Sync 4 manual

What is Sync 4?

Sync 4

Sync 4 lets you synchronize key Office applications -Scheduler, ToDo List, Address Book, Bulletin Board, and WebMail - with your handheld and vice versa. You can use Office 4 anytime, anywhere as long as you have a Palm OS(R) device.

Just put your handheld in its cradle and press the HotSync button.

HotSync will start synchronizing, and you're off and running!


HotSync Progress

1. Before You Start

Important notice in using Sync 4:

  1. Do not use Sync 4 with a Palm OS(R) PDA not listed on the System Requirement page.

    • If you do, you may lose the data in your Palm OS PDA and/or Office 4.
    • Please refer to the download and installation page for further details. We would appreciate any compatibility report from you.

  2. You can only synchronize the data between your Palm OS PDA and Office 4, not with other PIM desktop applications.

    • For example, after synchronizing the data between Office 4 and your Palm handheld with Sync 4, you cannot use the same handheld to HotSync the data with other PIM applications, such as Palm Desktop or MS Outlook. In other words, the data synchronization cannot be performed between more than three applications at the same time.

  3. Do not synchronize with applications that are not initially installed on your Palm OS handheld.

    • If you synchronize with applications that are not default applications, it may cause data loss.

  4. Do not interrupt the HotSync process during the synchronization of data between Office 4 and your Palm OS PDA.

    • Each conduit of Sync 4 stores the latest update information when completing the data synchronization process. Accordingly, if you stop the HotSync process in the middle, the latest update information may not be recorded properly. This will lead to problems such as registering the same data twice.

  5. You may get the following message: "Save archive copy on PC."

    • This message, which you get when trying to delete the data in your Palm OS PDA, refers to the backup function of the Palm Desktop application. For further details, please refer to the operation manual that comes with your handheld. Sync 4 does not have any backup function, so even if you check the Save archive copy on PC box when deleting the data, it will not be backed up in the Palm desktop application.

2. What You Can Do

Sync 4 for Palm OS serves to synchronize Office 4 with Palm or WorkPad. With this application, you can carry all data you enter in Office 4 with you. Once you set it up, you can synchronize all data by simply pressing the HotSync button.


Sync 4

  1. With Sync 4, you can synchronize the data in your handheld with the following five applications:

    • Scheduler 4
    • Address Book 4
    • ToDo List 4
    • Bulletin Board 4
    • WebMail 4

    You cannot synchronize with Office 3.

  2. Not only can you download data from Office 4 to your PalmOS handheld organizer, you can also synchronize the latest information.

    • For example, your Palm OS-compatible handheld can carry your business-critical data for you anytime, anywhere. When you return to the office, you can easily synchronize the data of your Palm OS handheld organizer with the Office 4 data.

    With this functionality, you can avoid duplicating data, and you can keep data consistent.

    You can synchronize not only the data registered, but the data updated either from Office 4 or the Palm OS handheld organizer.

    The deleted data is also synchronized. If the handheld data is deleted, data in Office 4 is also deleted after synchronization, and vice versa.

    With these features, you can maximize utilization of Office 4 even when you cannot connect to Office 4.

    You can not synchronize WebMail 4 with Palm m100, which does not have a mail application.

    Bulletin Board data can be downloaded, but can not be uploaded to Office.

3. Basic Settings

   (User Settings)

This section focuses on the basic settings of Sync 4.

Sync Custom Settings

Custom Setting of HotSync Manager

These are the HotSync custom settings for our example named "Jeff." If you have installed and registered Sync 4 to HotSync properly, you will see five conduits for Scheduler 4, Address Book 4, ToDo List 4, Bulletin Board 4, and WebMail 4.

* Conduit: HotSync requests a synchronization for each application.

Initial Setting to Synchronize with Office 4

To synchronize the data between Office 4 and your handheld, you need to set up the Office 4 Common Settings properly. They can be accessed from any of the conduits for Office 4 applications.


Sync Settings

In the Location field, enter the URL to access Office 4. Then click the Import button.

The list of user names registered in Office 4 will appear.

Select your name from the user list, and enter the password.

If you access Office 4 through a proxy server, you need to check Use proxy server, and enter the proxy server name and port number.

