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Understanding PDA’s

By Morgan Killick

The Article describes the uses of Personal Digital Assistants (PDA’s), differentiating between Pocket PC’s, Smartphones and Blackberry devices. It looks at basic uses like Calendar, Tasks and Contacts; Telephony and Email & Web access, and moves onto discuss some of the more advanced uses and applications.

Introduction: The Rise and Rise of the PDA

Digital personal organisers have been around since the 1980’s. These handheld devices originated as a computerised version of the ‘Filofax’ – combining diary, address book and notepad with more advanced features like a calculator. More recently, the modern ‘PDA’ (costing anywhere between nothing and £600), is a fully fledged mini-computer with tremendous scope as a tool for individuals and organisations alike.

At first sight it may seem odd that anyone would spend £300 on an glorified diary, but – for many of us – a single, portable device that can keep us in touch by telephone and email as well as store our diary, contacts and documents (not to mention music, video, games and even satellite navigation systems) is worth its weight in gold.

Types of PDA

Windows Pocket PC’s

Microsoft’s ‘PDA’ version of Windows (currently Windows Mobile 6) dominates the market. This software is used on a variety of different devices from different manufacturers. Pocket PC’s typically have a touch screen and stylus, and include ‘pocket’ versions of Word, Outlook, Excel and Windows Media Player. Some models have extras like a camera and mobile phone too. The main difference between these and other types of PDA is both the screen size and that the programs will already be familiar to those using Windows on their PC. Pocket PC’s can also synchronise with other Microsoft technologies such as Exchange Server.

BlackBerry

With 20% of the PDA market, the BlackBerry email device stills holds its own against the might of Microsoft. BlackBerry was originally conceived as a portable emailer, so instead of touch screen and stylus there is a ‘qwerty’ keypad built in to the device. Recent versions of the BlackBerry also feature a mobile telephone as well as address books, calendar and tasks lists. Like Windows-based PDA’s, it can synchronise these with your PC or corporate server.

Smartphones

Whereas most PDA’s started as personal organisers, Smartphones are mobile phones (usually made by manufacturers like Nokia, SonyEricsson, LG, Motorola etc.) that have evolved to include PDA-like features such as web access, cameras, MP3 players, contact and calendar functions. Whilst screen size and processing power of these devices often prevents them from achieving the true flexibility of a full-blown PDA, having features like these on a small device that is frequently provided ‘free’ under a contract with a mobile phone service provider, can open a world of new possibilities for the user.

Basic Uses

Calendar, Contacts & Tasks

These days, rather than the ‘filofaxes’ of yore, we use Microsoft Outlook, Lotus Organiser and a host of other applications on our PC’s to store our diaries, tasks lists and contacts. But what happens when you are out of the office? PDA’s introduced a new term into the computer world - ‘synchronisation’ – the process of combining the data on a portable device with that on your computer. Initially possible only when you could physically hook up to your PC, PDA’s and Smartphones can now synchronise not just calendar and contacts but also email. Indeed, some server technologies can ‘push’ email directly out to your PDA, meaning that you get the message on the road as soon as it arrives in your office. Similarly, when you agree the date of the next meeting and put it into your PDA, you can sync immediately so that people back at the office will know you are busy that day!

Mobile Telephone

Obviously all ‘Smartphone’ devices are capable of making mobile telephone calls. However, mobile phone telephony on Windows-based PDA’s is a more recent phenomenon (check before you buy). There is a slot on the inside of the device for a SIM card, allowing the PDA to connect to a mobile telephone provider such as O2 or Vodafone. The point here is that this makes these advanced and versatile devices very affordable to those with a mobile phone contract. Instead of just asking for the latest mobile phone, every contract renewal is an opportunity to get a £400 pocket computer with a myriad of business functions free of charge or at a huge discount.

Email & Web Access

The BlackBerry can connect to various types of email account by connecting to the internet using its own special internet service which requires a subscription. Smartphones typically connect to the internet through GPRS (General Packet Radio Service) – a feature that is granted by the presence of the SIM card. Windows-based PDA’s can do the same and use ‘pocket’ versions of Outlook and Internet Explorer. GPRS use is expensive but more recently, cheaper and faster forms of connection to the internet for browsing and email are increasingly common. WIFI, Bluetooth and new forms of mobile web access are now seen in all types of PDA (see below). The main difference between PDA’s here is their ability to manage attachments and web pages. With their larger screens and support for Microsoft Office, Windows-powered Pocket PC’s are perhaps the most suitable if you need advanced email functions on the go.

Files & File Storage

As PDA’s move away from simple diary and telephone functions, so the ability to handle and store different types of file grows. The widespread availability of cheap memory cards (SD, Mini-SD, Micro-SD) allows thousands of files to be carried around on a PDA. For office workers, Pocket PC’s really do start to resemble mini-versions of their Desktop computers - Word & Excel documents can be transported and consulted freely, email can be handled in real time and company databases and applications can be distributed to cheap handheld devices.

Advanced Uses

As well as the basic features like those above, a PDA can do much, much more. Below we look at some of the more advanced uses than a PDA can be put to.

Running Software (Applications)

PDA’s are much cheaper and easier to carry than laptops (especially if they replace mobile phones). This makes them ideal solutions for solving a host of problems arising from having staff that need to work away from the main office, vis:

• Any web based systems you run can be accessed anywhere
• Databases that involve people going out ‘into the field’ to gather information or report on their activity can be installed and used on PDA’s
• Routine data capture tasks (such as scanning barcodes, or tapping keys) can be undertaken from a handheld device
• Voice recorder for meetings – PDA’s have an inbuilt voice recorder which makes them ideal as replacement for a Dictaphone.
• Satellite Navigation: not just for cars, satellite navigation can guide staff to addresses they need to visit with consummate ease.
• Portable AV Device: PDA’s can be used to capture short interviews or videos of clients which can be invaluable for your organisations’ activities.

WIFI

Many types of PDA have a WIFI (Wireless network) connection. If not built-in, it can often be added by means of a small plug-in adapter. WIFI allows you to connect to network that is within range (usually no more than 50 metres away), and therefore access the internet and use email or sync with a company server. WIFI access points are widely available in café’s, trains, airports, restaurants and public spaces. There may often be a charge for using these WIFI networks.

Bluetooth

Having Bluetooth on a PDA grants access to a range of peripherals that operate using Bluetooth radio frequency. These range from headsets for using a phone in the car to satellite navigation (GPS) receivers.

Memory Card Slot

Tiny memory cards of various types are usually supported in PDA’s. These allow you to increase the storage available on your device or plug in a range of hardware peripherals to expand the capability of the device.

External Keyboards, Screens etc

PDA’s can link up with larger external keyboards as well as screens or projectors. Whether by USB or Bluetooth, these peripherals allow you to expand your device into a more useable computer. Why bother to carry around an expensive and heavy laptop when you can run a PowerPoint presentation from your PDA?

Conclusion

A single, portable device that can keep us in touch by telephone, email, store diaries, contacts and documents can be a valuable resource. PDA's offer a wide scope of uses as a tool for individuals and organisations alike.