Syncing Without Headaches
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The document addresses issues related to email and calendar syncing across devices, emphasizing strategies for effective synchronization using IMAP settings, Google Calendar, and various synchronization tools. It provides guidelines for configuring email accounts, syncing contacts, and using cloud storage providers like Dropbox and Google Drive. Additionally, the document lists software solutions for syncing Outlook with Google services and offers considerations for file syncing while managing versions and storage limits.
Syncing Without Headaches
- 2. The Main Headache Producers
- 4. So many headaches people are having
- 8. How many of these things have happened to you? You send e-mail from your phone and can’t find it in the “sent messages” on your computer? Vice versa You have a different set of folders (or no extra folders) on your phone than your Desktop Deleted mail could be anywhere
- 9. A Quick Look at E-mail
- 10. Strategies for e-mail client setup • Use IMAP, not POP3 or ActiveSync • Make sure you sync IMAP folders • Get SENT and DELETED right • Test right away
- 11. iPhone Example
- 12. iPhone Example
- 13. iPhone Example
- 14. iPhone Gmail
- 15. iPhone Gmail
- 16. Typical IMAP Instructions (these are from GoDaddy) To Set Up IMAP for Your Email Account 1.Create an account with your email client. 2.In the client for which you want to configure IMAP, locate the IMAP settings and enter the following: Username Your full email address Password Your email account password Incoming Mail Server Your incoming IMAP server. Outgoing Mail Server Your outgoing SMTP server. Incoming Port Without SSL - 143 With SSL - 993 Outgoing Port Without SSL - one of the following: 25, 80, 3535, 587 With SSL - 465
- 18. INBOX
- 21. Every device will have a way to do IMAP
- 28. Here is the workaround that has worked so far to get Click to Run Office 2013 Home and Business working: i. Install Office 2013 Pro Plus Edition from here http://azcdn01.digitalrivercontent.net/office2010/X18-65189.iso (this is the official Microsoft Digital River distribution channel). Ensure you do a custom install and select only the apps that come with Home and Business (Word, Excel, One Note, Powerpoint and Outlook). There is no need to enter any serial number ii. Install GASMO and configure the user's profile. If there are multiple users, log on as each user and configure their profile. iii. Confirm Outlook works and syncs with Google iv. Visit http://www.office.com/setup and install the click to run version of Office 2013 Home and Business v. Uninstall Office 2013 Pro Plus vi. Reboot and confirm Outlook still works
- 29. Something has to be at the center of your universe
- 30. Anything can be COTU • My Contacts or Calendar • Exchange or Google • The Organization’s Universe • Parallel Universes • Outlook for Contacts • Google for Calendar
- 31. Calendar Syncing
- 32. Strategies for Calendar Syncing • Switch to Google Calendar • Setup Google and sync from Outlook • Pay for Calendar sync software • Use Exchange Server and sync with e-mail and contact
- 33. And then you have to think about… • Sync direction • From COTU out • 2-way or 1-way? • Multiple Calendars • Select all or some? • Frequency • One-time • Scheduled • Immediate
- 35. Sync2 $40 per user license Supports multiple calendars on both Google and Exchange One-way or Two-way synchronization options Server-based synching – Outlook doesn’t need to be running Other Sync Functionality Outlook mail folders Contacts Tasks
- 36. CompanionLink $50 per user license (but there are lots of options) Supports multiple calendars on both Google and Exchange One-way or Two-way synchronization options Server and client-based syncing Syncs and supports pretty much everything to everything Other Sync Functionality Outlook mail folders Contacts Tasks
- 37. • Outlook Calendar syncs to Google Calendar • All calendar event details • Recurring and all-day events • Alarms/reminders • Accepted meeting invites (with list of attendees) • Multiple Outlook calendars (Requires CompanionLink Pro) CompanionLink
- 42. How do we want to see multiple calendars?