If a Password Is Required to Access the Web Server

4. HotSync Settings for Address Book

   (User Settings)

Sync 4 enables you to synchronize Address Book with your handheld. A Cybozu category is created in the handheld and address data is entered.

  1. Data To Be Synchronized

    Palm OS handheld

    • In the Address application of the handheld, all the address records registered under the Cybozu category will be synchronized to Address Book.
    • Any data not registered in the Cybozu category will not be uploaded to Address Book. Accordingly, you can choose which address record to be uploaded to Address Book 4.

    Cybozu Address Book

    • All address records in Address Book, except for those in the personal address book, will be synchronized to the handheld regardless of the groups.

    The default settings for synchronization are Last Name, First Name, Middle Name, Company, and Email. If you want to synchronize the other items, please set them up on the "Cybozu Sync Setting" in the conduit.

  2. Action Setting

    Set the action to be perfomed at the following dialog box.


    Action Setting

    Synchronize the data

    This is the most common option. The data modified in Office 4 will be updated to the handheld, and vice versa. The priority is always on Office 4 when conflicts occur between Office 4 and the handheld.

    Please note that even if data is deleted in the handheld, the data is not deleted in Office 4.

    Address Book overwrites handheld. (Data in the handheld will be deleted.)

    Select this option when you want to delete all data related to Office 4 in the handheld and download the new data from Office 4.

    Add/Delete/Change in the handheld will not be synchronized to Office 4.

    • Synchronizes the data that is not edited as well
    • If you uncheck this box - All added/edited data in Office 4 from the last synchronization will be downloaded to the handheld. Other data that originally existed but was not updated will not be synchronized. Normally, it is unchecked.
    • If you check this box - Synchronize the corresponding items to the handheld. All updated data from the last synchronization are synchronized.
    • When to use - If you deleted data in the handheld by mistake, please check this box. Regardless of changes in the handheld, Office 4 data will overwrite the data in the handheld.
    • You cannot specify the data to prioritize on the handheld or Office 4 individually.
    • Delete the data in handheld before synchronization
    • If you check the box, you will delete all address data in the Cybozu category of the handheld before overwriting the handheld data.
    • If you check the two boxes above, it is equivalent to Cybozu Address Book overwrites the handheld in Sync 4.

    Handheld overwrites Address Book

    [Cybozu] category data in the handheld will be synchronized to Cybozu Office 4.

    Add/Delete/Change in Office 4 will not be synchronized to the handheld.

    Even if data is deleted in the handheld, the data is not eliminated in Office 4. This feature is valuable when you want to keep Office 4 data unchanged but add new data to the handheld.

    • Synchronize the data that is not edited as well
    • If you uncheck this box - Added/changed data in the handheld from the last synchronization will be synchronized with Office 4.
    • If you check this box - All address data in the Cybozu category of the handheld is synchronized to Office 4. Changed data in Office 4 from the last synchronization will be synchronized with the handheld. Deleted data in the handheld is not deleted from Office 4.
    • When to use - If you delete or change data in Office 4 by mistake, please check this box. The handheld data will overwrite Office 4 data.
    • You cannot specify data to prioritize on the handheld or Office 4 individually. If a required data setup from Cybozu is nonexistent, it will not be synchronized.

    Do nothing

    If you select this option, Sync 4 does not perform a data synchronization with Address Book.

    Choose when you want to synchronize other conduits.

  3. Address Field Setting

    Set "Address Field" at the following dialog box.


    Address Field Setting

    In this setting, you can specify which address field in the Address application in the handheld corresponds to which property in Address Book 4. In the above example, the address properties are set as follows:

    • How to setup
    • Choose a field from Field in Handheld.
    • Choose a property from the drop-down menu on the right.
    • You cannot assign one field in the handheld to multiple properties in Address Book 4, and vice versa.
    • The five default address fields in Address Book - Last Name, First Name, Middle Name, Company, and Email are not included in the list of the selectable properties, as they will be pre-assigned to corresponding fields of the handheld, except for Middle Name.
    • When you press the Reset button, the latest address properties in Address Book will be imported.

  4. Advanced Settings

    If you click Advanced Setting, you will browse the following:

    This setting option is for users who are very experienced in using Palm OS-compatible handhelds. If you are not sure about what to set up here, we recommend you not change any settings.


