Intellisync 4.0

Intellisync 4.0

Quick Start Guide

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United States Patent Nos. 5,392,390, 5,666,553, 5,684,990, 5,701,423, 5,943,676, and 6,044,381. Other patents pending.

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Table of Figures  ix

Introduction to Intellisync

What is Intellisync?

What components make up Intellisync? 

Additional documentation

Intellisync for Palm^T handhelds 

Minimum System Requirements

Installing Intellisync

To install Intellisync:

The Intellisync icons

Synchronizing data with your Palm handheld 

Intellisync for Windows CE

System requirements

Installing Intellisync

To install Intellisync:

AutoRun

The Intellisync icons

Synchronizing data to your Pocket PC or Windows CE device

Figure 1. Intellisync for Palm handhelds Configuration dialog box

Figure 2. Intellisync for Palm handhelds Choose Translator dialog box

Figure 3. Intellisync for Palm handhelds Configuration dialog box - selected applications

Figure 4. Intellisync for Palm handhelds Advanced Settings dialog box - Confirmation tab

Figure 5. HotSync Progress dialog box

Figure 6. Intellisync for Palm handhelds Confirmation prompt

Figure 7. Intellisync for Windows CE Main Screen

Figure 8. Intellisync for Windows CE Configuration dialog box

Figure 9. Intellisync for Windows CE Choose Translator dialog box

Figure 10. Intellisync for Windows CE Configuration dialog box with translator selected

Figure 11. Intellisync for Windows CE Advanced Settings dialog box - Date Range tab

Figure 12. Intellisync for Windows CE Confirmation prompt

Welcome to the Intellisync Quick Start Guide. This guide is designed to help you install Intellisync, as well as complete your first synchronization. It also includes information on accessing Online Help and User Guides.

Intellisync enables you to synchronize your Palm^T handheld, or your Pocket PC or Windows CE device, with a variety of popular Windows applications. This means that if you want to maintain the same data on your Palm handheld, or on your Pocket PC or Windows CE device, as on your PC, there's an easy way to ensure that each system contains the same up-to-date information.

Intellisync transfers data of different formats between your two systems. But it does more than simply transfer the data. Intellisync compares the records in your handheld or device to the records in your PC. It then makes whatever changes are necessary in each system to keep them both up-to-date, and "in sync."

This product includes software for Palm handhelds, and for Pocket PC or Windows CE devices. Because the system requirements, installation processes, and synchronization procedures differ between these devices, they are detailed separately in this guide.

Information on installing and synchronizing Intellisync for Palm handhelds begins on page 13.

Information on installing and synchronizing Intellisync for Windows CE begins on page 23.

Both of these sections detail the system requirements for the PC and the handheld, the steps for the installation of the software, and the procedures involved in configuring and then running a synchronization.

The Intellisync software includes additional documentation in the form of electronic copies of manuals (Adobe Acrobat .pdf format), Online Help files, and Readme files. The additional documentation consists of:

Intellisync for Palm handhelds User Guide. This is an Adobe Acrobat file. It provides complete information on using Intellisync with the Palm handheld family of devices.

View the Intellisync for Palm handheldsUser Guide from the Intellisync group on the Start menu by clicking Intellisync User Guide.

Intellisync for Windows CE User Guide This is an Adobe Acrobat file. It provides complete information on using Intellisync with the Windows CE platform.

View the Intellisync for Windows CE User Guide from the Intellisync group on the Start menu by clicking Intellisync User Guide.

Note: Intellisync includes a copy of the Acrobat Reader software used to read and print Adobe Acrobat (.pdf) format documents. Acrobat Reader is available for installation on the CD. To install it, insert the Intellisync CD into your CD-ROM drive and click Get Acrobat Reader on the opening screen.

Online Help. Intellisync includes complete online Help that is accessible through the Help Icon in the Intellisync program group or by clicking Help in the program interface dialog boxes.

Readme. The Readme file contains important information that arrived too late to be put into the Help system or the User Guide.

View the Readme file from the Intellisync group on the Start menu by clicking Intellisync Readme.

