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Microsoft Handheld Synchronization Read Me July 2003 © Microsoft Corporation, 2003. All rights reserved. This document provides late-breaking or other information that is relevant to Microsoft Handheld Synchronization, and is current as of the date above. After that date, you may find more current information and resources on the Microsoft Mactopia Web site at http://www.microsoft.com/mac/. Contents 1 Introduction 2 Installation 2.1 System Requirements 2.2 Installing Handheld Synchronization 2.3 Troubleshooting 3 Setting up Handheld Synchronization 3.1 Select Synchronization Options 3.2 Synchronize Data 4 How the Entourage Conduit Handles Data Differences 4.1 Categories 4.2 Entourage Address Book and Palm Address List 4.3 Entourage Calendar and Palm Date Book 4.4 Entourage Tasks and Palm To Do List 4.5 Entourage Notes and Palm Memo Pad 5 Known Issues 5.1 Events in Different Time Zones Might Not Synchronize Correctly 5.2 HotSync Manager Prevents Switching Identities 5.3 Entourage 2001 "Sync this contact" Flag Is Ignored 5.4 Synchronizing with Both Palm Desktop and Entourage Creates Duplicate Records 5.5 Disable Other Conduits Before Using the Entourage Conduit 5.6 Handheld Synchronization Will Not Work with Some Handhelds 5.7 Contacts in Japanese Format Are Not Supported 6 Files Included in Handheld Synchronization 1 Introduction If you own a Palm handheld, you can synchronize, or transfer, items between Microsoft Entourage and your handheld. When you synchronize, Entourage copies the contacts, tasks, notes, and calendar events to and from your handheld. For information about using Microsoft Handheld Synchronization, visit the Microsoft Mactopia Web site http://www.microsoft.com/mac/entourage/palm/. 2 Installation 2.1 System Requirements Before you can install Microsoft Handheld Synchronization for Entourage X, Microsoft Office v. X, Service Release 1 must be installed on your computer. Operating system: Mac OS X version 10.1 or later. Memory: 128 MB of RAM. Programs: A handheld with Palm OS 3.x or later and Palm Desktop software version 4.0 or later. 2.2 Installing Handheld Synchronization 1. Before you install the update, close all Office programs, including Office Notifications, and disable any virus-protection programs. 2. Double-click the Handheld Sync Installer on your hard disk to begin the installation. 3. Follow the instructions on the screen. Notes - When you install Handheld Synchronization, a Disabled Conduits folder is automatically created in the /Library/Application Support/Palm HotSync folder on your hard disk. The Address, Datebook, Memo, and ToDo Palm conduits are automatically disabled and placed in this new Disabled Conduits folder. - To restore the Palm conduits, drag them from the Disabled Conduits folder to the Conduits folder, and then drag the Entourage Conduit from the Conduits folder to the Disabled Conduits folder. 2.3 Troubleshooting If you have trouble installing the update, check the following: - Quit any programs that are running, including virus-protection programs and any Office programs, because they might interfere with installation, restart your computer, and try the update again. - Make sure the user account you use to log on to your computer is an administrator account. For more information about administrator accounts, see Mac Help. - Make sure Aladdin Systems StuffIt Expander version 6 or later is installed on your computer. If an earlier version of StuffIt Expander is installed on your computer, you might not be able to install this download. - Make sure you have downloaded the correct language version of the installer for your copy of Office. 3 Setting up Handheld Synchronization Before you synchronize items between Entourage and your handheld, you can set synchronization options for the conduit. 3.1 Select Synchronization Options When you use the Entourage conduit to synchronize, you can specify how to synchronize, whether you want to synchronize handheld records marked private, and which Address Book, Calendar, and Tasks settings you want to use. 1. Start HotSync Manager. 2. On the HotSync menu, click Conduit Settings. 3. In the list of conduits, double-click Entourage Conduit. 4. Select the options you want. 3.2 Synchronize Data After you have completed the steps in the Installing handheld synchronization section, and you have selected synchronization options, you're ready to synchronize. 1. Connect the cradle to the computer. 2. Place the handheld in the cradle, and then press the HotSync button. 4 How the Entourage Conduit Handles Data Differences In some cases, Entourage handles data differently than the handheld. In addition to differences in terminology, the two programs do not always store the same information in the same way. Click the links below to learn how the differences might affect how your data is synchronized: 4.1 Categories You can use Entourage categories to filter records in the Address Book, Calendar, and Tasks lists when you synchronize with the handheld. By using categories to filter records, you can limit the amount of data passing between Entourage and the handheld, which will save time when you synchronize and will also save memory on your handheld. Although you can assign both Entourage items and Palm records to categories, some of your Entourage category information might not be copied to the handheld when you synchronize. Keep in mind that Entourage and handhelds differ in the following ways: - Handheld categories that you create or modify are transferred to Entourage when you synchronize. However, only Entourage categories that are used in records that you synchronize are transferred to the handheld. - You can create an unlimited number of categories in Entourage but just fifteen categories per application in the handheld. - Entourage categories can contain an unlimited number of characters, but handheld categories are limited to fifteen characters. - You can assign an Entourage item to more than one category but a handheld record to only one category at a time. An item that you have assigned to more than one category in Entourage is assigned to its primary or default category when it is transferred to the handheld. - You cannot assign Palm Date Book records to categories. To be sure that your information is synchronized correctly, create and modify categories on the handheld before you synchronize. That way, the same set of categories will be available on both the handheld and in Entourage. For more information about categories, see Entourage Help. Using categories to select which Entourage information to synchronize The Entourage conduit provides several options for using categories to filter records for synchronization: - Synchronize all [records] Use this option to synchronize all of the records in all categories. - Synchronize [records] in category Use this option to synchronize only the records in the specified category. - Synchronize [records] not in category Use this option to synchronize all of the records except those in the specified category. Notes - If you create a new record on the handheld and use categories when you synchronize with Entourage, the new record will appear in Entourage under both the category you set for the synchronization, and the category you assigned when you created the record. The category you assigned on the handheld will be the default category when you synchronize with Entourage. - When you select Synchronize contacts not in category to filter records from Entourage to synchronize to the handheld, any records that do not meet the specified criteria will be removed from the handheld. 