unplug the USB cable. Do not transfer dictations when the recorder s batteries are low. This can cause the recorder to fail during transfer and the dictations can be lost. Note: Connect only one recorder at a time to the PC with the Walkabout Transfer software. If a second recorder is connected to a USB port on the PC, it is not recognized by the PC; that is, only one removable disk drive can be recognized by Windows at a time, regardless of the number of USB ports on the machine. 24

33 Installing Walkabout Transfer Installing Walkabout Transfer Note: You can find the latest information about the software in the README.TXT file on the installation CD. Installing the Software To install Walkabout Transfer on your PC: 1. Insert the installation CD into the CD drive. The Walkabout Transfer Setup window opens automatically. 2. Follow the on-screen directions to select a Language and accept the License Agreement. 3. Enter the serial number of your recorder, which is found in the battery compartment below the bar code. 4. Click Next. 5. Follow the instructions given in the next four windows - Information, Choose Destination Location, Select Program Folder, and Settings - to load the software and create a desktop icon. 6. Click Finish in the InstallShield Wizard Complete window. 25

34 Walkabout 5210 User Guide Verifying the Installation To verify the Walkabout Transfer installation: 1. Double-click the Walkabout Transfer icon on the desktop to start the Walkabout Transfer program. 2. If you are prompted for a password, enter the word user. The Walkabout Transfer main window opens. 3. Connect the recorder to the PC using the USB cable, switch the recorder on, and click the Dictations in dictation machine icon in the left-hand pane. The recorder s directory is shown. If the dictations stored on the card currently in the recorder are shown, the installation was successful. 4. You can now transfer dictations from the Walkabout 5210 to the PC. See Edit > Move on page

35 Using Walkabout Transfer Using Walkabout Transfer Playing Dictations You can play the dictations stored on the MultiMediaCard in the recorder or on the PC. To play a dictation through the PC s speakers: 1. Double-click the Walkabout Transfer icon on the desktop to start the Walkabout Transfer program. 2. Connect the recorder to the PC with the USB cable. 3. Take one of the following actions: Click the name of the dictation in the directory to highlight it and select File > Play. OR Double-click the name of the file in the directory of dictations. OR Right-click the name of the file in the list of dictations and select Play from the popup menu. You hear the dictation played through the PC speakers. Note: You can use the playback and positioning functions represented by the buttons in the small window located between the dictation directories of Walkabout Transfer. Play Info All Dictaphone recorders that are equipped with the Info function mark the Info in order to play it separately from the dictation. To hear the Info: 1. Click the Info button. You hear the Info included at the beginning of the dictation. 2. In order to hear further Info messages, for other dictations, click the Info button repeatedly. 27

36 Walkabout 5210 User Guide Window Display You can adjust the display of the Walkabout Transfer main window so only the Player Control is visible. To adjust the window display: 1. Click the Maximize button on the left of the Player Control. The menu bar, toolbar, and the main window display are removed. 2. To restore the original window with the menu bar, toolbar, and main window, click the Maximize button again. Sorting Dictation Files You can sort your list of dictations and show or hide any columns in the My Dictations directory and the Dictations in dictation machine directory in any way that you prefer. To sort your list of dictations: 1. Click the heading of a column to sort the data by that column. The data is sorted in ascending order by that column. 2. To reverse the sort order, click the column heading again. The data is sorted in descending order by that column. For example, click the Prio column to sort the dictations with the high-priority dictations (1, 2, 3) listed first. Click the Prio column again to sort the dictations with the low-priority dictations (16, 15, 14) listed first. To change the order of the columns: Click a column heading and drag the heading to the left or right to move the columns order. To change the size of a column: Click the vertical separator to the right of the column heading and drag the separator to the right to make the column wider or to the left to make the column narrower. 28

37 Using Walkabout Transfer To show or hide a column: 1. Right-click anywhere on the column heading bar. You see a drop-down list of all potential columns, with checks shown by those that are currently visible. If the name of the column is checked, the column is shown in the list of dictations. If the name of the column is not checked, the column is not displayed (hidden) in the list of dictations. 2. Click an entry in the list to display or hide the column. The display refreshes to reflect your choices. Saving Your Settings The sorting and appearance selections that you make are normally not retained. They are reset to the default settings as soon as you quit the program. Your individual settings can be retained through the General Settings dialog box. To retain your individual settings: 1. Select Settings > General Settings. The General Settings dialog box opens. 2. Check the Save individual sorting check box and your individual sorting and show/hide settings will be retained even after you quit the program. 3. Click OK to activate this setting. 29