This section instructs you on installing Intellisync and on performing your first synchronization on your Palm handheld.

Your PC must meet the following minimum system requirements:

Windows 95/98 or Windows NT 4.0 Workstation

IBM-compatible 486 PC or greater

30MB available hard disk space

16MB RAM

VGA or better monitor, 640 x 480 resolution

CD-ROM drive

One available serial port

HotSync 3.0 installed

Windows 2000 Professional edition

133 MHz or higher Pentium-compatible CPU

30MB available hard disk space

64MB RAM

VGA or better monitor, 640 x 480 resolution

CD-ROM drive

One available serial port

HotSync 3.0 installed

Internet access with Internet Explorer 4.x and higher or Netscape 3.x and higher is suggested.

In addition, you must be using a Palm handheld or other handheld running Palm OS^® software 3.0/3.5 including: Handspring Visor and Visor Deluxe, TRG Pro, and IBM WorkPad, plus a docking cradle.

Before you install Intellisync, you must install the Palm Desktop software on your PC. Intellisync utilizes Palm Desktop's "HotSync Manager" application.

To users who are upgrading from an earlier version of Intellisync:

If you are upgrading from an earlier version of Intellisync and are installing into the same directory, do not un-install the old software before installing the newer version. The old files are removed during the upgrade.

Note: Please make note of any custom field mapping prior to upgrading. Custom field mapping will be lost when you install the newer version.

Follow these steps to install Intellisync on your PC:

Insert the Intellisync CD into your CD-ROM drive. If Autoplay is enabled, the Intellisync Install menu appears.

If Autoplay is not enabled, then on the task bar click Start, then Run. Click Browse and navigate to your CD-ROM drive letter.

Double-click install.exe. The Run dialog box appears.

Click OK. The Intellisync Install main menu appears.

Click Intellisync for Palm handhelds. A second menu appears.

Click Install Intellisync for Palm handhelds and follow the on-screen instructions.

Unless you specify a different location, Intellisync is installed to the directory C:\Program Files\Ispalm (where C is the drive on which Intellisync is installed).

Note: You may elect to perform a Custom instead of a Complete installation. If you choose the Custom installation, you will be presented with the following two additional dialogs:

Select Components: Lists the PC applications supported by Intellisync. Unchecking an application in this dialog box removes support for that application.

If you later want to restore support for an application you have unchecked in the Select Sub-Components screen, re-run a Custom installation and select the check box next to the application name.

Make sure the check box labeled Intellisync Files remains selected.

Note: Adding or removing support for a PC application after you've used Intellisync will result in the loss of custom field mapping. Other settings are preserved.

Select Program Folder: Allows you to determine the folder that will contain the Intellisync program icons.

The Select Program Folder screen determines the folder that will access the Intellisync Program group when you give the Start/Programs commands. By default, the folder is named Intellisync for Palm handhelds. Changing the name is not recommended.

When installation is complete, a shortcut labeled Intellisync Configure will appear on your Windows desktop. In addition, a set of Intellisync icons will have been created. To access the icons, select Start Programs Intellisync for Palm handhelds.

These icons are displayed in the Intellisync Program Group:

The Browse-it icon (its appearance is determined by your Browser) links to a PUMATECH web site page, where you can download the Browse-it client, sign up for an account, and then surf the web from any Palm^® OS device equipped with a modem.

The "30-day Live Update" icon (its appearance is determined by your browser) accesses the Live Update Web page where you can download new releases that become available within thirty days of purchase. This is only available if you have registered your copy of Intellisync.

In addition to the Intellisync icons, two shortcut icons for the HotSync and Palm Install Tool applications are included in the program group for your convenience.

Synchronizing the data stored in your Palm handheld with data on your desktop is basically a one-button operation. When you press the HotSync^® button on the HotSync cradle, synchronization starts immediately.

How does Intellisync know what to synchronize? That information is configured in a set of Intellisync dialog boxes. These dialog boxes specify the data you want to synchronize, and contain special settings affecting the operation.

Once you have the options and settings in these dialog boxes configured the way you want them, you need never access them again unless you want to change specifications.

