.KEYWORD intellisync
.FLYINGHEAD PRODUCT REVIEW
.TITLE Pumatech’s Intellisync: a powerful way to take it all with you
.OTHER
.SUMMARY There are a number of ways to synchronize your Outlook data with your Palm handheld, as Contributing Editor Bob Draper has illustrated over the last several months. This month he reviews Pumatech’s Intellisync conduit, which may just be the most powerful solution yet to get all the information Outlook is capable of storing into the Palm OS.
.AUTHOR Bob Draper
As a Palm handheld owner, you have many good reasons for synchronizing with Microsoft Outlook. In most cases, however, it’s simply a matter of convenience. You’re probably already using it at work or at home, so synchronizing with Outlook makes managing all your personal information just that much simpler. And for most people, the bundled PocketMirror conduit (at http://www.chapura.com) that ships on most Palm installation CDs is more than adequate.
However, if you’ve been using Outlook for a while and have a great deal of information stored there, getting all that information onto a newly purchased Palm handheld may be a challenge, particularly if you’ve been taking full advantage of Outlook’s extensive features. If you use PocketMirror, you’ll most likely have to decide what makes it into your Palm handheld and what stays behind on your PC. That’s rarely an easy choice.
Of course, it doesn’t have to be that way. If you’re dealing with a significant case of Outlook overload, you should take a serious look at Pumatech’s Intellisync. To learn more about pricing and availability or to get a trial copy, visit http://www.pumatech.com/Intellisync_Palm_CE.html.
Intellisync is an impressive conduit package that allows you to pack an incredible amount of information from Outlook into your Palm handheld. What’s more, this package offers much more than just Outlook synchronization. You can also use Intellisync with a number of other PIMs (Personal Information Managers) and groupware applications, such as Lotus Notes, GroupWise, Schedule+, Sidekick, and many others.
However, this power comes at a price. If you decide to go with Intellisync, you should be prepared to spend a good bit of time configuring the program to match your needs. Still, once you get the program set up just right, it offers an impressive array of options. My friends who use Intellisync swear by the program, and you’d be hard pressed to get them to give it up.
This month I’ll be taking a look at what Intellisync has to offer, as well as sharing a few tips to make the transition as easy as possible. However, I won’t be discussing Palm/Outlook synchronization in detail. If you’re interested in learning more about how your Palm handheld and Microsoft Outlook interact, check out my December 2000 PalmPower article, "Palm Desktop and Microsoft Outlook go head-to-head," at http://www.palmpower.com/issues/issue200012/outlook001.html, as well as my January 2001 PalmPower piece, "A step-by-step guide to configuring PocketMirror and Microsoft Outlook," at http://www.palmpower.com/issues/issue200101/pocketmirror001.html.
.H1 Initial installation and setup
Installation is a snap. In no time at all you’ll be up and ready to start configuring the numerous settings. However, you’ll be offered one intriguing choice during the installation process. Near the end, you’ll be asked if you’d like to try Browse-it!, a handheld, online Web browser, as shown in Figure A.
.FIGPAIR A If you’ve been looking for a handheld browser, you might want to give Browse-it! a try.
Once you’ve decided whether or not to use Browse-it!, you’re pretty well ready to start configuring Intellisync.
Before we go any further, though, I ought to state that the ideal candidate for using Intellisync is someone who already has a great deal of information in Outlook (or any Intellisync-compatible PIM for that matter) and now wants to synchronize that information with a Palm handheld. In that case, importing the information from the PIM to the Palm handheld is a simple matter, once the appropriate settings in Intellisync have been configured.
On the other hand, if your information resides in your Palm handheld (or there’s a bit in both places), your path to blissful synchronization will be a bit longer. In that case, I recommend that you get all your information into Outlook, go through each record, and clean everything up. I won’t pull any punches here either; this can take quite a bit of time and effort. Then you should perform a one-way synchronization so that the data in Outlook overwrites your Palm handheld. Once you’ve done that, you’ll be ready to synchronize normally from there on out. The instructions that follow assume that you already have all your information in Outlook and are ready for your first HotSync, once setup is complete.
