In our brave new cloud-supported, multi-device world, we been told that we can access our data from anywhere at any time. But the experience is a bit different than the promise – why are my contacts different on my phone from my laptop? If I send e-mail from my phone, does it end up in the SENT folder on my computer? How do I edit the spreadsheet on my tablet and see those changes on my desktop? How do you keep e-mail, calendars, contacts and files correctly synced between all of the devices used to access that data? Keeping your world synced properly between devices requires some planning, setup and choices. In this workshop we will explore the various software, tools and tricks that do the best job of keeping your world in synch. We will also describe the best ways to share and synch data with other people so that your family can use the one calendar and your project group can work on the one set of important documents (and vice versa!)

1. Syncing
without
Headaches
Doug Allen
dougallen@allensconsulting.com

2. The Main Headache Producers

4. So many headaches people are having

7. Syncing
E-mail

8. How many of these things have
happened to you?
You send e-mail from your phone and can’t find it in the “sent
messages” on your computer?
Vice versa
You have a different set of folders (or no extra folders)
on your phone than your Desktop
Deleted mail could be anywhere

9. A Quick Look at E-mail

10. Strategies for e-mail client setup
• Use IMAP, not POP3 or ActiveSync
• Make sure you sync IMAP folders
• Get SENT and DELETED right
• Test right away

11. iPhone Example

12. iPhone Example

13. iPhone Example

14. iPhone Gmail

15. iPhone Gmail

16. Typical IMAP Instructions (these are from GoDaddy)
To Set Up IMAP for Your Email Account
1.Create an account with your email client.
2.In the client for which you want to configure IMAP, locate the IMAP settings and
enter the following:
Username
Your full email address
Password
Your email account password
Incoming Mail Server
Your incoming IMAP server.
Outgoing Mail Server
Your outgoing SMTP server.
Incoming Port
Without SSL - 143
With SSL - 993
Outgoing Port
Without SSL - one of the following: 25, 80, 3535, 587
With SSL - 465

18. INBOX

19. wills@gmail.com
gmailimap

21. Every device will have a way to do IMAP

28. Here is the workaround that has worked so far to get
Click to Run Office 2013 Home and Business working:
i. Install Office 2013 Pro Plus Edition from here
http://azcdn01.digitalrivercontent.net/office2010/X18-65189.iso (this is the official
Microsoft Digital River distribution channel). Ensure you do a custom install and select
only the apps that come with Home and Business (Word, Excel, One Note,
Powerpoint and Outlook). There is no need to enter any serial number
ii. Install GASMO and configure the user's profile. If there are multiple users, log on as
each user and configure their profile.
iii. Confirm Outlook works and syncs with Google
iv. Visit http://www.office.com/setup and install the click to run version of Office 2013
Home and Business
v. Uninstall Office 2013 Pro Plus
vi. Reboot and confirm Outlook still works

29. Something has to be at the center of your universe

30. Anything can be COTU
• My Contacts or Calendar
• Exchange or Google
• The Organization’s Universe
• Parallel Universes
• Outlook for Contacts
• Google for Calendar

31. Calendar
Syncing

32. Strategies for Calendar Syncing
• Switch to Google Calendar
• Setup Google and sync from Outlook
• Pay for Calendar sync software
• Use Exchange Server and sync with
e-mail and contact

33. And then you have to think about…
• Sync direction
• From COTU out
• 2-way or 1-way?
• Multiple Calendars
• Select all or some?
• Frequency
• One-time
• Scheduled
• Immediate

34. Sync2
Software for Syncing

35. Sync2
$40 per user license
Supports multiple calendars on both Google and Exchange
One-way or Two-way synchronization options
Server-based synching – Outlook doesn’t need to be running
Other Sync Functionality
Outlook mail folders
Contacts
Tasks

