teamspace TM Outlk Synchrnizatin Manual teamsync Versin 1.4 Release December 2005 * teamspace is a registered trademark f 5 POINT AG ** Micrsft Outlk is a registered trademark f Micrsft Crpratin
1 Icns in teamsync Add a new cnnectin. Edit verall settings f teamsync. Clse teamsync. Start synchrnizatin manually (nly shwn if a cnnectin has already been installed). Chart 1: Icns in teamsync 2 Installatin T use teamsync fr synchrnizing Outlk and teamspace please install ur sftware team- Sync n yur PC first. Yu can dwnlad teamsync n ur website s Dwnlad area. An assistant will guide yu thrugh the initial installatin prcess. IMPORTANT: Please clse Outlk befre installing teamsync. After installatin, please restart yur system and then pen Outlk again. Please pen the file teamsync.exe after the initial installatin. Icns t pen teamsync will then be placed n yur desktp screen and the desktp bar. Yu can always call up teamsync by clicking n the red icn n the lwer right crner f yur desktp screen (vide fig.9). IMPORTANT: T call up teamsync, yu have t click n the red bmerang icn shwn in figure 9. teamsync desn t pen if yu try t start it frm the regular start menu f Windws r frm a desktp icn. These tw cmmands are nly used t get the red start icn int the lwer right crner f the PC screen. Figure1: Start icn n the desktp Yu get directly t the fllwing verview. The icns t wrk with teamsync are explained in chart 4 n the next page. Figure 2: Overview at the start f teamsync 2009 teamspace is a prduct f 5 POINT AG, Darmstadt/Germany page: 1/6
2.1 Overall settings Yu can adjust the language and chse between manual and autmatic synchrnizatin. Please als set the perid fr synchrnizatin and the SSL-ptin. If yu use a Prxy server please als fill in the details at Internet Cnnectin. All ther users leave this part blank. Please cnfirm all changes by clicking n OK at the end. Figure 3: Overall settings 2.2 Add a new cnnectin teamsync ffers fur mdes t synchrnize data between Outlk and teamspace. The differences between the fur are in the depth f data exchange between teamspace and Outlk. Please lk at all fur ptins and chse the ne that suits yu best. teamsync generally nly synchrnizes data frm Outlk that can be displayed in teamspace. All ther data is nt transferred and remains untuched in Outlk. Figure 4: Types f synchrnizatin 2009 teamspace is a prduct f 5 POINT AG, Darmstadt/Germany page: 2/6
2.2.1 Mde 1: Display teamspace data in Outlk (ne-sided synchrnizatin) This mde is suited fr all users wh just want t dwnlad their data frm a team t their Outlk autmatically. teamspace dates and cntacts are exprted t an Outlk flder and can be viewed there. Imprted data is marked in Outlk t distinguish it frm all ther Outlk data. Changes t imprted teamspace data in Outlk wn t be transferred back t teamspace. The same is true fr teamspace data deleted in Outlk. teamspace data can nly be changed r deleted within the teamspace team itself. N Outlk data is exprted int teamspace. 2.2.2 Mde 2: teamspace synchrnizatin Cmpared t mde 1 there is a tw-sided exchange f data in mde 2. Data is synchrnized between Outlk and teamspace. The exprt f data frm Outlk t teamspace is hwever limited strictly t exprting changes made in Outlk t teamspace data that was riginally imprted frm teamspace. Deleting teamspace data in Outlk des nt lead t the deletin f this data in teamspace. All ther data in Outlk that desn t cme frm teamspace is nt exprted int teamspace at all. 2.2.3 Mde 3: Advanced teamspace synchrnizatin Is equivalent t mde 2 nly that in this mde deleting teamspace data in Outlk als means deletin f this data in teamspace. All ther data in Outlk, that desn t cme frm teamspace is nt exprted int teamspace at all. 2.2.4 Mde 4: Shared Outlk flders (cmplete tw-sided synchrnizatin) In this mde a cmplete Outlk flder is synchrnized and thus shared with all team members. A cmplete synchrnizatin f all data between Outlk and teamspace takes place. All data and changes are synchrnized and transferred t teamspace. All ther team members that als use this mde have the exact same data. Changes r deleted items are autmatically transferred t all cnnected Outlks and t teamspace. If yu plan t keep jint flders with c-wrkers via teamspace, please keep in mind that if yu chse the furth mde, nly ne participant shuld enter data frm his Outlk that ther members might have als. If nt, an entry kept by multiple members is shwn in all calendars r cntacts separately. T prevent this, please start ut by ne participant entering his data frm Outlk. Then all ther participants nly enter data frm their Outlks that hasn t already been upladed. The easiest way t start a jint data pl with this mde is if nly ne persn initially enters data frm Outlk at all. All thers take a new and empty Outlk flder. Categries created in Outlk fr calendar r cntact entries are nt synchrnized t teamspace. S if yu chse the furth mde t synchrnize Outlk and teamspace, yu will eventually have the categries verwritten by data frm teamspace that desn t cntain the categries. 