Palm OS to Windows 2000/XP and Microsoft Outlook

Requirements

In order to synchronize your Palm OS data to Microsoft Outlook, you must have purchased and installed Microsoft Outlook, you must install Palm Desktop and you must install either Intellisync Lite or Chapura PocketMirror Standard Ed. as replacement conduits for Palm Desktop. Manufactures generally include this tool on the installation CD-ROM.

Overview

This document will guide you through the installation and configuration of Palm Desktop and Intellisync Lite or Chapura PocketMirror Standard Ed. Other 3rd party conduit tools are supported by the manufacturers of the software.

NOTE: Many Palm OS based devices lose all data if the batteries are completely drained, so frequent synchronization, with backup enabled, is recommended, especially for devices with internal, rechargeable batteries. In the event that your Palm device loses power, your data can be restored to your last synchronization.

Installing Palm Desktop

Palm Desktop is stored on the installation CD-ROM, supplied by your manufacturer, and must be installed on your computer; ITS recommends downloading the latest version of this software from palmOne, and installing this version. The software is used for data transfer between your handheld device and computer, and handling data on your computer such as address book.

1. Download the software from palmOne, and run the installer according to the instructions from palmOne. The download page also includes links to the Palm Desktop Support, HotSync Issues Help, and the HotSync Support Guide.
2. Once you have Palm Desktop installed, you can connect your Palm device to your PC (using the USB cable or cradle) to synchronize data in any of the modules in the Palm Desktop application. Additionally, you can Install files, upload pictures, and back up the files on your Palm handheld.
3. Connect one end of the USB cable to your computer, and the other to the cradle or device.
4. If you haven’t already, turn your handheld device on.
5. On the handheld device, tap Home, which looks like the image below:
   
   


6. Next, tap the HotSync icon from the menu, which looks like the image below:
   
   


7. Click OK when your user name is displayed in the Users window of your computer. Your user name entered for Palm Desktop is also registered in your handheld.
8. When the setup is complete, HotSync operation complete will be displayed on your handheld.

Note: The Palm Desktop software from the CD-ROM may also install the replacement conduit for Palm Desktop. This would allow the user to synchronize data with Microsoft Outlook. If you are installing Palm Desktop from your CD-ROM and see a screen like the one below, choose the option for Microsoft Outlook. In this case, installation is complete, and all that is necessary is the configuration of Palm Desktop and the conduit replacement.

If you download and install Palm Desktop, you must follow the steps below to run the installer for this conduit replacement from the CD-ROM.

1. Double click My Computer
2. Right click on your CD-ROM icon
3. Select Open, with your left mouse button.
4. Explore the CD-ROM until you find a directory or installer named PocketMirror or Intellisync
5. Double click, to run the installer.

Installing 3rd party conduit tools

Intellisync Corporation Intellisync support homepage
Chapura PocketMirror support homepage
Chapura PocketMirror User Manual

Configuring HotSync®

During the installation of Palm Desktop, HotSync Manager is installed. HotSync Manager must be running on your computer to perform a HotSync operation. By default, HotSync Manager starts automatically when you start your computer.

To choose how to start HotSync Manager

1. From the HotSync Manager menu, choose Setup.
2. The Setup dialog box appears, as shown below:
3. From the General tab, select a startup option.

   Always Available:
   HotSync Manager launches when you start your computer

   Available only when Desktop is running:
   HotSync Manager launches when you start the Desktop application

   Manual:
   HotSync Manager launches only when you select it from the Windows Start button Programs menu

4. Click OK

Setup the USB cable or cradle connection with the desktop computer (This could be the reason why a handheld will not HotSync)

1. Click the Local tab of the Setup dialog box, as shown below:
   
2. Choose the Serial port for the USB cable or cradle.
   This could be any of the options in the dropdown menu. It should be set to the default setting, and it is very difficult to determine which COM port this should be set to. If a handheld will not HotSync, set this to each other port.
3. Select the speed for the local cradle/cable HotSync operation. Select As Fast As Possible (which should be the default) for HotSync Manager to use the fastest possible speed, or select a specific speed. Select a lower speed if you experience problems with the speed set at As Fast As Possible.
4. Click OK.

Setup a modem connection for HotSync

A modem HotSync operation allows you to synchronize information even when you are away from your computer. To perform a modem HotSync operation you use two modems - one connected to your handheld, the other connected to your computer - to communicate over a telephone line.

Before performing a modem HotSync operation, you must configure the computer and handheld on which you will perform the HotSync operation. If you are not using the handheld modem, the modem you use with the handheld must have an on/off switch. Your handheld cannot "wake up" a modem with an auto-off feature. Performing a modem HotSync operation requires a special modem cable.

The image below shows an example of a modem setup:

Setup the network connection for HotSync (Allows a HotSync operation across TCP/IP)

A network HotSync operation allows you to synchronize information when you are away from your computer. There are two types of network to HotSync connections:

• Dial-In Network HotSync: Uses a modem connected to your handheld to dial into a server on your network. Use a dial-in network HotSync operation if you are out of the office and have dial-in permission.
• Direct Network HotSync: Uses a cradle/cable connected to a USB or serial port or infrared communication or wireless networking to any computer that has network HotSync Manager installed on your local area network (LAN) or a wide area network (WAN). Use a direct network HotSync operation when you are sitting at another computer that has network HotSync Manager installed or on a TCP/IP based network.