    Advanced Settings

    Data Conversion from Cybozu Address Book to Palm/WorkPad

    View records by

    You can specify in which field to display contact information in the Address list view of the handheld.

    Default

    You can choose the contact information to display in the Address application of the handheld, up to 5 fields.

  5. Log

    Debug log can be set to be generated.


    Log

    • Generate Debug Log
    • If you check this box, log will be exported to the destination directory of Sync 4 for Palm OS. The default directory is as follows:
    • For Palm: C:\Palm\(username)\cb4_addr
    • For WorkPad: C:\WorkPad\(username)\cb4_addr
    • For Handspring: C:\Program File\Handspring\(username)\cb4_addr
    • View debug log in different window
    • If you check this box, debug log will be displayed during HotSync.

5. HotSync Settings for Bulletin Board

   (User Settings)

Sync 4 enables you to synchronize Bulletin Board with your handheld. A Cybozu category is created in the handheld and articles data is synchronized.

  1. Action Setting

    Set an action at the following dialog box.


    Action Setting

    Cybozu Bulletin Board 4 overwrites handheld (Data in the handheld will be deleted.)

    Select this option when you want to delete all the data related to Office 4 in the handheld and download the new data from Office 4.

    Add/Delete/Change in the handheld will not be synchronized to Office 4.

    • Synchronize the data that is not edited as well.
    • If you uncheck this box - All updated data in Office 4 after the previous synchronization will be synchronized. Deleted articles in the handheld will not be removed in Office 4.
    • If you check this box - Synchronize the checked items to the handheld. All updated data after the previous synchronization is synchronized. Deleted articles in Office 4 will not be removed in the handheld.
    • When to use - If you delete or change data in Office 4 by mistake, please check this box. The handheld data will overwrite Office 4 data.
    • You cannot specify the data to prioritize on handheld or Cybozu Office 4.
    • Delete the data under Cybozu Category in handheld before synchronization
    • If you check this box, you will delete the data under the Cybozu category in the handheld before it is overwritten by the Bulletin Board data.

    Do nothing

    If you select this option, Sync 4 does not perform any data synchronization with Address Book.

    Choose when you want to synchronize other conduits than Bulletin Board.

  2. Advanced Setting

    If you click Advanced Setting, you will get the following:


    Advanced Setting

    How Cybozu Bulletin Board overwrites handheld

    • Number of Latest Articles to Obtain - Set up the maximum number of latest articles to be synchronized.
    • Sort by time
    • If you check this box - The articles are sorted by time to be posted. You will find the 6-digit number before the article title in the handheld after getting articles from Bulletin Board 4.
    • If you uncheck this box - You will find the article title before the articles in the handheld. In Bulletin Board 4, articles will be sorted by a 6-digit number.

  3. Log

    Debug log can be set to be generated.


    Log

    • Generate Debug Log
    • If you check this box, the log will be exported to the destination directory of Sync 4 for Palm OS. The default directory is as follows:
    • For Palm: C:\Palm\(username)\cb4_memo
    • For WorkPad: C:\WorkPad\(username)\cb4_memo
    • For Handspring: C:\Program File\Handspring\(username)\cb4_memo
    • View debug log in different window
    • If you check this box, debug log will be displayed during HotSync.

6. Hot Sync Setting for Scheduler

   (User Settings)

Sync 4 enables you to synchronize Scheduler with your handheld. You can also choose to synchronize your private data.

  1. Action Setting

    Set an action to be performed at the following dialog box.


    Action Setting

    Synchronize the data

    This is the most common option. The data modified in Office 4 will be updated to the handheld, and vice versa. The priority is always on Office 4 when conflicts occur between Office 4 and the handheld.

    Cybozu Scheduler overwrites handheld. (Data in the handheld will be deleted.)

    Select this option when you want to delete all data related to Office 4 in the handheld and download the new data from Office 4.

