Administrative Assistant / Secretary: A Simple Guide To Mobile Computing

If you have access to a tablet or smartphone and are allowed to use it at work, you can check your email, check your schedule, and view your documents while you are away from your desk. Since many executives use these tools to stay in touch, some expect their administrative assistants to also use them. What this often means is that your boss may continue to send you requests even after you’ve gone home for the day. How you respond to off-hour requests when you are not “on the clock” is something you must discuss with your boss.

This guide explores how to use the communications and file-sharing tools available with the Apple iPad and iPhone, as well as with the Android operating system for Android smartphones and tablets.

iPad and iPhone
The iPad and iPhone are powerful tools that give administrative assistants a mobile office where they can still answer phones, check email, and view their computer files while away from their desks. In this section, we will take a look at procedures for checking voice mail, setting up conference calls, conducting video calls, sending and receiving email, viewing contact information, audio recording, and file sharing.

Voice Mail
The first time you access voice mail, you’ll be asked to create a voice mail password and record your greeting. Until you do this, a default greeting is played whenever someone calls and their call goes to voice mail. To change your voice mail greeting, follow these steps:
1. On the HOME screen, tap the PHONE icon.
2. At the bottom of the screen, tap the VOICE MAIL icon.
3. Tap GREETING.
4. Tap CUSTOM.
5. Tap RECORD.
6. Say your new greeting.
7. When you finish, tap STOP.
8. To review your message, tap PLAY.

Conference Calls
You can use your iPhone to easily create a conference call involving up to five people depending on your cellular provider. To conduct a conference call, follow these steps:
1. On the HOME screen, tap the PHONE application.
2. Tap the KEYPAD button to dial a number.
3. After the person you’ve called answers, you can add more people to the conference call by tapping ADD CALL.
4. The first person you called is placed on hold. You can then dial another number.
5. When the second person answers, tap MERGE CALLS.
6. Repeat these steps to add up to five people to the call.

FaceTime
If you and your boss both have iPhones, you can make video calls using FaceTime. No setup is required, but you do need a Wi-Fi network in order to make or receive a video call. To use FaceTime, follow these steps:
1. On the HOME screen, tap the PHONE application.
2. Tap the KEYPAD button to dial a number.
3. Tap the FACETIME button.
4. When the voice call is established, the other person’s image appears on your screen. A smaller inset image shows what the other person sees.

Email
The Mail program on your iPhone and iPad works with most popular email systems including Yahoo, Google, Hotmail, AOL, and others. You can also configure your business email so that it goes to your phone or tablet.
Add a New Account: Follow these steps to add a new email account to your iPhone or iPad:
1. To add an email account to your phone, from the HOME screen, tap the SETTINGS icon.
2. Tap the bottom of the screen to simulate scrolling down.
3. Tap MAIL, CONTACTS, CALENDARS (Figure 10-1).
4. On the Mail, Contacts, Calendars screen, tap ADD ACCOUNT.
5. Tap one of the mail services from the list.
6. Tap in the NAME field.
7. Tap the keyboard to enter a name.
8. Tap the EMAIL field.
9. Tap the keyboard to enter an email address.
10. Tap the PASSWORD field.
11. Tap the keyboard to enter a password.
12. Tap the NEXT button.
13. The iPhone or iPad verifies the account and adds it to the Mail program.

The Mail, Contacts, and Calendars screen.



Read Email Messages   Follow these steps to check and read email messages on your iPhone or iPad:
1. On the HOME screen, tap the MAIL icon.
2. Your messages are displayed showing you who it is from, the subject line, and a short preview of the message.
3. Tap the message to view the complete message.
4. To delete a message, tap the TRASH CAN icon.
5. To return to the inbox, tap the INBOX button.
6. To see additional messages, you can scroll through the list by touching and dragging your finger up or down.
7. When you receive a message that has an attachment, you will see a paper clip icon. To view the attachment, first open the message.
8. The attachment appears as an icon within the message. To view the attachment, tap the attachment. The attachment is displayed.
9. To return to the message, tap the MESSAGE button.
 