38 Walkabout 5210 User Guide Accessing Walkabout Transfer Functions There are a number of different ways to access the functions available to you in Walkabout Transfer: All available functions are represented by clickable icons on the toolbar. (See Toolbar Icons on page 31.) All available functions can be implemented by using keyboard shortcuts. (See Keyboard Shortcuts on page 32.) All available functions are active in the menus (that is, they appear in bold type). (See Menu Commands on page 33.) All available functions appear on a popup menu, which is accessed by right-clicking on a dictation name in the list. If there are dictations in the My Dictations list, most functions are available. 30

39 Accessing Walkabout Transfer Functions Toolbar Icons The most important functions in Walkabout Transfer can be carried out by clicking the corresponding icon in the tool bar. Hover the mouse pointer over a symbol to see its function (tool tip). Follow the procedures listed under Menu Commands beginning on page 33 that correspond to the toolbar functions (for example, for the Save dictation button, see File > Save as on page 34). Display help Move selected to dictation machine Move selected to PC Move all to PC Delete dictation Display accompanying note Export dictation Send dictation Save dictation 31

40 Walkabout 5210 User Guide Keyboard Shortcuts Walkabout Transfer offers the following keyboard commands: Press Ctrl + C Ctrl + O Ctrl + S Ctrl + V F2 F5 Del Ctrl + Ins Shift + Ins Ctrl + Tab To Copy the selected file to the clipboard Open a dictation and play it back Save the dictation as Insert from the clipboard to this location Rename a dictation Refresh the display Delete the selected item(s) Copy the selected file to the clipboard Insert from the clipboard to this location Switch to the next directory See the corresponding functions under Menu Commands beginning on page 33 for complete instructions on using the functions that you can access using keystrokes. 32

41 Accessing Walkabout Transfer Functions Menu Commands The File Menu From the File menu you can select the following commands: Send to Close Save as Play Delete Import Export Exit The Close function is only active when a dictation is open. File > Send to You can send dictations as.dss files from the My Dictations directory. Depending on the dictation, the recipient might be assigned already in the Send Dictation dialog box. If you send several dictations at a time, no name is pre-assigned. If you want to change the recipient, overwrite the pre-assigned name or select another from the menu. To send a dictation file: 1. Click the dictation s name in the list. 2. Select File > Send to. The Send Dictation dialog box opens. 3. Select a recipient from the drop-down list or type the address of a recipient not on the list. 33

42 Walkabout 5210 User Guide 4. If desired, enter a subject other than the default DSS VOICE MAIL. 5. Check the Include DSS player checkbox, if you want to include this software with the file. 6. Click OK to send the file. A copy of the file is ed to the individual you specified and the file s status is changed to Taken. File > Close Use the Close function to remove an open dictation from the player. File > Save as You can save (archive) dictations under a different name in any directory (as.dss or.wav files). To save a dictation file: 1. Click the name of the dictation. 2. Select File > Save as The Save as window opens. 3. Select the directory where you want to save the file. 4. Select the file format you want to use. (The default is.dss, meaning that the format is not changed.) 5. Click Save. The file is saved to the location you specified. File > Play You can play back the dictations through the speakers of the PC. To play a dictation file on your PC: 1. Click the name of the dictation. 2. Select File > Play or double-click the dictation s name to open it. The Player window opens. You can control the playback functions using the buttons below the player. Note: To open or play a new dictation, you must clear any open dictations. 34

43 Accessing Walkabout Transfer Functions File > Delete You can delete one dictation or more than one at a time. To delete a dictation: 1. Select the dictation(s) you want to delete. 2. Select File > Delete, or click the Delete button, or rightclick the dictation name and select Delete from the popup menu. A confirmation box opens. 3. Click Yes. File > Import You can import dictations from any directory/folder on your PC into the My Dictations directory. To import dictations to the My dictations directory: 1. Click the My Dictations icon in the left pane. 2. Select File > Import. The Open dialog box opens. 3. Select the dictation you want to import. 4. Click Open. The file is copied to the My Dictations directory. File > Export You can export dictations from.dss format to different.wav formats that are used for speech recognition. To export dictations from the My dictations directory: 1. Click the My Dictations icon in the left pane and select the file you want to export. 2. Select File > Export. The Export dialog box opens. 3. Select the location where you want to export the file and the.wav format you want to use. 4. Click OK. The file is copied in the format you specified to the location you specified. File > Exit Select File > Exit to close the Walkabout Transfer application. 35