    • Synchronize the data that are not edited as well
    • If you uncheck this box - All added/changed data in Office 4 from the last synchronization will be downloaded to the handheld. Other data that has not been updated from the last synchronization will not be downloaded to the handheld. Normally, this box is unchecked.
    • If you check this box - Synchronize all the checked items to the handheld. All updated data from the last synchronization will be downloaded to the handheld.
    • When to use - If you deleted data in the handheld by mistake, check this button. Regardless of changes in the handheld, Office 4 data will overwrite the handheld data.
    • You cannot specify the data to prioritize on the handheld or Cybozu Office 4.
    • Delete the data in handheld before synchronization
    • If you check this box, the handheld schedule data will be deleted first before being overwritten by Scheduler 4 data.
    • If you check the two boxes above, it is the equivalent of choosing Cybozu Scheduler 3 overwrites the handheld in Cybozu Sync 3.

    Handheld overwrites Cybozu Scheduler

    The corresponding data in the handheld will be synchronized with Office 4.

    Add/Delete/Change in Office 4 will not be synchronized to the handheld.

    • Synchronize the data that are not edited as well.
    • If you uncheck this box - Added/Changed data in the handheld from the last synchronization will be uploaded to Office 4. Deleted schedule in the handheld will be deleted in Scheduler 4, as well. Other data will be unchanged. Normally, this box is unchecked.
    • If you check this box - All corresponding schedules in the handheld are uploaded to Scheduler 4. All edited data from the last synchronization will be synchronized.
    • When to use - If you deleted data in Scheduler by mistake, check this box. Regardless of changes in Scheduler 4, the handheld data will overwrite the data in the handheld.
    • You cannot specify the data to prioritize on the handheld or Cybozu Office 4 individually.

    Do nothing

    Do not perform any type of data synchronization.

    Choose when you want to synchronize other conduits.

  2. Advanced Setting

    If you click Advanced Setting, you will get the following:


    Advanced Setting

    Options of HotSync Action for Cybozu Scheduler

    • Synchronize private schedules - If you check this box, handheld private data and Scheduler 4 private data will be synchronized.
    • Synchronize location data - If you check this box, location data of Scheduler 4 will be downloaded to the handheld.
    • In the handheld, you can find the location data in the second line of the schedule.
    • If you register a schedule in the second line of the handheld, that will be shown as location data in Scheduler 4.

    From Cybozu Scheduler to the handheld

    • Target time period for Synchronization of Cybozu Scheduler - In this setting, you can specify the time frame for data synchronization between Scheduler 4 and the handheld.
    • The default setting is "1 Month ago - after 3 Month ago."
    • You can choose from "3 Years ago" to "after 5 Years" at the longest.
    • Schedule data that is outside the time period specified here will be deleted from the handheld at the first synchronization with Office 4.

    How handheld overwrites Cybozu Scheduler 4

    • Delete group schedules if applicable - If you check this box, group schedule of Office 4 will be deleted, if applicable.

  3. Log

    Debug log can be set to be generated.


    Log

    • Generate Debug Log
    • If you check this box, the log will be exported to the destination directory of Sync 4 for Palm OS. The default directory is as follows:
    • For Palm: C:\Palm\(username)\cb4_date
    • For WorkPad: C:\WorkPad\(username)\cb4_date
    • For Handspring: C:\Program File\Handspring\(username)\cb4_date
    • View debug log in different window
    • If you check this box, the debug log will be displayed during HotSync.

  4. Corresponding Fields

    Cybozu Scheduler
    Handheld's schedule
    Time: 13:00 - 15:00
    Plan: New Initiative Meeting
    Place: Meeting Room    		  

    13:00 New Initiative Meeting
    Meeting Room
    15:00

    Note   Note

7. HotSync Settings for ToDo List

   (User Settings)

Sync 4 enables you to synchronize ToDo List with your handheld. You can also choose to synchronize your private data.

  1. Action Setting

    Set an action to be performed at the following dialog box.


    Action Setting

    Synchronize the data

    This is the common option. The data modified in Office 4 will be updated in the handheld, and vice versa. The priority is always on Office 4 when conflicts occur between Office 4 and the handheld.

    Cybozu ToDo List overwrites handheld

    Added/Deleted/Edited ToDo's in ToDo List 4 downloaded to the handheld.

    Added/Deleted/Edited ToDo's in the handheld are not synchronized to ToDo List 4.