2009 teamspace is a prduct f 5 POINT AG, Darmstadt/Germany page: 3/6
2.2.5 Select Outlk flder Please select an existing Outlk flder frm the chices given r create a new flder in Outlk and g back t this screen, refresh it and select the new ne. teamsync shws yu all existing flders. Yu can nly chse ne flder per cnnectin. If yu want t cnnect mre than ne flder t a team, yu have t add anther separate cnnectin. 2.2.6 Select a team Please insert the lgin data (team ID, user name, and passwrd) f the team yu want t cnnect t Outlk. The authenticatin serves yur security and ensures that nly yu can access yur data. Please remember that yu can nly synchrnize ne team per cnnectin. If yu want t cnnect multiple teams t Outlk, yu have t add a separate cnnectin fr each team. IMPORTANT: If yu change yur lgin data by creating a new passwrd r username, yu als have t make these changes in the crrespnding teamsync cnnectin, because the cnnectins still use the ld lgin data. 2.2.7 Insert an Outlk categry (nly mdes 1 t 3) Add a categry fr all data imprted frm teamspace int Outlk. Then yu can distinguish between riginal Outlk data that is nt synchrnized and data cming frm and being synchrnized back t teamspace. Please chse a randm tken as categry. All data frm teamspace autmatically carries this tken in Outlk. Inserting categries als enables yu t create entries in Outlk and include them int the synchrnizatin by giving them the teamspace categry. 2.3 Settings 2.3.1 Mark teamspace entries in Outlk All mdes enable marking. Yu can chse a randm name r tken that precedes each teamspace entry in square brackets in Outlk t distinguish them frm all ther data in Outlk. This is especially helpful when mre than ne team is synchrnized: Yu can always tell t which team an entry belngs. 2.3.2 Access rights fr new entries (nly mdes 2, 3 and 4) This ptin is usable in mdes 2 t 4 when any data is exprted frm Outlk t teamspace. Access rights decide wh is able t see and/r edit data that yu exprted frm Outlk. Please remember that all changes t these entries (including deletin) autmatically are dne in all cnnected flders. 2.3.3 Settings fr appintments This ptin nly applies t data created in teamspace, because nly with these entries yu have the ptin f assigning them t different participants. Yur lcal Outlk desn t have the ptin t include members f yur teamspace team. This setting determines which entries are im- 2009 teamspace is a prduct f 5 POINT AG, Darmstadt/Germany page: 4/6
prted int Outlk frm teamspace. If the check bx is activated nly teamspace entries yu are participating in r where all team members are participants are imprted. If the check bx is deactivated, all entries will be imprted. 2.4 Edit and delete a cnnectin T edit r delete an existing cnnectin in teamsync, please click n the cnnectin with the right muse tab. Yu then have the fllwing ptins: 2.4.1 Enter team A new brwser windw is pened that leads yu directly t yur team withut anther lgin. 2.4.2 Edit With this ptin yu can change the settings f a cnnectin. Please remember t acknwledge all changes by saving them at the end. 2.4.3 Delete cnnectin The cnnectin will be deleted. Yu have the fllwing ptins: YES (recmmended) all data frm teamspace that has been imprted int Outlk will be deleted in yur Outlk. All data remains untuched in teamspace. NO The cnnectin is deleted, but all data frm teamspace in yur Outlk flder remains untuched. CANCEL Deleting prcess gets cancelled; cnnectin and data are nt deleted. Chart 2: Optins when deleting a cnnectin 2009 teamspace is a prduct f 5 POINT AG, Darmstadt/Germany page: 5/6
3 Cntact & supprt If yu have any further questins, please cntact us directly by phne r e-mail any time. teamspace supprt Phne: +49 (0) 6151-13097-0 E-mail: supprt@teamspace.de 2009 teamspace is a prduct f 5 POINT AG, Darmstadt/Germany page: 6/6