Sending Email Messages   Follow these steps to create and send an email message from your iPhone or iPad:
1. From the Inbox, tap the PENCIL AND PAPER icon in the bottom left corner.
2. The New Message screen appears. The cursor will be blinking in the To field. You can enter an email address by typing it in.
3. You can add additional email address if you want by typing them. You can also select one of your contacts by clicking the + icon.
4. A list of all your contacts is displayed. Scroll through the list to find the correct contact.
5. The contact information is displayed. Tap to select the email address.
6. Back on the New Message screen, the next step is to enter a subject. Tap the SUBJECT field.
7. Tap the keyboard to enter a subject for the email.
8. Tap below the Subject field to begin typing your message.
9. Tap the SEND button to send the message.
 

Replying to an Email Message   Follow these steps to reply to an email message on your iPhone or iPad:
1. To reply to a message while you are reading it, tap the LEFT POINTING ARROW at the bottom.
2. From the menu, tap REPLY.
3. A new message is created and the To field and Subject are already filled in. All you need to do is enter your reply. Tap the keyboard to enter a reply.
4. Tap the SEND button to send the reply.
 

Forwarding an Email   Follow these steps to forward an email message on your iPhone or iPad:
1. To forward a message while you are reading it, tap the LEFT POINTING ARROW at the bottom.
2. From the menu, tap FORWARD.
3. A new message is created. Enter the person’s email address or select one of your contacts using the + icon.
4. Tap below the Subject line.
5. Tap the keyboard to enter a message.
6. Tap the SEND button to forward the message.

Contacts
You can store information about the people with whom you communicate in your Contacts list. When you want to make a call or send a text message or email, rather than having to remember and manually enter a phone number or email address, you can select the person from your contacts.
You can take a picture of your contacts and include a picture. You can also import and use pictures you receive from email messages and text messages. You can store several phone numbers for your contacts. To call the person, tap to select one of his or her phone numbers. You can store several email addresses for your contacts. To send an email to the person, touch to select his or her email address. You can store your contact’s home or work address. To see a map and get directions, touch the address. To send a text message to your contact, tap the SEND MESSAGE button. To establish a video conference with your contact, touch the FACETIME button. Note: You must be connected to a Wi-Fi network in order to conduct a FaceTime video conference.
 

Adding Contacts   There are several ways you can add people to your Contacts list. You can enter the information manually, you can add people who call you or send you messages, and you can sync the contacts from your computer. Follow these steps to create a new contact:
1. To create a contact from someone who has called you, tap the PHONE app.
2. View the recently received calls by touching RECENTS at the bottom of the screen.
3. You’ll see a list of recent calls. Tap the INFORMATION ICON to see the details of the call.
4. You’ll see the Info screen with information about the call. Touch the CREATE NEW CONTACT button at the bottom of the screen.
5. Add information about your new contact, including a photo, first and last name, company, phone numbers, and email address.
6. If you scroll to the bottom of the screen, you can add the contact’s website and address.
 

Creating a New Contact from Scratch   Follow these steps to create a new contact from scratch:
1. Tap the PHONE app.
2. Touch the CONTACTS button at the bottom of the screen.
3. You’ll see a list of contacts. To add a new contact, touch the + button.
4. Add information about your new contact.
 

Syncing Contacts from Your Computer   To sync contacts from your computer, you need to maintain a contacts list in an email program, such as Outlook or Gmail. Follow these steps to sync the contacts from your computer:
1. You can use iTunes to sync your phone to your computer to import contacts into your phone.
2. Click to select your phone in the DEVICES list to the left.
3. Click the INFO button at the top.
4. You’ll see a “Sync Contacts with” pane.
5. Click the button to select the source of your contacts.
6. Your contacts can be stored in Outlook, Google, Yahoo, or in your Windows or Apple Macintosh contacts.
7. Once you’ve selected a sync source, choose whether to sync all contacts or specific ones you select manually.
8. When you are ready, click the SYNC button.
 