36. CompanionLink
$50 per user license (but there are lots of options)
Supports multiple calendars on both Google and Exchange
One-way or Two-way synchronization options
Server and client-based syncing
Syncs and supports pretty much everything to everything
Other Sync Functionality
Outlook mail folders
Contacts
Tasks

37. • Outlook Calendar syncs to Google
Calendar
• All calendar event details
• Recurring and all-day events
• Alarms/reminders
• Accepted meeting invites
(with list of attendees)
• Multiple Outlook calendars
(Requires CompanionLink Pro)
CompanionLink

38. www.companionlink.com

42. How do we want to see multiple calendars?

43. My Google Calendars in Outlook 2013

44. Eltima SyncMate
• When the Mac is the center of your universe
• Free version for Calendar and Contact
synchronization (works with Outlook 2011 and Entourage
2008)
• Expert version syncs to a wide variety of
devices for $40 (personal) or $100 for 10
business licenses

46. Syncing Contacts

49. Have you gotten one
of these messages?

51. What is this setting
buried in Gmail?

52. Strategies for Syncing Contacts
• Pay for Contact sync software
• Sync directly with server
• Put Contacts in the Cloud and sync with that
to each device
• Setup Google and sync from Outlook
• Use Exchange Server and sync with e-mail and
calendar

53. And then you have to think
about…
• Getting Started
• Export and Backup
• Remove all from some devices
• Duplicate resolution
• On-going Upkeep
• What to do with new information
• Automate/Assist

54. Contacts in the Cloud
*Will also sync your
contacts across platforms

55. Brewster
Social Network bias
Grabs information for you
Beautiful design
iPhone app and web access only
Free for now…

56. Brewster

57. Brewster

58. A cloud-based service that syncs
and de-dups contact information to
your various accounts and devices

59. Plaxo Basic is free and consolidates
contacts from major on-line sources
(LinkedIn, Facebook but not Google)
Plaxo Premium ($60 per year) syncs
contacts across all major e-mail clients
and devices
Plaxo Personal Assistant scours the
Internet public information sources to
keep your contact information up to date

72. Searches publicly-available data sources for changes
Offers you new info to accept or reject
Will sometimes verify against THEIR Plaxo data

74. Contacts Syncing Software

75. • Outlook Contacts sync to Google Contacts
• Names, addresses, phone numbers, email addresses
• Outlook categories sync to Google
• Contact notes
• Birthdays
• Contact photos
• Up to 9 custom fields in Outlook
•Outlook Tasks sync to Google Tasks or Google Calendar
•Task priorities
•Recurring tasks
•Due dates
CompanionLink

76. www.companionlink.com

77. Sync2
$40 per user license
One-way or two-way syncing options
Supports Outlook 2002 to 2013
Gmail or Google Apps Contact support
Works directly with Exchange so Outlook doesn’t
need to be running

78. Google Apps Sync
$5 a month per user for Calendar, Contacts and
Gmail syncing
If you want to, put Google at COTU – become a
full Google Apps company or just do Calendar or
Contacts
High degree of device sync options for Google

80. http://www.google.com/sync
Click on each of these to see different instructions

84. Eltima SyncMate
• When the Mac is the center of your universe
• Free version for Calendar and Contact
synchronization (works with Outlook 2011 and Entourage
2008)
• Expert version syncs to a wide variety of
devices for $40 (personal) or $100 for 10
business licenses

86. Syncing Files

87. Strategies for File Syncing
• Sync to a Cloud and then get that Cloud
provider’s app for other devices
• Pay for File sync software and go directly from
machine to machine
• Use e-mail attachments or USB keys and get
more headaches

88. And then you have to think about…
• Did the revision make it into the Cloud?
• When I delete something – is it deleted
everywhere?
• When I share a file
• How many copies are syncing?
• Do I let them view or edit?