Now, let’s get on to more important matters, like configuring your Address Book to synchronize with Outlook Contacts.
.H1 Configuring the Address Book and Outlook Contacts
Once you have installed Intellisync, you’ll be presented with the window pictured in Figure B.
.FIGPAIR B Here’s where you get to pick and choose.
To select the application with which you’d like to synchronize your Palm Address Book, simply select Address Book from the list and click Choose. A window similar to the one shown in Figure C will appear.
.FIGPAIR C Look at all those applications!
As you can see, Intellisync offers an extremely wide selection of PIMs with which you can synchronize. You can also choose a different PIM for each handheld application, if you so choose. Of course, for today’s exercise, I’m assuming you’ll be using Outlook across the board.
I also recommend that you choose Export as the Operation setting for your first HotSync. This will overwrite the data in the corresponding applications on your Palm handheld with the data in Outlook and will help minimize future HotSync problems. So again, I caution you to make sure that you have all your information in Outlook and that it’s up-to-date and accurate before you begin using Intellisync.
By the way, if you later want to change your conduit choices, just come back to this window and modify the settings. You also need to come back here if you want to change the HotSync options (like Handheld overwrites Desktop, Desktop overwrites Handheld, or Do Nothing), since you cannot modify the options for any Intellisync conduits from the HotSync Manager’s Custom dialog box.
Once you’ve selected Outlook as your application and Export as the operation, click OK. Intellisync returns you to the window shown back in Figure B. Now click Advanced, which opens the window shown here in Figure D.
.FIGPAIR D Leave these items checked, at least for a while.
These two options allow you to have full control when you HotSync. When they’re selected, you’ll see the windows pictured in Figure E when changes (not conflicts) are encountered while performing a HotSync operation.
.FIGPAIR E Did you really want to make that change? Now you can double-check.
This can be rather useful information, although the constant prompting while performing the HotSync operation can become tedious. If it gets on your nerves after a while, you can always shut it off.
The next tab is Conflict Resolution, pictured in Figure F.
.FIGPAIR F Everyone has conflicts now and then.
The various options are quite self-explanatory. The default setting is "Notify me when conflicts occur." With the option selected, you’ll be presented with the window shown in Figure G whenever a conflict arises.
.FIGPAIR G Being able to resolve the conflicts is the important part.
The final tab on this window is Filters, shown in Figure H.
.FIGPAIR H If you want or need to, you can filter your data as well.
If you want to exclude Private data or set up other custom filters, you can do so right here. Intellisync makes managing and filtering data an easy process.
However, the settings addressed under these three tabs are simple, basic items. To really experience the power offered by this software, click Field Mapping in the lower right corner of the Advanced Settings window. Now the fun stuff begins. The Field Mapping window shown in Figure I offers you a tremendous amount of control over how the information in Outlook will be stored on your Palm handheld.
.FIGPAIR I Intellisync’s flexible field mapping feature opens vast possibilities.
This window offers a mapping scheme for every field in the Address Book and Outlook Contacts. Since the list is long, you’ll notice I’ve included a couple of views in Figure I. You can also map fields as groups or on a line-by-line basis, as the second image in Figure I shows. I’ve elected to map the address field as a single entity, but had I wanted to, I could have broken it out. Mapping the various fields is a simple matter of clicking and dragging the Outlook fields to the appropriate locations and clicking the arrows to select or deselect them.
After setting up all of my contacts in Outlook, I set up the following mapping scheme for Address Book/Contacts synchronization. I’ve omitted unmapped fields from the list in Table A for clarity.
