syncing without headaches

Syncing

without

Headaches

Doug [email protected]

The Main Headache Producers

So many headaches people are having

Syncing E-mail

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

A Quick Look at E-mail

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

iPhone Example

iPhone Gmail

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

[email protected]

gmail imap

Every device will have a way to do IMAP

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

http://azcdn01.digitalrivercontent.net/office2010/X18-65189.iso

http://www.office.com/setup

Something has to be at the center of your universe

Anything can be COTU

• My Contacts or Calendar

• Exchange or Google

• The Organization’s Universe

• Parallel Universes

• Outlook for Contacts

• Google for Calendar

Calendar Syncing

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

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

Sync2

Software for Syncing

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

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

• 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

www.companionlink.com

How do we want to see multiple calendars?

My Google Calendars in Outlook 2013

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

Syncing Contacts

Have you gotten one

of these messages?

What is this setting

buried in Gmail?

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

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

Contacts in the Cloud

*Will also sync your

contacts across platforms

Brewster

Social Network bias

Grabs information for you

Beautiful design

iPhone app and web access only

Free for now…

Brewster

A cloud-based service that syncs

and de-dups contact information to

your various accounts and devices

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

Searches publicly-available data sources for changes

Offers you new info to accept or reject

Will sometimes verify against THEIR Plaxo data

Contacts Syncing Software

• 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

www.companionlink.com

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

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

http://www.google.com/sync

Click on each of these to see different instructions

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

Syncing Files

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

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?

Cloud Storage Providers

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

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

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

See which files use the most storageIdentify 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.

http://drive.google.com/

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).

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.

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)


• Built-in google docs, sheets and slides

• Google docs don’t count against storage

Microsoft SkyDrive

• 7GB free; 100GB for $50 annually

• Windows and windows mobile; iOS and

android support


• Edit documents using web-based office apps

• Outstanding integration with windows

File Syncing Software

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

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

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

Questions?

syncing without headaches

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