Managing Contacts   After you have added contacts to your phone, the next step is managing them. You can edit information about your contacts, and if you no longer want a particular contact, you can delete it. Follow these steps to edit and delete contacts:
1. To access your contacts list, tap the PHONE application.
2. Tap the CONTACTS icon at the bottom of the screen.
3. A list of your contacts displays.
4. Select the contact you want to edit.
5. Tap the EDIT button.
6. Update any information you want about this contact.
7. Tap the field you want to edit.
8. You’ll see a keyboard that allows you to enter the new information.
9. When you are finished entering the information, tap the DONE button.
10. If you want to delete a contact, once again, access the contact as you’ve just seen, and touch the EDIT button.
11. Scroll down to the bottom of the screen.
12. Tap the DELETE CONTACT button.
13. A second DELETE CONTACT button will display, allowing you to confirm your choice.
 

Searching for Contacts   The main reason for having contacts in your phone is to make it easy to find and use them when you want to call or send a text message. Follow these steps to search for a contact:
1. When sending a text or email message, on the New Message screen, when the cursor is in the To field, all you need to do is start typing the name of your contact.
2. A list will appear below. You can either select someone from the list, or keep typing to narrow the list.
3. When the list is narrowed down to one person, select the contact from the list.
4. An alternative is to click the + icon on the NEW MESSAGE screen.
5. A list of your contacts displays.
6. One option is to scroll through the list until you find your contact. Or, you can touch the alphabetical listing to the right to jump deeper within your list of contacts. In either case, when you find the right person, select him or her in order to send a message.

Audio Recording
There are a variety of free audio recording applications that can be installed on your iPhone or iPad that will allow you to record meetings and record dictation. This allows your phone or tablet to double as a digital audio recorder. The audio files that you record are saved in your phone or tablet’s memory, and you can play them back for transcribing using the same application. You can also transfer the files to your computer using iTunes or iCloud (see Sharing Files Between Devices, below).

Password Security
To protect your security, it’s a good idea to have your phone or tablet passcode protected. To add password protection to the iPhone or iPad, do the following:
1. On the HOME screen, tap the SETTINGS icon.
2. On the Settings screen, tap GENERAL.
3. Tap PASSCODE LOCK.
4. Tap TURN PASSCODE ON.
5. On the Set Passcode screen, enter a four digital passcode.
6. Reenter the passcode a second time to confirm it.
7. The next time you access your phone or tablet, you’ll need to enter the passcode.
8. After entering the correct passcode, you’ll see your Home screen.

Wi-Fi Access
Whenever you send emails or surf the web using your iPhone or iPad, if you are not connected to a Wi-Fi network, you will be using part of your data allowance from your cellular provider. Whenever a wireless network is available, you can quickly access it by going to Settings. Follow these steps to join a Wi-Fi network:
1. From the HOME screen, tap SETTINGS.
2. Tap WI-FI.
3. Tap the OFF button next to Wi-Fi.
4. The phone will search for available Wi-Fi networks.
5. To join a network, select it from the list.
6. You’ll join the network automatically if it is not password protected. If the Wi-Fi network is password protected, you’ll need to get the password and enter it here.
7. Tap the JOIN button.
8. You’ll be connected to the Wi-Fi network. Since this network is now configured, if you return to this location, your phone or tablet will automatically connect to this network.

Calendar and Appointments
The iPhone and iPad Calendar app can make it easy for you to stay on schedule. The Calendar can subscribe to Google, Yahoo, Microsoft Outlook, or iCal calendars to sync your schedule on your computer to your phone or tablet and vice versa.
You can view the Calendar on your iPhone by tapping the Calendar icon on the Home screen.
 