44 Walkabout 5210 User Guide The Edit Menu From the Edit menu you can select the following commands: Accompanying note Copy Paste Rename Move all to PC Move selected to PC Move selected to dictation machine (MMC) Edit > Accompanying Note You can view and change any accompanying note information. To view and edit an accompanying note: 1. Select the dictation whose note you want to see. 2. Select Edit > Accompanying note, or click the Accompanying note icon, or right-click the dictation name and select Accompanying note from the popup menu. The Accompanying note window opens. 3. Fill in your changes. (See page 48 for more information.) 4. Click Save. Edit > Copy and Edit > Paste You can copy dictations from any directory/folder and paste them into any other directory/folder. To copy or paste a dictation file: 1. Click the Dictations in the dictation machine icon in the left pane. 2. Select the dictation you want to copy from the list of dictations in the Dictations in the dictation machine list. 3. Select Edit > Copy to copy the dictation. 36

45 Accessing Walkabout Transfer Functions 4. To paste this dictation file, click the directory/folder where you want to paste, and select Edit > Paste. Note: You can also use standard Windows drag and drop techniques to move files between directories. Drag the files from the Dictations in the dictation machine directory to the My dictations icon to transfer them from the recorder to the PC. Edit > Rename You can change any dictation name. To rename a dictation: 1. Select the dictation. 2. Select Edit > Rename. 3. Enter a new name in the Dictation name box. 4. Press Enter. The dictation s name is changed. Edit > Move Using these functions, you can transfer dictations between the PC and the recorder. You can: Move all to PC Move selected to PC Move selected to dictation machine (MMC) To transfer dictations between the Walkabout 5210 and the PC: 1. Connect the recorder to the PC using the USB cable provided. 2. Use the ON/OFF button to switch the recorder on and into PC mode. Notes: To correctly disconnect the recorder, you must first close the connection by right-clicking the USB icon in the task bar and selecting Unplug or Eject, highlighting the hardware devices and selecting Stop; otherwise the data transfer could be incomplete. When this is 37

46 Walkabout 5210 User Guide complete, you can turn off the recorder and unplug the USB cable. When you use the Move functions, the dictations are deleted in the source directory. 3. Select a dictation in the Dictations in the dictation machine window. 4. Take one of the following actions: Select Edit > Move selected to PC. The dictation is moved to the My dictations directory. OR Select Edit > Move all to PC. All dictations are moved to the My dictations directory. OR Select Edit > Move selected to dictation machine. The selected dictation is moved to the MultiMediaCard directory. During any data transfer, the red recording indicator on the recorder blinks. Notes: You can also use standard Windows drag and drop techniques between directories. Do not transfer dictations when the recorder s batteries are low. Low batteries can cause the recorder to fail during transfer and the dictations to be lost. The View Menu From the View menu you can select the following commands: Refresh Toolbar Status Bar Next Directory 38

47 Accessing Walkabout Transfer Functions View > Refresh Use the View > Refresh command to re-display the information on your screen. For example, if you perform an edit function (such as copying or pasting) and the change does not appear immediately on your screen, refresh the screen to see the change. View > Toolbar You use the View > Toolbar command to display or hide the toolbar at the top of your screen. View > Status Bar You use the View > Status Bar command to display or hide the status bar at the top of your screen. View > Next Directory Using the View > Next Directory command to display the next directory/folder (for example, Sent dictations). The Settings Menu From the Settings menu, you can carry out the following commands: Dictation machine drive PC dictation directory General Settings Settings > Dictation Machine Drive When the recorder is connected to the PC using the USB cable, the PC considers the recorder (the MultiMediaCard) to be a removable disk drive. To view the directory of files on the recorder: 1. Select Settings > Dictation machine drive. The Select directory window opens. 2. Click on the drive unit assigned to the recorder, for example, Removable disk drive (G:) and click OK. The recorder s directory is shown. 39

48 Walkabout 5210 User Guide Settings > PC Dictation Directory The PC dictation directory menu item allows you to select a directory to which you want to save your dictations. To select a destination directory on the PC: 1. Select Settings > PC dictation directory. The Select Directory window opens. 2. Select the directory where you want to save your dictations, for example, C:\Dictations\My dictations. 3. Click OK. Settings > General Settings Using the Settings > General Settings option, you see the Settings dialog box, where you can select a number of functions including activating or deactivating the control buttons of the player. These adjustments are made using the following tabs in the Settings dialog box: General Settings configuration Update Dictation Types and Groups User Note: The changes you make from the Settings menu are retained until you change them again, even if you close Walkabout Transfer. 40