- 43. My Google Calendars in Outlook 2013
- 44. Eltima SyncMate • When the Mac is the center of your universe • Free version for Calendar and Contact synchronization (works with Outlook 2011 and Entourage 2008) • Expert version syncs to a wide variety of devices for $40 (personal) or $100 for 10 business licenses
- 46. Syncing Contacts
- 49. Have you gotten one of these messages?
- 51. What is this setting buried in Gmail?
- 52. Strategies for Syncing Contacts • Pay for Contact sync software • Sync directly with server • Put Contacts in the Cloud and sync with that to each device • Setup Google and sync from Outlook • Use Exchange Server and sync with e-mail and calendar
- 53. And then you have to think about… • Getting Started • Export and Backup • Remove all from some devices • Duplicate resolution • On-going Upkeep • What to do with new information • Automate/Assist
- 54. Contacts in the Cloud *Will also sync your contacts across platforms
- 55. Brewster Social Network bias Grabs information for you Beautiful design iPhone app and web access only Free for now…
- 56. Brewster
- 57. Brewster
- 58. A cloud-based service that syncs and de-dups contact information to your various accounts and devices
- 59. Plaxo Basic is free and consolidates contacts from major on-line sources (LinkedIn, Facebook but not Google) Plaxo Premium ($60 per year) syncs contacts across all major e-mail clients and devices Plaxo Personal Assistant scours the Internet public information sources to keep your contact information up to date
- 72. Searches publicly-available data sources for changes Offers you new info to accept or reject Will sometimes verify against THEIR Plaxo data
- 75. • Outlook Contacts sync to Google Contacts • Names, addresses, phone numbers, email addresses • Outlook categories sync to Google • Contact notes • Birthdays • Contact photos • Up to 9 custom fields in Outlook •Outlook Tasks sync to Google Tasks or Google Calendar •Task priorities •Recurring tasks •Due dates CompanionLink
- 77. Sync2 $40 per user license One-way or two-way syncing options Supports Outlook 2002 to 2013 Gmail or Google Apps Contact support Works directly with Exchange so Outlook doesn’t need to be running
- 78. Google Apps Sync $5 a month per user for Calendar, Contacts and Gmail syncing If you want to, put Google at COTU – become a full Google Apps company or just do Calendar or Contacts High degree of device sync options for Google
- 80. http://www.google.com/sync Click on each of these to see different instructions
- 84. Eltima SyncMate • When the Mac is the center of your universe • Free version for Calendar and Contact synchronization (works with Outlook 2011 and Entourage 2008) • Expert version syncs to a wide variety of devices for $40 (personal) or $100 for 10 business licenses
- 86. Syncing Files
- 87. Strategies for File Syncing • Sync to a Cloud and then get that Cloud provider’s app for other devices • Pay for File sync software and go directly from machine to machine • Use e-mail attachments or USB keys and get more headaches
- 88. And then you have to think about… • Did the revision make it into the Cloud? • When I delete something – is it deleted everywhere? • When I share a file • How many copies are syncing? • Do I let them view or edit?
- 90. Cloud Storage Providers • Download a client that runs on your computer and creates a folder there • Any file you put in the folder automatically syncs back to the cloud • Have support for windows, mac, ios (iphone/ipad) and android • Allow sharing of files and folders to other people (view only and view/edit) • Status icons that let you know how the file sync is going
- 91. Dropbox • 2GB for free; 100GB for $100 annually • 500mb for each referral • Rock-solid software and service • Most mature solution • Fun and easy to use • Clients for everything* • Wide “other software” support (esp. Iphone apps) • Business “team-based” solution *iPhone, iPad, Android, Kindle Fire, Blackberry, Linux
- 95. Dropbox • 2GB for free; 100GB for $100 annually • 500mb for each referral • Rock-solid software and service • Most mature solution • Fun and easy to use • Clients for everything* • Wide “other software” support (esp. Iphone apps) • Business “team-based” solution *iPhone, iPad, Android, Kindle Fire, Blackberry, Linux
- 96. Google Drive • 15GB free – shared across Gmail, drive and google+ photos • 100GB for $50 annually • Mac and windows, android and iOS mobile • There are ways to get to Linux and most other devices (probably not blackberry) • Document versioning • Built-in google docs, sheets and slides • Google docs don’t count against storage
- 98. See which files use the most storage Identify which files in your Google Drive use the most storage with the "Using most quota" view. Google Drive on the web lets you sort all of your files to see which files use the most storage space. Go to drive.google.com. Click More in the left navigation. Click All items. Go to the Sort menu and select "Quota used." You'll see how much storage a file uses under Quota Used. If multiple versions of a file are in your Google Drive, you'll see the sum total of all versions of a file.