.BEGIN_TAB_TABLE A Mapping scheme for Address Book/Contacts synchronization
.TAB_TABLE_WIDTH 120 220
.TAB_TABLE_HEADER Palm handheld MS Outlook
.TAB_TABLE_ROW Last name Last Name
.TAB_TABLE_ROW First Name First Name
.TAB_TABLE_ROW Middle Name Middle Name
.TAB_TABLE_ROW Title Job Title
.TAB_TABLE_ROW Company Company Name
.TAB_TABLE_ROW Work Business Telephone Number
.TAB_TABLE_ROW Alternate Work Business Telephone Number 2
.TAB_TABLE_ROW Assistant Assistant Telephone Number
.TAB_TABLE_ROW Home Home Telephone Number
.TAB_TABLE_ROW Alternate Home Home Telephone Number 2
.TAB_TABLE_ROW Fax Business Fax Number
.TAB_TABLE_ROW Home Fax Home Fax Number
.TAB_TABLE_ROW Alternate Fax Other Fax Number
.TAB_TABLE_ROW Email Email1 Address
.TAB_TABLE_ROW Email 2 Email2 Address
.TAB_TABLE_ROW Email 3 Email3 Address
.TAB_TABLE_ROW Mobile Mobile Telephone Number
.TAB_TABLE_ROW Car Car Telephone Number
.TAB_TABLE_ROW Main Primary Telephone Number
.TAB_TABLE_ROW Other Other Telephone Number
.TAB_TABLE_ROW Pager Pager Number
.TAB_TABLE_ROW Address Mailing Address
.TAB_TABLE_ROW City Mailing Address City
.TAB_TABLE_ROW State Mailing Address State
.TAB_TABLE_ROW Zip Code Mailing Address Postal Code
.TAB_TABLE_ROW Country Mailing Address Country
.TAB_TABLE_ROW Custom 1 Spouse
.TAB_TABLE_ROW Custom 2 Anniversary
.TAB_TABLE_ROW Custom 3 Birthday
.TAB_TABLE_ROW Custom 4 Web Page
.TAB_TABLE_ROW Note – Line 1 Department
.TAB_TABLE_ROW Note – Line 2 Company Main Telephone Number
.TAB_TABLE_ROW Note – Line 3 Manager Name
.TAB_TABLE_ROW Note – Line 4 Assistant Name
.TAB_TABLE_ROW Note – Line 5 Body
.TAB_TABLE_ROW Category Categories
.TAB_TABLE_ROW Private Private
.END_TAB_TABLE
And don’t be baffled by the number of Palm handheld fields you have never seen before, such as Assistant or Email 3. These are special fields that Intellisync will create, if needed, on your Palm handheld. To illustrate how this mapping methodology works, I’ll show you a Contact from Outlook, pictured in Figure J. Then I’ll show you a screenshot from Palm Desktop that shows how that entry looks on my Palm handheld.
.FIGPAIR J I’ve got a lot on Jane, and with Intellisync I can take it all with me.
That’s quite a collection, isn’t it? Now take a look at Figure K to see how all of Jane’s information made it onto my Palm handheld. This single image from Palm Desktop was clearer than the roughly five handheld screen shots I’d have needed to display this information.
.FIGPAIR K I’ll bet you never thought an Address Book entry could hold so much!
One of the most impressive features is the ability to divide the handheld note into five separate fields. This, in conjunction with the special fields for phone numbers and email addresses, makes it possible to synchronize almost every bit of the information you might have on someone in Outlook.
Of course, with all these fields tricked out like this, your Palm handheld essentially becomes a brain dump for Outlook. This means that you’ll want to be especially careful when editing or adding information on your handheld, so that it will synchronize correctly. Still, I suppose if you have that much information in Outlook, you won’t mind the added effort that having and maintaining it on your Palm handheld might require.
.H1 Configuring the Date Book and Outlook Calendar
The process of configuring Outlook Calendar is quite similar to that for Contacts. Once you click the Advanced button seen way back in Figure B, an almost identical tabbed window appears, as shown in Figure L.
.FIGPAIR L If you’d like, you can set a date range for your handheld appointments.
The only difference is the additional Date Range tab that lets you set a number of options for the Date Book. Under that tab you can specify whether you’d like all your appointments for Outlook to be transferred to your Palm handheld, future items only, or perhaps just those that fall within a certain date range.
Obviously the Field Mapping options for Date Book/Calendar are not as extensive as those for Address Book/Contacts, but you configure them the same way, as shown in Figure M. Again, I’ve provided two views to give you an idea of what mapping options exist.