    • Synchronize the data that are not edited as well
    • If you uncheck this box - All added/edited data in ToDo List from the last synchronization will be downloaded to the handheld. ToDo data deleted in ToDo List will be deleted from the handheld, as well. Normally, it is unchecked.
    • If you check this box - Synchronize all the checked items to the handheld. All updated data after the previous synchronization is synchronized.
    • When to use - If you deleted data in the handheld by mistake, check this button. Regardless of changes in the handheld, ToDo List 4 data will overwrite the data in the handheld.
    • You cannot specify the data to prioritize on the handheld or Office 4.
    • Delete the data in handheld before synchronization
    • If you check this box, delete all handheld data before being overwritten by ToDo List data.
    • If you check the two boxes above, it is equivalent to choosing Cybozu ToDo List 4 overwrites the handheld in ToDo List 4.

    Handheld overwrites Cybozu ToDo List

    The corresponding ToDo data in the handheld will be synchronized to ToDo List. Add/Delete/Edit in ToDo 4 will not be synchronized with the handheld.

    • Synchronize the data that are not edited as well
    • If you uncheck this box - Added/Edited handheld ToDo data from the last synchronization will be uploaded to ToDo List. Deleted ToDo data in the handheld will be deleted in ToDo list, as well. Other data will not be changed. Normally it is unchecked.
    • If you check this box - All corresponding ToDo data in the handheld is synchronized to ToDo List 4. All edited data from the last synchronization will be uploaded.
    • When to use - If you deleted data in ToDo List by mistake, check this box. No matter what changes are made in ToDo List 4, handheld data will overwrite the data of ToDo List 4.
    • You cannot specify the data to prioritize on the handheld or Office 4.

    Do nothing

    Do not perform any type of data synchronization.

    Choose when you want to synchronize other conduits.

  2. Advanced Setting

    If you click Advanced Setting, you will get the following:


    Advanced Setting

    How handheld overwrites Cybozu ToDo List 4

    The setting below becomes valid when "Synchronize the data" or "Handheld overwrites Cybozu ToDo List 4" are selected.

    • Synchronize the private data in handheld to Cybozu ToDo List - If you check this box, private data in the handheld will be synchronized to ToDo List 4.
    • Delete group common ToDo if applicable - If you check this box, group common ToDo's in ToDo List 4 will be deleted.

  3. Log

    Debug log can be set to be generated.


    Log

    • Generate Debug Log
    • If you check this box, the log will be exported to the destination directory of Sync 4 for Palm OS. The default directory is as follows:
    • For Palm: C:\Palm\(username)\cb4_todo
    • For WorkPad: C:\WorkPad\(username)\cb4_todo
    • For Handspring: C:\Program File\Handspring\(username)\cb4_todo
    • View debug log in different window
    • If you check this box, the debug log will be displayed during HotSync.

  4. Corresponding Items

    Cybozu ToDo List
    Handheld's ToDo
    ToDo name   Title

    Priority
    High(***)
    Mid(**)
    Low(*)

    		 

    Priority
    1
    2,3
    4,5

    Deadline   Due Date
    Note   Note

8. HotSync Settings for WebMail

   (User Settings)

You can synchronize WebMail with handhelds such as Palm or WorkPad using HotSync. Inbox emails of Office and outgoing emails of the handheld are synchronized. If you synchronize the outgoing mail of the handheld, the mails will be sent out via Office 4.

  1. Action Setting

    Set an action to be performed at the following dialog box.


    Action Setting

    Synchronize data (and send out outgoing mail of the handheld)

    Synchronize all inbox mail of Office 4 to the handheld, and send out mail in the outbox of the handheld via Office 4.

    The emails are sent out during synchronization. You cannot edit emails that are uploaded from the handheld.

    Cybozu WebMail 4 overwrites handheld

    All emails received after the last synchronization will be synchronized with the handheld.

    Emails in the Sending category of the handheld will not be sent out.

    • Synchronize the data that are not edited as well
    • If you uncheck this box - All received emails after the last synchronization will be downloaded to the handheld.
    • If you check this box - All corresponding changed emails are downloaded to the handheld.
    • When to use - If you deleted data in the handheld by mistake, check this box. Regardless of changes in the handheld, Office 4 data will overwrite the data in the handheld.
    • You cannot specify data to prioritize on handheld or Office 4.
    • Delete the data in handheld before synchronization
    • If you check the box - you will delete all data in the Received category of the handheld.
    • Please be aware that if you check the Keep all Emails in handheld box in Advanced Setting, emails in the Received category of the handheld will be deleted.