Subscribe to a Calendar   To subscribe to a calendar or to sync your iPhone or iPad to your computer’s calendar, follow these steps:
1. From the HOME screen, tap the SETTINGS icon.
2. Tap MAIL, CONTACTS, CALENDARS.
3. Tap ADD ACCOUNT.
4. Tap one of the mail services from the list.
5. Tap in the NAME field.
6. Tap the keyboard to enter a name.
7. Tap the EMAIL field.
8. Tap the keyboard to enter an email address.
9. Tap the PASSWORD field.
10. Tap the keyboard to enter a password.
11. Tap the NEXT button.
12. The iPhone or iPad verifies the account and adds the calendar.
 

Add Events to the Calendar   Follow these steps to add events to your iPhone or iPad calendar:
1. While viewing the calendar, tap the + icon in the top right corner of the screen.
2. On the ADD EVENT screen, enter the title of the event.
3. Tap the LOCATION field.
4. Tap on the keyboard to enter the location.
5. Tap the STARTS field.
6. On the STARTS & END screen, slide the rolling date and times to set start date and time.
7. Tap the ENDS field.
8. Slide the rolling date and times to set end date and time.
9. If necessary, you can make the event an All Day event and you can adjust the time zone.
10. Tap DONE to continue.
11. On the Add Event screen, tap the DONE button.
 

Viewing Calendar Events   Follow these steps to view your schedule on your iPhone or iPad’s calendar app:
1. To view a particular event on the calendar, on the HOME screen tap the CALENDAR icon.
2. On the ALL CALENDARS screen, tap a particular date on the calendar.
3. The dot next to the date signals you that events are scheduled on this date. Events are listed below. Tap the event to view the details.
4. To return to the calendar, tap the DATE button in the top left corner.

Reminders
The Reminders app on the iPhone and iPad works in conjunction with the Calendar to remind you of items on a specific date and time. The Reminders app can function as a task list or to-do list. It can automatically sync with your calendar accounts, such as your Google or Yahoo calendar, or a Microsoft Outlook Calendar.
 

Add a Reminder   Follow these steps to add a reminder:
1. Tap the REMINDERS app on the HOME screen.
2. On the REMINDERS screen, today will be the default date. Tap the CALENDAR icon in the top left corner to select another date.
3. On the DATES screen, tap the date for the reminder.
4. Tap the + icon.
5. Tap on the keyboard to type the reminder.
6. Tap the DONE button.
7. To set a specific time for the reminder, tap the newly added reminder.
8. Tap the REMIND ME field date and time.
9. On the REMIND ME screen, Tap the DATE field.
10. Slide the rolling dates and times to select a new time.
11. Tap DONE.
12. Tap DONE again.
 

View a Reminder   Follow these steps to view a reminder:
1. Tap the REMINDERS app on the HOME screen.
2. A list is displayed. Tap a reminder to view it.
3. To delete a reminder, tap the DELETE button.
4. Tap the red DELETE button to confirm.
5. To mark a reminder as completed, tap the box next to the item.
6. A checkmark appears that marks the item as completed.

Sharing Files Between Devices
There are several ways to share files between your computer and your iPhone or iPad. You can sync files using iTunes or using iCloud, or you can use applications like Dropbox, SkyDrive, or Google Drive.
iTunes   When you connect your iPhone or iPad to a computer via the USB cable, and open iTunes on your computer, your phone or tablet will show up in the iTunes library pane under Devices. If you select your phone or tablet, information about your device will be displayed in the main window of iTunes (Figure 10-2). To back up the contents of your phone or tablet, you have the option to back it up to iCloud or to your computer.
In addition to syncing your phone and computer using a USB cable, if you have a Wi-Fi network, you can choose to sync using Wi-Fi.
If you click the Info menu, you have choices to sync contacts in your computer’s email program with the contacts in your iPhone. You can also sync the calendar between your phone and computer. Further down the screen, you can sync your email accounts, and you can sync the bookmarks from your computer’s web browser.
 