.FIGPAIR M This list may be smaller, but there are still quite a few fields to map.
The appointment location is added to the name (in parenthesis), and there are also two special fields that are synchronized to the handheld note on your Palm handheld, as shown in Figure N.
.FIG N Intellisync adds a few new fields to your handheld appointments.
In case you were wondering, "Free Field 1" is mapped to Outlook Categories and "Free Field 2" is mapped to Meeting Attendees.
.H1 Configuring the Memo Pad and Outlook Notes
The Memo Pad/Notes options offer nothing new. The Advanced Settings window offers the same three tabs that the Address Book window does, and these can be configured for Notes in the same manner. Also, not surprisingly, there isn’t much to do in terms of field mapping for this module, as shown in Figure O.
.FIGPAIR O There almost isn’t any reason for this window to exist.
.H1 Configuring the To Do List and Outlook Tasks
Now that you’ve configured the other modules, you’ll practically be an expert at the process. Again, the tabbed Advanced Setting window for To Do List is almost exactly like the one for Date Book, only the first tab is labeled To Do List, as shown in Figure P.
.FIGPAIR P Who needs their old To Do List items on their Palm handheld anyway?
These settings let you keep your Palm handheld clear of clutter by leaving completed (but not yet deleted) tasks in Outlook and not copying them to your Palm handheld.
The Field Mapping options are also quite similar to those in the first two modules, as you can see in Figure Q. Once again, I’ve provided two views of the window.
.FIGPAIR Q Choosing how to HotSync the To Do list fields with those in Outlook is quite a task, as they’re outnumbered two-to-one.
As for the Date Book, there are several special fields that are synchronized to the note on your Palm handheld, as shown in Figure R.
.FIG R Now you can track a few more task details.
In this example, the extra fields are Contact Company, Free Field 1 (mapped to Status), and Free Field 2 (mapped to percent complete).
.H1 Configuring Mail and Expense
Intellisync also offers email and expense conduits. The options for email are a bit more flexible than with the standard Palm Desktop email conduit, as shown in Figure S.
.FIGPAIR S Intellisync offers several advanced email management tools.
In addition to the options offered under the General and Folders tabs, this window also features the same standard tabs: Confirmation, Conflict Resolution, and Filters. Taken together, these settings give you a great deal of control over managing your email.
Finally, Intellisync gives you two options for synchronizing the expense application. You can use Palm Desktop, or you can save your Expense data straight to a text delimited file, suitable for use in any spreadsheet you choose to use.
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.H1 Now to wrap it all up
Intellisync is, without a doubt, an impressive package. However, managing this power is not a task for the technically challenged. If you intend to use this package, you need to be prepared to carefully set up each of the modules or suffer for your carelessness. I heartily recommend you read the manual before you get started. It’ll save you a few headaches later on.
Intellisync offers far more than most people are going to need. The average user will likely be just fine using the bundled PocketMirror conduit that ships with most Palm handhelds. But for those who do need what Intellisync offers, there’s nothing else like it on the market.
.BEGIN_SIDEBAR
.H1 Product availability and resources
For more information on Pumatech’s Intellisync, visit http://www.pumatech.com/Intellisync_Palm_CE.html.
For the article, "Palm Desktop and Microsoft Outlook go head-to-head," in the December 2000 issue of PalmPower, visit http://www.palmpower.com/issues/issue200012/outlook001.html.
For the article, "A step-by-step guide to configuring PocketMirror and Microsoft Outlook," in the January 2001 issue of PalmPower, visit http://www.palmpower.com/issues/issue200101/pocketmirror001.html.
For more information about Palm computers, visit http://www.palm.com.
.H1 Bulk reprints
Bulk reprints of this article (in quantities of 100 or more) are available for a fee from Reprint Services, a ZATZ business partner. Contact them at reprints@zatz.com or by calling 1-800-217-7874.
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.BIO
.DISCUSS http://powerboards.zatz.com/cgi-bin/webx?50@@.ee6f75a
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