49 Accessing Walkabout Transfer Functions General Settings Tab On the General Settings tab, you can set parameters for the player and the order in which dictations are saved. In the Player group box, you can set the sound the software uses as a signal as well as the volume level and speed during fast forwarding and rewinding: The default setting for the Info/Dictation sound signal is ON. By unchecking the check box, you can set it to OFF. The default volume level for fast forwarding and rewinding is 50% and the speed is double the normal speed. Using the scroll buttons in the Player group box, you can adjust the volume from 1 to 100% and adjust the speed from 1 to 30 times the normal speed. In the Dictation list group box, you can set the software to save the individual column order of your dictations list display. Uncheck the box to turn this feature off. Always confirm the settings you make on this tab by clicking OK. Note: Regardless of the settings you make on this tab, the Sound feature must be selected in the general settings of your PC for signals to be audible. 41

50 Walkabout 5210 User Guide Configuration Tab On the configuration tab, you can define your preferred recipient and the name and password for your account. If you do not enter preferred data here, you will be prompted for it when you send a file. Always confirm the settings you make on this tab by clicking OK. Update Tab If you click the Update Service link on the Update tab, you are connected to the Dictaphone Corporation Download Center using your Internet browser. From there you can download current information and software updates. (See Updating the PC Software on page 47 for more information.) Dictation Types and Groups Tab On the Dictation Types and Groups tab, you can create or edit up to 10 dictation types (work types) and 10 groups. The Dictation type function allows you to associate the name or number of a work type with your dictation. The work type you select might be used to indicate the format you want used for the dictation (for example, fax, letter, and so on). The Group function allows you to associate a name or number with your dictation. You might use this designation to indicate 42

51 Accessing Walkabout Transfer Functions the source group for the dictation (such as Purchasing, Development, Finance, and so on) or to indicate the way the report will be filed (such as full distribution, department distribution, and so on). The Dictation type and Group information is set up and maintained on the Dictation Types and Groups tab and is then uploaded to your Walkabout 5210 recorder where the desired information can be selected for each dictation (see Dictation Type on page 15 and Group on page 16). To create a new dictation type or group: 1. Select Settings > General Settings and click the Dictation types and Groups tab. 2. Click in either text box (Enter dictation type to create a new dictation type or Enter group to create a new group) and type the name you want to use for the new item. 3. Click the Apply button that corresponds to the text box you used. The new item is added to the appropriate list and is available to transfer to the Walkabout 5210 recorder (see Changing Accompanying Note Settings in the Recorder on page 48). 43

52 Walkabout 5210 User Guide 4. You can also delete types and groups from this tab by selecting the type or group and clicking the appropriate Delete button. 5. When you have completed your changes on this tab, click OK. User Tab On the User tab, you can set up the account for each author who will be creating dictations and the account for each typist who will be typing the dictated reports. In the 1 Author version of Walkabout Transfer, you can set up only one author account. In the 1 to 3 Author version, you can set up accounts for up to three authors. In both versions of the software, you can set up accounts for three typists. To set up an author or typist account: 1. Select Settings > General Settings and click the Dictation types and Groups tab. 2. In the Identification text box, enter the name, initials, or number of the author or typist. 3. In the Name text box, enter the full name of the author or typist. 44

53 Accessing Walkabout Transfer Functions 4. In the text box, enter the address of the author or typist. 5. If this person is an author who will be creating dictations, check the Author check box. If this person is a typist be sure this check box is not checked. 6. Click Apply. 7. When finished setting up all authors and typists, click OK. Note: You cannot modify or delete the Default_DICT user. When the author and typist information has been set up, the identification and the name are uploaded into the Walkabout 5210 recorder. The recorder creates the beginning of the dictation name from the first four characters of the identification. The Walkabout Transfer software determines the complete user name from the identification and displays the complete user name within dictation directories. To configure and maintain your own identification and name, click the My Identification button to open the My identification dialog box. This name automatically appears on the screen below the working directory name. This identification is used to authorize changes of name and address. For example, a private address can be used to send dictations to a home office. 45

54 Walkabout 5210 User Guide The Help Menu From the Help menu, you can select from the following commands: Help on Walkabout Transfer Help on dictation machine About Walkabout Transfer By selecting Help on Walkabout Transfer, you see the online help system for the Walkabout Transfer software. By selecting Help on dictation machine, you see the online help system for the Walkabout 5210 recorder. By selecting About Walkabout Transfer, you see the version of the software you are using. 46

