Synchronizing Calendar

• Synchronizing with Microsoft Outlook® and Palm™ Devices

• If you are using web office, Outlook, and Palm Calendars

• Synchronizing group and personal events

• Synchronizing private events

• Limitations when synchronizing events with participants

Synchronizing with Microsoft Outlook® and Palm Devices™

If you're like most people, you're already using several different devices to keep your appointments. You might be keeping personal appointments in your Palm and business-related appointments in your web office or in Microsoft Outlook.

Synchronization takes the headache out of maintaining several Calendars. When you synchronize, you take all the information from one Calendar, make a copy of it, and then put it in another Calendar. For example you can export the Calendar information in your web office and put it in your Palm, so you'll be able to see what's scheduled even when you're away from your computer. A few days later, after you've added more appointments to your Palm or to your web office, you can synchronize again to make sure both devices are displaying the same information.

Synchronization is a great way to load up your web office Calendar for the first time. If you already have information stored in Microsoft Outlook, for example, you can import it directly in to your web office, making it available to other members of your site—without re-typing.

Reminders are carried over when you synchronize, too. So if you have a meeting reminder set up in your site, and then sync with your Palm, you'll get the reminder on your Palm and from your site.

For step-by-step instructions on how to synchronize your Calendar, see:

• Sync with Microsoft Outlook

• Sync with a Palm device

If you are using web office, Outlook, and Palm Calendars

If you are using all three devices—web office, Outlook, and Palm, the synchronization can be a little more tricky. Our best recommendation is to consider one device as your master calendar. When you use the web office as your master calendar, for example, you initially set your appointments there, use web office to send meeting invitations and track responses. You also make any changes to meetings in the web office. Then you can periodically export the information from your web office into Outlook and Palm.

Keeping your web office as the master calendar ensures that meeting scheduling is foolproof:

• You use the web office to send automatic meeting invitations each time you set up a meeting. Users also use the web office to reply and responses are tracked in web office. If you use another device to schedule the meeting, and then import into the web office, the meeting participants are not listed in the web office and their free and busy times are not accurately reflected.

• If you change the meeting time in your web office, you are prompted to notify participants about the change. If you create the meeting in your web office and then make changes in Outlook, for example, there is no way to resend meeting changes; even when you synchronize the change back to the web office.

Synchronizing group and personal events

When you synchronize your web office Calendar with Outlook or Palm, events are imported into the web office as "personal" by default. You can change this setting in the synchronization client that connects your web office to Outlook or Palm so that events are imported as group-wide events by default. To change this setting:

1. On your computer desktop, click Start > Programs > WebEx > Intellisync for WebEx to launch the sync client software.

2. Enter your login information, if required.

3. Click Configure and choose the applications you want to synchronize.

4. Click the Advanced tab.

5. Click Field Mapping. (Click OK at any dialogues that appear.)
   The fields that apply to your web office are listed at the left. The Outlook or Palm mappings appear at the right. The arrows signify that the two fields map to each other.
   
   

6. To map the "Personal" field with the "Private" field in Outlook or Palm, find the "Private" field near the bottom of the Outlook/Palm list at the right. Using your mouse, drag it up so that it's across from the "Personal" field in the left-hand list.

7. Click OK.

8. Continue synchronizing as usual.

Now the events you import into the site appear on everyone's Calendar, except if they are flagged as "Private" in Outlook or Palm.

Synchronizing private events

Rest assured that your private events stay private when you synchronize between your web office, Outlook, and Palm. If an event is designated as "private" in Outlook or Palm, it retains that designation when it is imported into the web office and vice versa.

Limitations when synchronizing events with participants

If you have a meeting scheduled on your web office Calendar with a related list of participants, and then export the meeting to Palm or Outlook, please note the following:

• All the details about the event are synchronized, but the list of participants is not.

• If you make any change to an event in Outlook or Palm and then synchronize it back to the site, the event is correctly updated on the site, but you are not prompted to notify meeting participants about the change. (When you make changes to an event via your web office, you are prompted to send a notification to all participants.)