iCloud:   Another way you can keep your iPhone, iPad, and computer in sync is to use Apple’s iCloud service. iCloud stores your photos, apps, contacts, and calendars in a cloud storage system, and shares your files between your iPhone, your iPad, and your computer. With iCloud, if you schedule an appointment using your computer’s calendar, the appointment also appears on your iPhone. You can also backup the contents of your iPhone to the cloud. With iCloud you get a free email account and five gigabytes of storage for your mail and documents.

iTunes Sync Menu.

Follow these steps to set up iCloud on your iPhone or iPad:
1. To choose what information to store in iCloud, tap the SETTINGS icon on the HOME screen.
2. Tap ICLOUD (Figure 10-3).
3. Enter your Apple ID if it is not already there. If you don’t have an Apple ID, tap GET A FREE APPLE ID.
4. Tap the PASSWORD field and enter your password.
5. Tap SIGN IN.
6. You can select which items you want to store in the cloud.
7. Tap STORAGE & BACKUP.
8. Tap the button for ICLOUD BACKUP.
9. Tap OK to confirm.
10. You have now successfully configured iCloud.
 

iCloud for the Mac and PC   If you want to share data between your computer and your iPhone or iPad using iCloud, you need to install iCloud software on your computer. There is a version for the Mac and the PC available at www.apple.com/icloud.
On the Macintosh, on the latest version of the OS X operating system, you can find iCloud in the System Preferences. Sign into your Apple account, and then select which things to store and share on iCloud.

iCloud settings.



On a Windows PC, you’ll find iCloud in the Control Panel. Sign into your Apple account, and select the services you want to enable.
For both the Mac and the PC, you’ll need to open iTunes and enable automatic downloads. You can do this by accessing STORE PREFERENCES.
Dropbox   To share other types of documents between your computer and your phone, such as word processing documents, PDF files, spreadsheets, and other business or personal documents, you might consider using an app such as Dropbox.
Dropbox offers a free account and software that installs on both your computer and your iPhone or iPad. You can find it at www.dropbox.com.
Dropbox acts like a storage drive on your computer. Just drag and drop files you want to share into the Dropbox drive. The files are automatically copied to the Dropbox cloud. When you install the Dropbox app on your iPhone or iPad, you can then access the files on your mobile device.
Google Drive   Another service that is similar to Dropbox is Google Drive. With Google Drive, you can create, view, and upload files from your Google Drive website. You can also install Google Drive on your Mac or PC and use it like a disk drive (Figure 10-4). Just drag and drop files you want to share into your Google Drive folder. When you install the Google Drive mobile app for the iPhone or iPad, you can then access the files. Google Drive is available at www.google.com.

Google Drive on a PC.


OneDrive   OneDrive is a service from Microsoft similar to Dropbox and Google Drive. With OneDrive, you can create Microsoft Office documents on your computer using a web-based application available at www.live.com. If you install the OneDrive mobile application on your phone or tablet, you can access your OneDrive files.
OneDrive also has a PC application that makes OneDrive appear as a disk drive on your computer. You can drag and drop files that you want to share into your OneDrive folder and they’ll be available for use on your phone or tablet.

Android
Most of the mobile computing applications we have discussed that are available with the iPhone and iPad are also available for Android phones and tablets. Android is a mobile operating system created by Google and licensed for use on various manufacturer’s smartphones and tablets. There are many different versions of the Android operating system available depending on the device; however, most versions include email and calendars that allow administrative assistants the freedom to be mobile while still having access to their main office tools.

Google Account
The first time you open a Google application on your Android device, you will be required to sign into your existing Google account. If you don’t already have a Google account, you can create one. The Google account gives you access to Gmail, Google’s email application, as well as the calendar app. You can create a Google account by visiting www.google.com.

