From: Subject: Setup Contacts and Notes in Outlook to Sync Date: Wed, 12 Oct 2005 01:46:51 -0700 MIME-Version: 1.0 Content-Type: text/html; charset="iso-8859-1" Content-Transfer-Encoding: quoted-printable Content-Location: http://web.archive.org/web/20041019211351/www.rex6000.org/Content/rex-setup-folders.htm X-MimeOLE: Produced By Microsoft MimeOLE V6.00.2900.2180 Setup Contacts and Notes in Outlook to Sync

Last updated - January 31,=20 2002

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How to assign Contacts and Notes folders in Outlook = to sync=20 to the REX 6000

Network user's reminder: "When you are configuring = the sync=20 software you have to be connected to your Outlook and be online. If you = working=20 in Outlook offline you cannot configure. Because if you plan to this on = the=20 plane, at home, in the couch... it will not work." (From = Phillip)

It should be easier than this, but it ain't, = unfortunately.=20 Follow the steps below.

  1. Inesrt your REX 6000 into your cradle or PCCARD = slot.=20
  2. Start Intellisync for REX. Looks=20 like this:



  3. Select the "Configure" button. The = following screen=20 will appear. In this case, many settings are already in place, as I = have=20 already set up syncing previously.



  4. You first select the types of items you want to = sync by=20 clicking in the check-boxes on the left of the above dialog next to = each item=20 type. (Note - In this case, I have already selected all item types for = syncing=20 to the REX 6000 in a previous session.) For each item type (Contact, = Memo,=20 etc.) you will need to select the "Choose" button to tell Intellisync = which=20 application to get that information from. In this case (since I've = already=20 done all of this setup previously), below the "Choose" button on the = dialog=20 below you can see "MS Outlook" and the phrase "1 Folder(s) Mapped." = That means=20 that for the highlighted item (Contact) I have selected Outlook as my = sync=20 source. But let's assume you are doing this for the first time, or = adding=20 additional Outlook folders to your sync. So = to do that=20 your next step would be to select the "Choose" button on the = Configuration=20 dialog above.
  5. The "Choose Translator" dialog (below) appears. = Strange name=20 - all they really want to know is "What PIM do you want us to get the = contact=20 information from, and sync to, in the future." Since I've installed = Yahoo=20 Intellisync for Yahoo (more on that here on our = web site) I=20 have several options. In this case I use Outlook so I selected=20 that.
  6. If you simply select a PIM and click "OK" on the = above=20 dialog, only the primary Contacts folder from Outlook would be sync'd = to the=20 REX - in most cases that would mean that your "Contacts" folder would = sync,=20 but any other contacts sub-folders you have created in Outlook would = not be=20 sync'd to the REX. To get those other folders to sync you need to = select=20 the "Browse" button after selecting your PIM. That brings up the = "Map=20 REX6000 Contact Folder(s)" dialog.



  7. The above dialog displays. In this case it reads = "Contacts=20 <-> 3 folder(s) Mapped" since I've already done this before. If = you were=20 working with adding Notes folders from Outlook, the line would say = "Notes=20 <-> x folders mapped." In either case, the "X" tells you how = many=20 folders you currently had mapped for that item. Now you need to=20 double-click on the "Contacts" line, or select the "Browse" button = again.=20 That brings up the "Choose Contacts Folder(s)" dialog below. Yeah!! = Pay dirt -=20 we've struck gold (finally)
  8. When this dialog first appears the directory tree = is=20 collapsed - all it says is "+" next to "Personal Folders." You = click on the=20 "+" signs on next to the folders to expand the tree to view all your=20 folders. Then click once on the folder you want to add (in this = case=20 you would be adding Contacts folders) and then select the "Add" button = to add=20 them to your sync. In the dialog above the folder that is bolded = in the=20 "Selected Folders" list is the default folder. That's the folder where = Intellisync for REX will place any new contacts you created on the = REX. This=20 is important - see below.

    Intellisync for REX has no way of = knowing=20 what Outlook folder you want new contacts or memos placed in the first = time=20 they are sync'd from the REX to Outlook. Intellisync for REX sets = the=20 first folder you select as your default folder. You can change that = setting by=20 highlighting any of the folders in the "Selected Folder(s)" section of = the=20 dialog and clicking on the "Default" button. Intellisync for REX sets = a=20 default folder for all types of objects (calendar entries, notes, = tasks,=20 contacts) that are setup to sync with the REX.

    The default = folder=20 concept is important for Outlook users, because that is where = Intellisync=20 for REX will place any new items that are created on the REX. = So in=20 case above, if I create a new contact on the REX, it will be placed in = my=20 "Contacts" folder, since that is my default folder. So this means that = if you=20 sort contacts using folders in Outlook, and create new contacts on = your REX,=20 you may have to move them from your default Outlook folder to the = correct=20 Outlook folder after sync. For example, if I created a new work = contact on my=20 REX and sync'd to Outlook, the work contact would go in my "Contacts" = folder,=20 where I keep my personal contact records. After sync I would need to = find and=20 move that record to my "Work" folder manually. Once in the correct = folder,=20 Intellisync for REX will keep it there.

    Whether this is a big = or small=20 deal depends on whether you use folder in Outlook, how often you = create new=20 contacts and memos on the REX, and how important is is that they are = organized=20 in the correct folder. At the least it is an inconvenience, at the = worst it=20 could be quite a pain in the rear to keep things organized as you = wish.=20

After you have selected your folders you can "OK" = your way out=20 of the dialogs. Repeat this operation for each set of subfolders you = want to add=20 to your sync (for Notes or Tasks, for example), and you're done! =

An important addition to the steps above (thanks, = Karl!):=20

"...I think I may have failed to = clearly=20 highlight the fact that even after doing the steps described on your = Help site=20 I wasn't successful synching with Outlook until I accidentally = stumbled onto=20 one other incremental step. After which the synchronization with = Outlook seemd=20 to behave as expected. I don=92t have any calendars, contact, memos or = tasks in=20 sub-folders; i.e. the only instance of each are children of the parent = "Personal Folders". Thus in going through the steps described on your = site, I=20 had only one entry in the "Selected Folders" list, and it was bold. = Further,=20 the "Default" button was not active / available (i.e. it was 'grayed = out'). By=20 all indications, the one folder shown was the default folder. But, the = synch=20 didn't work. So, I tried repeating everything. And, just for fun I=20 double-clicked on the single bolded entry in the "Selected Folders" = list. When=20 I did that, a message box with an [Okay] button appeared. The message=20 displayed on the box said =93In selecting this as the Default folder, = you are=20 choosing to transfer records originating in the Rex6000 xxxxx folder = to this=20 folder during synchronization=94 (where xxxxx contained the name of = the=20 respective Rex application - Calendar, Contacts, Notes or Tasks). For = some=20 strange reason, Outlook synced okay (except on the calendar - see = below) after=20 the described extra step. The calendar did get further along in the = synch=20 process after the double-click exercise but crashed on record 167 of = 631. I=20 never figured out just which of my older calendar entries caused it to = crash.=20 After deleting over 300 old meetings and events it synched up fine. I = would=20 have liked to have known just which one was the problem but I wasn't = patient=20 enough to delete them one by one and retry synching each time=20 (grin)."

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