How to Synchronize your Microsoft Outlook Calendar. PART I: Backup Data, Install Sun ONE Sync Software

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1 How to Synchronize your Microsoft Outlook Calendar with MyFAU These procedures illustrate the installation and configuration of Sun ONE synchronization software needed to synchronize your Outlook with MyFAU. This includes instructions for the first time synchronization with Outlook and MyFAU, to populate your MyFAU calendar with calendar entries you may already have in Outlook, as well as subsequent synchronizations. Should you have any questions or need assistance, please contact the IRM Help Desk at , or submit a Help Desk Service Request at: There are three sets of instructions: Please pay close attention to these three procedures. 1. Backup your data & Install Sun ONE Sync Software 2. First time synchronization 3. Subsequent synchronizations PART I: Backup Data, Install Sun ONE Sync Software Prerequisites Microsoft Outlook 98 /2000 /XP /2003 NO handheld device(s) installed Administrative rights: To run the Sun ONE Synchronization installation program on a personal computer, you must be logged on as a member of the local Administrators group 1. IMPORTANT: Backup data file(s) a. Update your Outlook data file (PST file) with the current data and time by making a simulated calendar entry i. Open Outlook ii. Input any calendar entry iii. Close Outlook iv. Make a note your computer s current date and time b. Search your hard drive(s) for *.PST (all Outlook data files) i. Include Hidden Files and Folders ii. Locate the PST file with most recent date and time (from steps above); Your working data file is usually named Outlook.pst. c. Copy your data file (i.e., Outlook.pst) to your My Documents folder or another location; This is a backup copy of your data file. 2. Install Sun ONE Synchronization software a. Click here to download the Sun ONE Synchronization setup file and start the Sun One Synchronization installation program. 1

2 b. Click Next At the Welcome screen. c. Click Yes at the License Agreement screen. 2

3 d. At the Get Registration Information screen, enter your name in the User Name field and Florida Atlantic University at in the Company Name field. e. Click Next at the Choose Destination Location screen. 3

4 f. At the Select Components screen, check Microsoft Outlook 98/2000 (for Outlook 98, 2000, XP, or 2003), then click Next. g. Click Next at the Start Installation screen. 4

5 h. When the installation is complete, click Finish. PART II: First Time Synchronization 1. Start Outlook a. Click Synchronize from the Menu Bar, then click Synchronize from the drop down list 5

6 b. Click the Synchronize button at the Sun ONE Synchronization window: c. Settings: When you synchronize for the first time, the Sun ONE Translator Settings window opens. Enter the following information: i. Server: faucal.fau.edu ii. Port: 6785 iii. User Name: [Enter your MyFAU User Name] iv. Password: [Enter your MyFAU password] v. Check the Remember Password box to store your password in the synchronization software; This is recommended to avoid being prompted for a password. vi. Example: 6

7 d. When you synchronize for the first time, a Full Synchronization begins. Three options appear for each data source selected to synchronize: i. Replace Sun ONE (MyFAU) records with the Outlook records ii. Replace the Outlook records with Sun ONE (MyFAU) records iii. Combine both Sun ONE (MyFAU) and Outlook records e. To populate your MyFAU Calendar with records from your Outlook Calendar (most common), select the option to Replace Sun ONE (MyFAU) records with Outook records (first option), then click OK: CAUTION: Using the option to Replace Outlook records with Sun ONE (MyFAU) records is not applicable in most scenarios, and can result in lost records. This is NOT the correct option for First Time Synchronizations. CAUTION: Using the Combine option can cause duplicate records. It is highly recommended that you do not use this option. 7

8 f. A progress window shows synchronization status: g. Click OK when finished PART III: Subsequent Syncs Ongoing Updates Congratulations! Your first synchronization with MyFAU is complete. For your convenience, it is recommended you use the MyFAU calendar as your primary calendar. However, should you want to archive your MyFAU calendar to Oulook, or if you need to sync again with Outlook, you can do so by running the Sun ONE Synchronization tool again by following these simple steps: 1. Start Outlook a. Click Synchronize from the Menu Bar, then click Synchronize Now from the drop down list b. Click OK when finished 8