Conference Calls
You can establish a conference call by adding one caller at a time to a call. Follow these steps:
1. To make the first call, from the HOME screen, tap the PHONE KEY to open the keypad.
2. Enter the number using the keypad, and tap the CALL KEY to make the call.
3. After you’ve established a connection with the first party, to add more people to the call, tap the MENU KEY, then tap ADD CALL.
4. Dial the number of the second person or select him or her from your list of contacts by tapping CONTACTS.
5. Tap the CALL KEY to make the call. Both calls are displayed on the call screen; however, the initial call is locked and put on hold.
6. Tap MERGE CALL to merge the calls into a conference call.

Contacts
You can add contacts to your Android device and sync them with the contacts in your Google account or on your computer’s email application.
Importing Contacts from Your Computer   Follow these steps to import your contacts from an email program such as Outlook:
1. Save your contacts to a file from your computer’s email program. For example, in Outlook, click FILE > OPTIONS > ADVANCED > EXPORT.
2. On the IMPORT AND EXPORT WIZARD, click EXPORT TO A FILE, then click NEXT.
3. On the EXPORT TO A FILE dialog, click COMMA SEPARATED VALUES (WINDOWS), then click NEXT.
4. Select the CONTACTS folder, then click NEXT.
5. Click the BROWSE button.
6. Navigate to a place where you want to save your export file, then add a name to the FILE NAME field.
7. Click the OK button.
8. Back on the EXPORT TO A FILE dialog, click NEXT.
9. Click FINISH.
10. After the file has been saved, click OK on the OUTLOOK OPTIONS window.

Follow these steps to import your contacts into your Google account:
1. Go to www.google.com and sign into your Google account.
2. Click GMAIL from the menu bar.
3. Click the down arrow next to GMAIL and select CONTACTS.
4. Click IMPORT CONTACTS.
5. On the IMPORT CONTACTS message screen, click the BROWSE button.
6. Navigate to where you saved your Outlook contacts export file, select the export file, and click OPEN.
7. Back on the IMPORT CONTACTS message screen, click IMPORT.
After importing your computer’s contacts into your Google account, your Android device will automatically sync with your Google account and give you access to the contacts.
 

Adding a Contact Manually   You can add contacts manually to your Android device by following these steps:
1. From the HOME screen, tap the PHONE KEY and enter the new contact’s phone number.
2. Tap the MENU KEY > ADD TO CONTACTS > CREATE NEW CONTACT.
3. Add details about the contact.
4. Tap SAVE when you are finished.
 

Searching for Contacts   To search for contacts on your Android device, follow these steps:
1. From the HOME screen, tap the APPS KEY.
2. Tap CONTACTS.
3. Tap in the SEARCH field and enter the contact name using the keypad. You can also tap the letters at the right side of the screen.

Email
Your Android device will typically include an Email app as well as a Gmail app. You can use the Email app to read email from other email providers.
The first time you open the Email app, a setup wizard guides you through the process of adding an email account. Normally, you’ll just need to enter your email address and password.

You can add multiple email accounts by following these steps:
1. From the HOME screen, tap the EMAIL app.
2. Your default email account will open. Tap the MENU button.
3. Tap SETTINGS.
4. Tap the + ADD ACCOUNT button.
5. Enter the email address and password, then tap NEXT on the keyboard.
6. The new email account will be added.
 

Checking Email   After setting up your email account, you can check email by tapping the EMAIL app on the HOME screen. A list of email messages is displayed. Tap a message to read it. The message will be displayed, and the message list will display to the left. Figure 10-5 shows the Email app for Android.
 

Deleting a Message   To delete a message from the message list, tap the box to the left of the message and then tap the DELETE icon that looks like a trash can. To delete a message after reading it, just tap the DELETE icon.

Email for Android.



