How to Synchronize your Palm Handheld Calendar with Microsoft Outlook and MyFAU

These procedures illustrate the installation and configuration of Sun ONE synchronization software needed to synchronize Outlook with MyFAU and your Palm device. This includes instructions for the first time synchronization of Palm handheld device with MyFAU through Microsoft Outlook, as well as subsequent synchronizations.

Should you have any questions or need assistance, please contact the IRM Help Desk at 7-3999, or submit a Help Desk Service Request at:

There are three sets of instructions: Please pay close attention to these three procedures.

  1. Backup your data & Install Sun ONE Sync Software
  2. First time synchronization
  3. Subsequent synchronizations

PART I:Backup Data, Install Sun ONE Sync Software

Prerequisites

  • Palm device installed /preconfigured to synchronize with Microsoft Outlook 98 /2000 /XP /2003
  • Palm Desktop software (including Hotsync Manager software)
  • Software to synchronize data between your handheld and Microsoft Outlook:
  • Chapura PocketMirror software (or similar third-party software);This software is sometimes bundled with some Palm devices, and is also sold separately
  • OR, Palm Outlook Conduits (included with some newer Palm handheld devices)
  • Palm Desktop software must be installed but NOT configured to synchronize with the Palm device (Palm device must be configured to synchronize with Outlook instead)
  • Administrative rights: To run the Sun ONE Synchronization installation program on a personal computer, you must be logged on as a member of the local Administrators group
  1. IMPORTANT: Backup data file(s)
  2. HotSync your Outlookwith your Palm handheld before you backup Outlook or before you synchronize Outllook with Sun ONE (MyFAU); STRONGLY RECOMMENDED
  3. Update your Outlook data file (PST file) with the current data and time by making a simulatedcalendar entry
  4. Open Outlook
  5. Input any calendar entry
  6. Close Outlook
  7. Make a note your computer’s current date and time
  1. Search your hard drive(s) for *.PST (all Outlook data files)
  2. Include Hidden Files and Folders
  3. Locate the PST file with most recent date and time (from steps above); Your working data file is usually namedOutlook.pst
  4. Copy your data file (i.e., Outlook.pst) to your My Documents folder or another location; This is a backup copy of your data file.
  1. Install Sun ONE Synchronization software
  1. Click here to download the Sun ONE Synchronization setup fileandstart the Sun One Synchronization installation program.
  1. Click Next At the Welcome screen.

  1. Click Yes at the License Agreement screen.

  1. At the Get Registration Information screen, enter your namein the User Namefield and FloridaAtlanticUniversityat in the Company Namefield.

  1. Click Next at the Choose Destination Location screen.

  1. At the Select Components screen, check Microsoft Outlook 98/2000 (for Outlook 98, 2000, XP, or 2003), then click Next.

  1. Click Next at the Start Installation screen.

  1. When the installation is complete, click Finish.


PART II: First Time Synchronization

  1. Start Outlook
  1. Click Synchronizefrom the Menu Bar, then click Synchronize from the drop down list:
  1. Click the Synchronizebutton at the Sun ONE Synchronization window:
  1. Settings:

When you synchronize for the first time, the Sun ONE Translator Settings window opens; enter the following information:

  1. Server: faucal.fau.edu
  2. Port: 6785
  3. User Name: [Enter your MyFAU User Name]
  4. Password: [Enter your MyFAU password]
  5. Check the Remember Password box to store your password in the synchronization software; This is recommended to avoid being prompted for a password with subsequent synchronizations.
  6. Example:
  1. When you synchronize for the first time, a Full Synchronization begins; Three options appear for each data source selected to synchronize:
  1. Replace Sun ONE (MyFAU) records with the Outlook records
  2. Replace the Outlook records with Sun ONE (MyFAU) records
  3. Combine both Sun ONE (MyFAU) and Outlook records
  1. To populate your MyFAU Calendar with records from your Outlook Calendar (most common), select the option to Replace Sun ONE (MyFAU) records with Outook records (first option), then click OK:
  • CAUTION: Using the option to Replace Outlook records with Sun ONE (MyFAU) records is not applicable in most scenarios, and can result in lost records. This is NOT the correct option for First Time Synchronizations.
  • CAUTION: Using the Combine option can cause duplicate records. It is highly recommended that you do not use this option.
  1. A progress window shows synchronization status:
  1. Click OK when finished

PART III: Subsequent Syncs– OngoingUpdates

Congratulations! Your first synchronization with MyFAU is complete. Your MyFAU calendar is available to you through the web from any computer with internet access.

To keep your MyFAU calendar updated with your Palm handheld device, you will have to sync your handheld with Outlook and also with MyFAU.

If you want to update MyFAU with changes made on your handheld:

  1. HotSync your Palm device with Outlook
  2. Run the Sun ONE Synchronization tool to update from Outlook to MyFAU
  3. Start Outlook
  4. Click Synchronize from the Menu Bar, then click Synchronize Nowfrom the drop down list
  5. Click OK when finished

If you want to update your handheld with changes made in MyFAU:

  1. Run the Sun ONE Synchronization tool to update from Outlook to MyFAU
  2. Start Outlook
  3. Click Synchronize from the Menu Bar, then click Synchronize Nowfrom the drop down list
  4. Click OK when finished
  5. HotSync your Palm device with Outlook

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