    Handheld overwrites Cybozu WebMail

    The emails in the Sending category of the handheld are sent out via Cybozu Office.

    The sent out emails remain under Sent in Cybozu Office.

    The emails are sent out simultaneously, so you cannot edit the email after synchronization.

    Do nothing

    Do not synchronize WebMail.

    Choose when you want to synchronize conduits other than WebMail.

  2. Notice

    If you set up the following in the HotSync option of the handheld, it will show a different performance than the above.

    Select All - Depends on the setting of conduit.

    Select Send Only - If you set up the following conduit, emails in the outgoing box of the handheld will be sent out.

    • Synchronize the data
    • Handheld overwrites Cybozu WebMail
    • However, no matter which items you select in the conduit, inbox emails will not be downloaded to the handheld.

    Set up Filter - Emails that are set to Filter will be downloaded from Cybozu to the handheld.

    Select Unread - No matter which items you select in the conduit setting, emaills in the outgoing box of the handheld will not be sent out via Office 4.

    At the same time, only unread inbox emails of Office 4 are synchronized.

    The size of emails to be sent out and received are limited by the handheld settings.

    For details on how to use the HotSync option, please read the manual that comes with the handheld.

  3. Advanced Setting

    If you click Advanced Setting, you will get the following:


    Advanced Setting

    Cybozu WebMail overwrites handheld

    It is valid when Synchronize the data of Action Setting or Cybozu WebMail overwrites handheld is activated.

    • Number of latest emails to obtain - Number of new emails to download to the handheld.
    • Keep all emails in handheld - If you check this box, the deleted emails in Office 4 will not be updated in the handheld.
    • Check new emails to mail server - Emails that have not been imported to Office 4 will be downloaded form the mail server directory to the handheld.

  4. Log

    Debug log can be set to be generated.


    Log

    • Generate Debug Log
    • If you check this box, the log will be exported to the destination directory of Sync 4 for Palm OS. The default directory is as follows:
    • For Palm: C:\Palm\(username)\cb4_mail
    • For WorkPad: C:\WorkPad\(username)\cb4_mail
    • For Handspring: C:\Program File\Handspring\(username)\cb4_mail
    • View debug log in different window
    • If you check this box, the debug log will be displayed during HotSync.

9. About the Sync License

   (User Settings)

Read the following to find out more about the Sync license.

  1. License Basic Concept - Cybozu Sync

    Cybozu Sync 3 is the client application basically installed into each client machine per user.

    You need one license per installation of Cybozu Sync 4 per user. If you wish to install Cybozu Sync 4 in the multiple PCs, you are required to purchase the license for each installation separately.

    In case you wish to use the single client PC for the data synchronization of the multiple PalmOS PDAs, you are required to purchase the same number of the license as the PalmOS PDAs you wish to use.

    For example, you install Cybozu Sync 4 into the PC and synchronize the data between Cybozu Office 4 and your handheld through it. This case requires you to purchase one license for Cybozu Sync 4.

10. Registration Key Setting

   (User Settings)

After your 60-day trial using Sync 4, you need to purchase a registration key from Cybozu to continue using the program.

To purchase, go to the Cybozu.com Web site.

Before the expiration of your trial, a warning will be posted at the top of each application module letting you know how much time you have remaining in each trial.

Once you have purchased, enter your registration key here.

  1. Set up the registration key for Cybozu Sync 4.

    • Click User Setting on the Portal Page.
    • Click Registration Code Setting in the Cybozu Sync Setting Menu.
    • Enter User ID number (6-digit number listed on the license card)

    Note:: User ID No. is necessary when you send an inquiry email to Cybozu.

    • Enter the registration key for Sync 4. (20-digit number listed in the license card.) Please check your entry for accuracy.
    • Press .
    • You will see the license number on the page.

    If you register the wrong User ID Number, cancel registration code and enter User ID No. and Registration Code again.

    If you lose your License, we can reissue it. However, we charge a reissuing cost. For details, please email us at einquiry@cybozu.com.


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