89. Cloud Storage Providers

90. Cloud Storage Providers
• Download a client that runs on your computer
and creates a folder there
• Any file you put in the folder automatically
syncs back to the cloud
• Have support for windows, mac, ios
(iphone/ipad) and android
• Allow sharing of files and folders to other
people (view only and view/edit)
• Status icons that let you know how the file sync
is going

91. Dropbox
• 2GB for free; 100GB for $100 annually
• 500mb for each referral
• Rock-solid software and service
• Most mature solution
• Fun and easy to use
• Clients for everything*
• Wide “other software” support (esp. Iphone apps)
• Business “team-based” solution
*iPhone, iPad, Android, Kindle Fire, Blackberry, Linux

95. Dropbox
• 2GB for free; 100GB for $100 annually
• 500mb for each referral
• Rock-solid software and service
• Most mature solution
• Fun and easy to use
• Clients for everything*
• Wide “other software” support (esp. Iphone apps)
• Business “team-based” solution
*iPhone, iPad, Android, Kindle Fire, Blackberry, Linux

96. Google Drive
• 15GB free – shared across Gmail, drive and google+
photos
• 100GB for $50 annually
• Mac and windows, android and iOS mobile
• There are ways to get to Linux and most other devices
(probably not blackberry)
• Document versioning
• Built-in google docs, sheets and slides
• Google docs don’t count against storage

98. See which files use the most storage
Identify which files in your Google Drive use the most storage with the
"Using most quota" view.
Google Drive on the web lets you sort all of your files to see which files use
the most storage space.
Go to drive.google.com.
Click More in the left navigation.
Click All items.
Go to the Sort menu and select "Quota used."
You'll see how much storage a file uses under Quota Used. If multiple versions of
a file are in your Google Drive, you'll see the sum total of all versions of a file.

99. View and manage versions online
Google Drive on the web keeps the latest and previous versions of a file,
automatically deleting previous versions only when they're older than 30 days or
there are more than 100 previous versions of the same file.
In Google Drive on the web, you can manage versions of a file:
• See at a glance the different revisions, when they were synced/uploaded, their
file size, and which one is the most current version.
• Click any file to download it.
• Click the “x” to delete one of the versions (owners and editors only).
• Sync or upload a new version of a file (owners and editors only).

100. To manage versions of a particular file:
Select a file in Google Drive on the web.
Expand the More dropdown menu and select “Manage revisions.” Or, when
you’re viewing a file, go to the File menu and select “Manage revisions.”
In the dialog box, upload a new version, delete old versions, or download a
version to your computer.

101. Google Drive
• 15GB free – shared across Gmail, drive and google+
photos
• 100GB for $50 annually
• Mac and windows, android and iOS mobile
• There are ways to get to Linux and most other devices
(probably not blackberry)
• Document versioning
• Built-in google docs, sheets and slides
• Google docs don’t count against storage

102. Microsoft SkyDrive
• 7GB free; 100GB for $50 annually
• Windows and windows mobile; iOS and
android support
• Document versioning
• Edit documents using web-based office apps
• Outstanding integration with windows

105. Microsoft SkyDrive
• 7GB free; 100GB for $50 annually
• Windows and windows mobile; iOS and
android support
• Document versioning
• Edit documents using web-based office apps
• Outstanding integration with windows

106. File Syncing Software

107. SugarSync
• Similar to other cloud storage services, but allows you to sync
any folder on your computer with the cloud or OTHER
COMPUTERS
• 5GB is free; $100 annually for 100GB
• Broad OS and device support

111. GoodSync
• Bypasses the cloud (but uses the internet) and syncs between
devices (or devices and cloud storage)
• Goodsync explorer allows you to easily see and manage
google drive, amazon S3, skydrive and other cloud-based
storage
• Uses parallel threading when syncing for the fastest sync speeds
• Free to try, $30 (win)
or $40 (mac)
per computer

118. Things to Remember About Syncing:
• Sometimes the computer gets turned off
• Google or Microsoft or Apple may change their
minds
• Sometimes the Internet is not available

119. Questions?