4.2 Entourage Address Book and Palm Address List When you synchronize Address Books, Entourage matches the corresponding fields in the two programs, even if the fields are named differently. For example, the Entourage field "Job Title" is synchronized with the handheld field "Title." The Entourage Address Book can store more contact information than the handheld Address List. For example, each Entourage contact contains ten custom fields, whereas each handheld contact contains only four. Although you can't synchronize all of the Address Book information that Entourage can store, you can decide which information is the most important to you and then specify and synchronize only that data. By using the HotSync Manager, you can specify the following: - Whether to synchronize the Work or Home contact address. The handheld can store only one address per contact, but Entourage can store both. - Which Entourage custom fields to synchronize with the custom fields on the handheld. - Whether to rename the custom fields on the handheld with the names that you assigned to Entourage custom fields. Specifying which contact information to synchronize Before you change the Address Book settings, it's a good idea to synchronize Entourage and your handheld. The first time you synchronize after you change the settings, the Entourage conduit automatically changes the synchronization method so that your Entourage contact information overwrites your handheld records. If you do not synchronize first, changes you have made to your handheld records might be lost. 4.3 Entourage Calendar and Palm Date Book Not all of the information in Entourage calendar events can be transferred to the handheld when you synchronize. For example, the location of a calendar event, travel time, and the event's category do not transfer. Also, because the handheld does not support iCalendar, information about invitees is not synchronized. Recurring calendar events in Entourage synchronize correctly with repeating records in Palm Date Book. However, if you change one occurrence of a recurring calendar event, that occurrence is treated as a separate record on the handheld; it is unconnected to the other occurrences. For example, if an Entourage calendar event occurs every Wednesday and you change one occurrence to Thursday, the Thursday event will transfer correctly to the handheld, but it will no longer be part of the series. Only the first occurrence of multi-day events in Entourage is synchronized with the handheld. To make multi-day events appear correctly on the handheld, you can create a separate event for each day of the multi-day event in Entourage. 4.4 Entourage Tasks and Palm To Do List When you synchronize Entourage tasks with records on the handheld's To Do List of the handheld computer, all of the data is transferred except the following: - The Palm To Do list does not include reminders, so Entourage task reminders are not transferred. - Priority information synchronizes correctly, but the two programs use different terminology. Handheld priorities range from 1 to 5, and Entourage priorities range from highest to lowest. 4.5 Entourage Notes and Palm Memo Pad Entourage notes are synchronized to the Palm Memo Pad. An Entourage note can be as large as you want, but handheld memos cannot be larger than 4 KB. If you synchronize an Entourage note that is larger than 4 KB, the text appears truncated on the handheld. Also, Entourage notes are stored in HTML format and handheld memos are in plain text format. When you synchronize an Entourage note, it is converted to plain text and special formatting such as bold, underlines, and font choices, is lost. However, certain paragraph formatting, including bullets and numbered lists, is preserved. 5 Known Issues 5.1 Events in Different Time Zones Might Not Synchronize Correctly If the time zone set in System Preferences on your computer is different than the default time zone set in Entourage, an event created in Entourage will reflect the difference when it appears in the calendar, but not in the event itself. If you create the event on the handheld, the event item time itself will be adjust to the time zone set in Entourage rather than the view of the item in the calendar 5.2 HotSync Manager Prevents Switching Identities If you try to switch identities in Entourage while you are running HotSync Manager, you will receive an error message stating that another Office application is open. You must quit HotSync Manager before you switch identities. 5.3 Entourage 2001 "Sync this contact" Flag Is Ignored Entourage X does not have the "Sync this contact" setting for contacts. If you are upgrading from Entourage 2001, this setting is ignored. With Handheld Synchronization for Entourage X you can use categories to filter records for synchronization. 5.4 Synchronizing with Both Palm Desktop and Entourage Creates Duplicate Records If you synchronize your handheld with both Palm Desktop and Entourage on the same computer, duplicate records will be created. 5.5 Disable Other Conduits Before Using the Entourage Conduit If you are using a different conduit to synchronize your handheld with Entourage, you should move the conduit to the Disabled Conduits folder before you use the Entourage Conduit. 5.6 Handheld Synchronization Will Not Work with Some Handhelds Palm Desktop 4.0 is required for Handheld Synchronization to work properly. If your handheld does not support Palm Desktop 4.0, Handheld Synchronization with Entourage will not work. Check with your handheld manufacturer for information about support for Palm Desktop 4.0 and Mac OS X. 5.7 Contacts in Japanese Format Are Not Supported Handheld Synchronization does not support synchronizing contacts in Japanese format. Japanese characters in contacts will not appear on the handheld after synchronization with Entourage. If you alter or delete the contact on the handheld and then synchronize with Entourage, the Japanese characters will no longer appear in Entourage. To avoid potential loss of data, select Entourage overwrites handheld" on the Address Book pop-up menu in the Entourage Conduit settings dialog box. This does not affect the Japanese version of Handheld Synchronization. 6 Files Included in Handheld Synchronization Handheld Synchronization installs the files listed below. After Handheld Synchronization has been installed, you can check the Handheld Sync Installer Log file to make sure that the files have been installed correctly. The Handheld Sync Installer Log file is located at the root of your hard drive. Handheld Sync Read Me.html Microsoft Entourage Conduit Microsoft Synchronization
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