Note: For simplicity, this quick start manual guides you through the process of configuring and running a synchronization. However, these instructions apply to importing and exporting as well. The only difference between configuring a synchronization and setting up a one-way transfer of data is in the selection of the operation in the Choose Translator dialog box.

Follow these steps to configure and perform your first synchronization:

Click on the Intellisync Configure shortcut, or the Intellisync Configure icon in the Intellisync for Palm handhelds program group. This displays the Intellisync Configuration dialog box

Figure . Intellisync for Palm handhelds Configuration dialog box

In the Configuration dialog box, select the handheld application you want to synchronize. Then click Choose to open the Choose Translator dialog box.

Figure . Intellisync for Palm handhelds Choose Translator dialog box

In the Choose Translator dialog box, specify the PC application you want to synchronize. If a File Name or Folder text box is present, use the Browse capability to select the file or folder you want to synchronize.

Note: Some PC applications do not require you to specify a filename. If this is the case, the "active" or last-used file is used by default, and the File Name text box is not present in the Choose Translator dialog box. Checking the Apply to all applications check box (if available) at the bottom of the dialog box assigns the selected PC application for synchronization with all compatible Palm handheld applications.

If the Options button is enabled, click it and make sure the system options are set appropriately for the application you've selected. Then click OK to return to the Choose Translator dialog box.

Click OK to return to the Configuration dialog box.

Figure . Intellisync for Palm handhelds Configuration dialog box - selected applications

Now the PC application you selected appears next to the handheld application name, and a two-sided arrow appears between the handheld and PC application names.

Note the check box adjacent to the handheld application name. By default, this check box is selected, indicating that the data is activated for synchronization. Clearing a check box prevents an application from being included in a synchronization. Clearing a check box does not affect any custom settings.

To review or alter settings affecting synchronization, click Advanced. This displays the Advanced Settings dialog box. (Intellisync fills in default values for all settings.)

Figure . Intellisync for Palm handhelds Advanced Settings dialog box - Confirmation tab

When settings are configured as you want them, click OK to return to the Configuration dialog box.

To change any of the fields that will be synchronized, click Field Mapping and then OK. The Field Mapping dialog box appears. Make changes as needed. If you do not want to keep the changes, click Reset. Otherwise, click OK and then OK again to close the Advanced Settings dialog box.

If necessary, repeat the above procedure for each of the handheld applications you want to synchronize. Then click OK to save specifications and exit the Configuration dialog box.

With your handheld in the HotSync cradle and the cradle connected to the appropriate COM port on your PC, press the HotSync button on the HotSync cradle. The synchronization process begins, and the HotSync Progress dialog box appears.

Figure . HotSync Progress dialog box

Note: If you click Cancel on the Progress dialog box, synchronization will stop once Intellisync finishes synchronizing the current handheld application.

If a Conflict Resolution dialog box appears, resolve any "data conflicts".

Note: For each set of data you synchronize, a history file is used to determine the changes that must be made in each of your systems to achieve synchronization. This file is created by the first synchronization of the data. Therefore, a "first run" synchronization is different from (and may take longer than) subsequent synchronizations. "First run" synchronizations simply merge your handheld and PC data, and a Conflict Resolution setting is used to resolve data conflicts.

Before synchronization actually occurs, one or more confirmation prompts may ask you to confirm the operation:

If a confirmation prompt is displayed, click Accept to proceed with the operation, or Cancel to stop the operation.

Figure . Intellisync for Palm handhelds Confirmation prompt

If you want to see exactly what will occur if the operation proceeds, click Details. This displays a dialog box in which the operation is more explicitly detailed.

When the operation is complete, your handheld displays the message HotSync complete.

This section instructs you on installing Intellisync and on performing your first synchronization with your Pocket PC or Windows CE device.