- 99. View and manage versions online Google Drive on the web keeps the latest and previous versions of a file, automatically deleting previous versions only when they're older than 30 days or there are more than 100 previous versions of the same file. In Google Drive on the web, you can manage versions of a file: • See at a glance the different revisions, when they were synced/uploaded, their file size, and which one is the most current version. • Click any file to download it. • Click the “x” to delete one of the versions (owners and editors only). • Sync or upload a new version of a file (owners and editors only).
- 100. To manage versions of a particular file: Select a file in Google Drive on the web. Expand the More dropdown menu and select “Manage revisions.” Or, when you’re viewing a file, go to the File menu and select “Manage revisions.” In the dialog box, upload a new version, delete old versions, or download a version to your computer.
- 101. Google Drive • 15GB free – shared across Gmail, drive and google+ photos • 100GB for $50 annually • Mac and windows, android and iOS mobile • There are ways to get to Linux and most other devices (probably not blackberry) • Document versioning • Built-in google docs, sheets and slides • Google docs don’t count against storage
- 102. Microsoft SkyDrive • 7GB free; 100GB for $50 annually • Windows and windows mobile; iOS and android support • Document versioning • Edit documents using web-based office apps • Outstanding integration with windows
- 105. Microsoft SkyDrive • 7GB free; 100GB for $50 annually • Windows and windows mobile; iOS and android support • Document versioning • Edit documents using web-based office apps • Outstanding integration with windows
- 107. SugarSync • Similar to other cloud storage services, but allows you to sync any folder on your computer with the cloud or OTHER COMPUTERS • 5GB is free; $100 annually for 100GB • Broad OS and device support
- 111. GoodSync • Bypasses the cloud (but uses the internet) and syncs between devices (or devices and cloud storage) • Goodsync explorer allows you to easily see and manage google drive, amazon S3, skydrive and other cloud-based storage • Uses parallel threading when syncing for the fastest sync speeds • Free to try, $30 (win) or $40 (mac) per computer
- 118. Things to Remember About Syncing: • Sometimes the computer gets turned off • Google or Microsoft or Apple may change their minds • Sometimes the Internet is not available
- 119. Questions?
Editor's Notes
- #17: Secure Sockets Layer (SSL) and Transport Layer Security (TLS) are methods to help secure communications between your computer and the e-mail server. Some e-mail programs refer to SSL or TLS as "encryption". In most e-mail programs, you need to open an "Advanced" setting or tab to set SSL for POP and IMAP connections and TLS for SMTP connections. Your e-mail program may automatically try to use port 110 if you're using POP or port 143 if you're using IMAP. If your e-mail program shows port 110 or 143, be sure to select SSL encryption. Then, enter a port number of 995 to replace the default port number (110) if you're using POP or a port number of 993 to replace the default port number (143) if you're using IMAP. Your e-mail program may automatically try to use server port 25 for SMTP. If your e-mail program shows port 25 for SMTP, be sure to select TLS encryption. Then, enter 587 to replace the default port number, which is set to 25.
- #56: Brewster syncs with the following services: Facebook Foursquare Gmail iPhone LinkedIn Twitter
- #57: Brewster syncs with the following services: Facebook Foursquare Gmail iPhone LinkedIn Twitter
- #58: Brewster syncs with the following services: Facebook Foursquare Gmail iPhone LinkedIn Twitter
- #119: Or goes into hibernation Sometimes the IT or security department says “don’t store stuff in the cloud”