55 Configuration Configuration You can update the software on your PC to the latest version, change the settings for accompanying notes on the Walkabout 5210, view information about the current configuration of your Walkabout 5210, or update the firmware version in your Walkabout Updating the PC Software To update the software to the most recent version: 1. Double-click the Walkabout Transfer icon on the desktop to start the Walkabout Transfer program. 2. Click the Configuration icon in the left pane to see the Accompanying note, Update Server, and Dictation machine (MMC) tabs at the bottom of the screen. 3. Click the Update Server tab. 4. Click the Update Service link. You are linked with the Dictaphone Corporation Download Center through the Internet. From there you can download current information and software updates. Note: You do not need to connect the recorder to the PC to update the PC software. 47

56 Walkabout 5210 User Guide Changing Accompanying Note Settings in the Recorder To change the Accompanying note settings: 1. Double-click the Walkabout Transfer icon on the desktop to start the Walkabout Transfer program. 2. Connect the recorder to the PC using the USB cable and turn the recorder on. 3. Click the Configuration icon in the left pane, to see the Accompanying note, Update Server, and Dictation machine (MMC) tabs at the bottom of the screen. 4. Click the Accompanying note tab to view and change the settings of the accompanying note in the recorder. Note: All Dictaphone recorders that are equipped with the clock function provide the dictation files with a time stamp. The date appears in the Started column of the dictation directories, but the time is only visible through the Accompanying Note screen. 5. In the Transcriber group box, enter up to three different typists whose names you want to appear in the recorder s list. 6. In the Dictation Type group box, enter up to 10 different dictation types you want to appear in the recorder s list. 48

57 Configuration 7. In the Group group box, enter up to 10 different groups you want to appear in the recorder s list. Note: Typist, dictation type, and group information must be uploaded to the recorder from the PC before it is available on the recorder s menu. 8. Type a topic name into the Topic text box if you want to associate a particular topic with your dictation files. 9. Type a reference number in the No./Ref text box if you want to associate a default reference number with all of your dictation files. 10. Change the priority level in the Priority text box if necessary. (Priorities can range from 1 to 16, where 1 is the highest and 16 indicates no priority.) 11. When you have completed your selections, click Send to dictation machine (MMC). The settings you selected are transferred to the Walkabout 5210 and are available for use with the next recording you make. Note: The Walkabout 5210 recorder must be connected to the PC by the USB cable provided to change the accompanying note information. Viewing Recorder Configuration Information You can view the configuration of the information available on the Walkabout 5210 recorder, the MultiMedia card, the firmware, serial number, and the PCB number. You will need to have this information available before you place any service call. To view the configuration of your recorder: 1. Double-click the Walkabout Transfer icon on the desktop to start the Walkabout Transfer program. 2. Connect the recorder to the PC using the USB cable and turn the recorder on. 49

58 Walkabout 5210 User Guide 3. Click the Configuration icon in the left pane, to see the Accompanying note, Update Server, and Dictation machine tabs at the bottom of the screen. 4. Click the Dictation machine (MMC) tab to view the current settings. Note: The Walkabout 5210 recorder must be connected to the PC with the USB cable provided to view configuration information. Updating the Recorder Firmware You can update the firmware version in your recorder when a newer version becomes available. To update the firmware of your recorder: 1. Double-click the Walkabout Transfer icon on the desktop to start the Walkabout Transfer program. When new firmware is available, a message box opens telling you of its availability. 50

59 Configuration 2. Insert an empty MultiMediaCard (MMC) card into the recorder and connect the recorder to the PC using the USB cable. 3. Click Yes to close the message box and proceed with the update. The Dictation machine (MMC) tab opens showing the current information for your Walkabout 5210 recorder. Existing version New version The existing version of the firmware is identified in the Firmware version dictation machine box and the new version of the firmware is identified in the New firmware version box. 4. If the folder where the firmware files are stored is not indicated, click Source path... and navigate to the folder that contains the current firmware. Note: If you accepted the default settings when you installed the Walkabout Transfer software, the firmware files are stored in C:\Program Files\Common Files\Dictaphone\ _FWUpdate\m5210. The firmware file names are gh4010.hex, startbmp.hex, and updatelo.hex. 5. Click Transfer firmware and the new firmware is transferred to the MMC card in your Walkabout 5210 recorder. 51