Before performing a network HotSync operation, you must confirm that network HotSync Manager is installed. To do this, perform a local cradle/cable or IR HotSync operation, then configure the computer and handheld on which you will perform network HotSync operations.

Customize the ways data is passed to your handheld and back to your desktop

1. From the HotSync Manager menu, choose Custom.
2. Conduits are the way data is transferred and translated with the palm/desktop application.
   
3. Select the user whose options you would like to change.
4. In the Custom settings dialog box, you can see all of the application conduits, the install conduit, and the system conduit for the Palm Desktop.
   • Application conduits
     Specifies how to update data for handheld applications, such as the Date Book.
   • Install conduit
     Specifies whether or not to install new applications onto your handheld.
   • System conduit
     Specifies how to backup data for handheld software that does not have its own conduit, including Graffiti ShortCuts.
5. Note: All conduits have a Set as default option. If this option is not selected, the changes made will result in the next HotSync operation, afterwards the conduit will revert to the default options. If this option is selected, the changes are permanent, and each subsequent HotSync operation will use the selected setting.

   a. To change the way application data is synchronized, select the Application conduit, and click Change. The change [Application conduit] action dialog is displayed below:

• Synchronize the files (Default and recommended)
  Synchronizes the data on your handheld and your computer so that both have the most current information. If a palm device needs to be restored, this option will accommodate the restore operation.
• Desktop overwrites handheld.
  Copies data for the application from your computer to your handheld, replacing any data on your handheld for that application. Use this action to restore your handheld.
• Handheld overwrites Desktop
  Copies data for the application from your handheld to your computer, replacing any data on your computer for that application.
• Do nothing
  Performs no action during the HotSync operation.

Note: Selecting either the Desktop overwrites handheld or Handheld overwrites Desktop will erase all data that is not consistent between the device that will overwrite the other device. Be very careful when selecting either of these options.

b. To change whether applications are installed, select the Install conduit and click Change

• Install handheld applications
  Allows applications to be installed on the handheld. See Installing Palm OS applications.
• Do nothing
  Applications will not be installed to the handheld.

c. To change the way the system is backed up, select the System conduit and click Change.

• Handheld overwrites Desktop (Default and recommended)
  System data from the handheld is backed up to the desktop hard drive.
• Desktop overwrites handheld
  System data backed up on the last HotSync operation is restored to the handheld.
• Do nothing
  System data will not be backed up or restored.

Installing Palm OS applications

If you have configured the HotSync Manager to allow/enable the installation conduit, you can double click any Palm application (.prc) and it will open the installation window for you.

1. After double clicking a Palm application (.prc) file, the Install Tool dialog box opens.
   
2. Click Done, and perform a HotSync from your device. The application will be installed to the Unfiled section of the Palm OS.

Configuring Chapura PocketMirror and Intellisync conduit tools

Each tool will require different support for configuration. Dependent upon which tool is installed, you should be able to find the configuration settings on the desktop or in the start menu. Palm devices should come with Capura PocketMirror on the CD-ROM. Sony devices should come with Intellisync on the CD-ROM.

• Chapura PocketMirror Standard

1. From the desktop or start menu, open Chapura Settings.
   
2. Select the user whose Outlook synchronization settings you wish to change.
3. Click Settings… The Change Synchronization Preferences dialog box will open, as shown below:
   
4. Select the Application you would like to change
   
5. Click Change… The Preference Settings For [Application] dialog box will open, as shown below:
   
6. Select the topic you would like to change in the left menu.
7. Select the Permanent/default Action in the left group box
8. Select the One-time Action of Next HotSync on the right group box
   Note: if you select Outlook overwrites Handheld or Handheld overwrites Outlook, data on the device or desktop computer will be overwritten.

• Intellisync Lite (a full version may have been purchased, but the configurations should be similar)

1. From the start menu, find Intellisync lite, and click Intellisync configure. The Users dialog box will open, as shown below:
   
2. Select the user whose conduit configurations you would like to change
   
3. Click OK. The Intellisync – [User] Configuration dialog box will open, as shown below:
   
4. Select the application you would like to change.
   
5. Click Choose… The Choose Translator dialog box will open, as shown below:
   
6. Select MS Outlook
   The folder name will appear in the dialog box.
   
7. Click Browse… if you need to change the mailbox for this translator.
8. Click OK.

Conclusion

Setup is now complete. From this point on to synchronize your handheld with your computer, attach the USB cable or place your device on the cradle, and just tap the HotSync icon from your handheld device or if provided press the HotSync button on the cradle, information will be passed from device to desktop or desktop to device and any applications will be installed as you specify. With the replacement conduit tool for Palm Desktop, your device will synchronize with Microsoft Outlook.

Getting Help
IT Service Center
(303) 735-HELP
help@colorado.edu