Your PC must meet the following minimum system requirements:

Windows 95/98 or Windows NT 4.0 Workstation

IBM-compatible 486 PC or greater

30MB available hard disk space

16MB RAM

VGA or better monitor, 640 x 480 resolution

CD-ROM drive

One available serial port

ActiveSync 3.0/3.1

Windows 2000 Professional Edition

133 MHz or higher Pentium-compatible CPU

30MB available hard disk space

64MB RAM

VGA or better monitor, 640 x 480 resolution

CD-ROM drive

One available serial port

ActiveSync 3.0/3.1

Internet access with Internet Explorer 4.x and higher or Netscape 3.x and higher is suggested.

Device, processor, and Windows CE operating system version requirements

Pocket PC - Windows CE version 3.0

Handheld PC, Handheld PC Professional, Palm-size PC - Windows CE version 2.11/2.12

Processors: MIPS, SH3, SH4, StrongARM

Prior to installing Intellisync, you must install ActiveSync 3.0/3.1 on your PC. This application can be installed from the CD that came with your Pocket PC or Windows CE device.

If ActiveSync 3.0/3.1, is not already installed on your PC when you begin the Intellisync installation, you will receive a message stating that it must be installed before you can proceed.

To verify that one of these applications is present on your PC, click Start, Programs, then look for a folder labeled Microsoft ActiveSync.

Note: Have your device connected to your PC when you install ActiveSync 3.0/3.1. Doing this allows you to confirm that there is a working connection between the device and your PC.

To users who are upgrading from an earlier version of Intellisync:

If you are upgrading from an earlier version of Intellisync and are installing into the same directory, do not un-install the old software before installing the newer version. The old files are removed during the upgrade.

Note: Please make note of any custom field mapping prior to upgrading. Custom field mapping will be lost when you install the newer version.

Follow these steps to install Intellisync on your PC:

Insert the Intellisync CD into your CD-ROM drive. If Autoplay is enabled, the Intellisync Install menu appears.

If Autoplay is not enabled then on the task bar, click Start, then Run. Click Browse and navigate to your CD-ROM drive letter.

Double-click install.exe. The Run dialog box appears.

Click OK. The Intellisync Install main menu appears.

Click Intellisync for Windows CE. A second menu appears.

Click Install Intellisync for Windows CE and follow the on-screen instructions.

Unless you specify a different location, Intellisync is installed to the directory C:\Program Files\SYNCWCE (where C is the drive on which Intellisync is installed).

Note: You may elect to perform a Custom instead of a Complete installation. If you choose the Custom installation, you will be presented with the following three additional dialogs:

Select Components: Lists the PC applications supported by Intellisync. Clearing an application selection in this dialog box removes support for that application.

If you later want to restore support for an application you have cleared in the Select Sub-Components screen, re-run a Custom installation and select the check box next to the application name.

Make sure the check box labeled Intellisync Files remains selected.

Note: Adding or removing support for a PC application after you've used Intellisync will result in the loss of custom field mapping. Other settings are preserved.

Select Automatic Synchronization: Allows you to activate the Intellisync AutoRun feature, which places Intellisync in your Windows Startup folder and automatically runs a device's configured operation when you connect the device to your PC (and Intellisync is running in "background" mode). See AutoRun below for more information.

Select Program Folder: Allows you to determine the folder that will contain the Intellisync program icons.

The Select Program Folder screen determines the folder that will access the Intellisync Program group when you give the Start/Programs commands. By default, the folder is named Intellisync for Windows CE. Changing the name is not recommended.

During installation, you can configure Intellisync to automatically synchronize your Pocket PC or Windows CE device(s) and your desktop system whenever a connection is established between the two systems.

To use this AutoRun feature, choose the Custom installation option while installing Intellisync. When you're presented with a dialog box labeled "Select Automatic Synchronization," check Always synchronize when the device is connected. This activates AutoRun by placing the AutoRun Manager application in your Windows Startup folder. In addition, an AutoRun shortcut icon - which lets you open and close the AutoRun Manager - is placed in your Intellisync program folder.

When AutoRun is active, Intellisync automatically runs the configured operation for a particular device as soon as you connect the device to your PC. (AutoRun starts Intellisync, which runs in "background mode.")

Note: If you don't enable AutoRun during installation, you can do so at any time from the Intellisync Main Screen File menu.