Creating and Sending an Email Message  

To create a new email message, follow these steps:
1. From the HOME screen, tap the EMAIL app.
2. In the Email app, tap the COMPOSE button.
3. Enter an email address in the TO field.
4. Enter the subject and text of the message.
5. Tap ATTACH to attach a file to your message. Select the type of File and browse or it.
6. Tap SEND to send the message.
7. Sent messages are stored in the OUTBOX folder.

Using the Calendar
You can view your calendar by tapping the CALENDAR app on the HOME screen. To view an event, tap the date. The events for that date are displayed.
 

Adding an Event  

Follow these steps to add a new event to your calendar:
1. Tap the + button in the CALENDAR app.
2. Enter a name or title for the event.
3. Check the date and enter the start and end date and time for the event.
4. Tap the LOCATION field and enter the location.
5. Tap the DESCRIPTION field and add a description of the event.
6. To repeat the event, tap the REPEAT field and select how often you want to the event to repeat.
7. To add a reminder, tap the + for the REMINDER field and select how much in advance you want to be reminded about this event.
8. Tap SAVE to save the event in the calendar.

File Sharing
You can access Microsoft Office and Adobe Acrobat documents on your Android device using the same file-sharing tools mentioned earlier for the iPhone and iPad. These include Dropbox, Google Drive, and SkyDrive.
With the POLARIS OFFICE app that comes installed on the Android device, you can view, create, and edit Microsoft Office and Adobe Acrobat documents on your device. The documents can be email attachments that you have downloaded to your device; files that you’ve downloaded from Dropbox, Google Drive, or SkyDrive; or files that you copy to your device when it is connected to your computer.
 

Creating a Document   To create a document using Polaris Office, follow these steps:
1. From the HOME screen, tap the APPS KEY, then tap POLARIS OFFICE.
2. Tap the NEW icon to start a new document.
3. Tap to select a document type.
4. Enter contents using the keyboard at the bottom of the screen or by using the edit menu across the top of the screen.
5. When you are finished, tap the SAVE icon.
6. Tap the BACK KEY to exit.
Viewing a Document   To view a document you’ve downloaded from an email or one that you created using Polaris Office, follow these steps:
1. From the HOME screen, tap the APPS KEY, then tap POLARIS OFFICE.
2. Tap BROWSE to search folders and documents stored on your Android device.
3. To view a document stored in SkyDrive, Google Drive, or Dropbox, tap CLOUDS then select your cloud storage service.
4. Move to the folder that contains the file you want to open.
5. Tap the document that you want to view or edit.

Polaris Office toolbar.



Polaris Office Document Tools   To create and edit documents, Polaris Office has a toolbar that offers access to many useful functions. You can access the toolbar by first selecting something in the document, such as text or a photo, then selecting the TOOLBAR icon. There is a toolbar for editing text, one for editing photos, another for spreadsheet formulas, and another for formatting slides. Figure 10-6 displays the Polaris Office Toolbar.

Voice Recorder
There are a variety of audio recording apps available for Android devices and they all allow for easy recording of voice memos, dictation, and meetings. Just access the Voice Recorder app from the Home screen and tap the RECORD button to begin recording. Tap the record button again to stop recording. You can play the file back on your Android device, or you can email the file to yourself for listening on your computer.

Android to Computer Connections
You can connect your Android device to your computer using a USB cable. After making a successful connection, the Android device shows up as one of your computer’s disk drives, allowing you to copy files back and forth. You may need to install special driver software for your Android device that is available from the manufacturer’s support web page.

Wi-Fi Connection
To access a Wi-Fi connection for Internet access, follow these steps:
1. From the Home screen, tap the APPS Key.
2. Tap SETTINGS.
3. Tap the Wi-Fi switch to turn it on.
4. A list of Wi-Fi networks that are within range will be displayed.
5. Tap to select the desired network.
6. If the network is password protected, enter the password.
7. The Wi-Fi network will show a status of “Connected.”