The File menu offers two options, On Every Connection, and On New Connection. If you check the latter option, an operation will only run automatically the first time a particular device is connected.

These are the icons as they appear in the Intellisync Program Group:

The "30-day Live Update" icon (its appearance is determined by your browser) accesses the Live Update Web page where you can download new releases that become available within thirty days of purchase. This is only available if you have registered your copy of Intellisync.

Intellisync is designed to simplify the transfer of data between your Pocket PC or Windows CE device and your PC. If AutoRun is active, synchronization can take place automatically when Intellisync detects that a known device is connected. Otherwise, synchronization can be accomplished with just a couple of mouse button clicks.

But before you can run your first operation, you must configure it. Once you have done so, you'll never need to do it again unless you want to change the nature of the operation.

Note: For simplicity, this Quick Start manual guides you through the process of configuring and running a synchronization. However, these instructions apply to importing and exporting as well. The only difference between configuring a synchronization and setting up a one-way transfer of data is in the selection of the operation in the Choose Translator dialog box.

Follow these steps to configure and perform your first synchronization:

Connect your device to your PC's COM port with the serial cable.

Click the Intellisync icon on your Windows desktop or in the Intellisync for Windows CE PC program group. This displays the Intellisync main screen.

Figure . Intellisync for Windows CE Main Screen

Check that your <device name> and "Connected" are displayed on the Intellisync main screen status bar. A connection can take as long as a minute to be established.

Double-click the Configure icon to display the Intellisync Configuration dialog box.

If a device is not connected, you will be prompted to connect one.

Figure . Intellisync for Windows CE Configuration dialog box

Select the first Windows CE application that you wish to configure for this operation by clicking its icon. This highlights the application icon and name.

Click Choose. This opens the Choose Translator dialog box.

Figure . Intellisync for Windows CE Choose Translator dialog box

Select the PC application you want to synchronize.

In the Operation group, select the operation you want to run. The default is Synchronize.

If the File Name text box is displayed, choose the data file to use in the operation.

Click Browse to select your file using a standard Windows file-selection dialog box. (For applications using folders instead of files, a Choose Folders dialog box is displayed instead.) Using the Browse capability prevents you from making typographical errors when typing in filenames.

Note: Checking the Apply to all applications check box (if available) at the bottom of the dialog box assigns the selected PC application for synchronization with all compatible Windows CE device applications.

If the Options button is enabled, click it to open the Options dialog box, which contains system options for the selected PC application. Adjust settings as needed, then click OK to return to the Choose Translator dialog box.

Click OK in the Choose Translator dialog box to return to the Configuration dialog box.

Figure . Intellisync for Windows CE Configuration dialog box with translator selected

To review or change synchronization settings, click Advanced. This opens the Advanced Settings dialog box for the selected Windows CE application. (Intellisync provides default values for all settings.)

Figure . Intellisync for Windows CE Advanced Settings dialog box - Date Range tab

Repeat steps 5 - 13 for each Windows CE application you want to configure.

Note: If you're only synchronizing one PC application, and you selected Apply to all applications in step 10, then you're ready to synchronize, but you might want to check the Options, Advanced settings, and Field Mapping for each additional configured Windows CE application.

To change any of the fields that will be synchronized, click Field Mapping and then OK. The Field Mapping dialog box appears. Make changes as needed. If you do not want to keep the changes, click Reset. Otherwise, click OK and then OK again to close the Advanced Settings dialog box.

When you're ready to perform the operation, click OK.

Double-click the Synchronize icon on the Intellisync main screen.

If prompted, resolve any data conflicts.

If a Confirmation prompt appears, click Accept to proceed, or Cancel to stop the operation.

Figure . Intellisync for Windows CE Confirmation prompt

Notes: For each set of data you synchronize, a history file is used to determine the changes that must be made in each of your systems in order to achieve synchronization. This file is created by the first synchronization of the data. Therefore, a "first run" synchronization is different from (and may take longer than) subsequent synchronizations. First run synchronizations simply merge the contents of your two systems, and a Conflict Resolution setting is used to resolve data conflicts.