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MS Works
September 2001• Vol.9 Issue 9 Page(s) 97-98 in print issue
Take Works With You How To Synchronize This Suite With Your Mobile Devices

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In these mobile times, many people take their offices on the road with them in the form of PDAs (personal digital assistants). Giving a nod to this trend, Microsoft Works Suite 2001 now lets you synchronize the information in the Calendar and Address Book programs on your desktop PC with your PDA. Synchronization lets you keep information such as names and addresses consistent between the two computing devices. For example, if you add a new name or date to your PDA while you’re at the office or on the road, all you need to do is run the PDA’s synchronization program when you get home to assure that the information on both PDA and desktop PC is the same.

What You’ll Need. In order to synchronize your desktop PC with your PDA, you’ll first need to make sure you have the proper equipment, particularly when it comes to software. First, you’ll have to be running Microsoft Works Suite 2001; synchronization will not work with the straight Microsoft Works 6.0 package. In terms of PDAs, synchronization works with two of the leading types of PDA operating systems: Palm OS and Windows CE. You can synchronize with any version of the Palm OS operating system, but you’ll need Windows CE version 2.0 or higher.

With synchronization, you can keep PDAs, such as the Palm V, and the Works Calendar on the same page.

You’ll also need a synchronization program. This is a software application that lets your desktop PC and PDA “talk” to each other and exchange information; each PDA operating system uses its own particular program to do this. For Windows CE devices, it’s Microsoft’s ActiveSync, while Palm OS devices use a program called HotSync.

If you don’t have the appropriate synchronization program installed on your computer, hunt up the installation CD that originally shipped with your PDA, insert it in your CD-ROM drive, and install ActiveSync or HotSync (depending on your PDA’s operating system). If the CD doesn’t automatically run when you insert it, double-click the My Computer icon on your Desktop, double-click the CD-ROM drive icon, and follow the setup instructions. If you can’t find the CD that originally came with your PDA, you can download the program you need from the appropriate Web site: http://www.palm.com/ for HotSync and http://www.microsoft.com/mobile/downloads/activesync.asp for ActiveSync.

Sync Setup. Once you have the appropriate software (and hardware, of course; you’ll need an actual PDA to synchronize your desktop computer with), it’s time to set up your desktop PC and PDA so they can share information. While the process of setting up synchronization for a Windows CE device is similar to the process for a Palm device, we’ve separated the two to offer blow-by-blow instructions.

Windows CE Devices. Start by making sure ActiveSync is installed on your computer. (See the What You’ll Need section above for more information on how to do this.) Then connect your Windows CE device to your computer. Check your PDA documentation if you are unclear on how to do this. Access the Works Task Launcher by clicking Start, Programs, Microsoft Works.

From the Task Launcher, click the Tasks link at the top of the window. From the Tasks list to the left, select Synchronization. From the Synchronization list that appears on the right, click the Windows CE Device Synchronization link and click Start This Task. If you haven’t installed ActiveSync yet, a window will pop up prompting you do to so; you won’t be able to proceed until ActiveSync is on your system.

Click OK in the Works Synchronization Setup dialog box, then click Yes. When the Application Download Complete message appears, click OK. You’ll now have to turn off your Windows CE device, then turn it back on. Your CE-based handheld should now be ready to synchronize with your desktop PC.

Palm Devices. To set up your Palm-based device to synchronize with your desktop, start by installing HotSync on your computer if you haven’t already done so. (See the What You’ll Need section above for more information on how to do this.) Then connect the Palm device to your computer. Check your Palm documentation if this is your first time doing this.

Start the Works Task Launcher by clicking Start, Programs, Microsoft Works. Then click the Tasks link at the top of the window. From the Task list to the left of the window, select Synchronization. From the Synchronization section that now appears on the right, click the Palm Compatible Device Synchronization and click Start This Task.

Click OK to make Microsoft Works the default application to synchronize Calendar and Address Book information with your Palm. If you haven’t yet installed HotSync, a window will appear informing you that the computer was unable to set up WorksConduits for HotSync. You’ll need to install HotSync before you can continue.

Click OK when a message appears informing you that HotSync Synchronization with Works is complete. Your Palm-based handheld should now be ready to synchronize with your desktop.

Synchronize Data. Once you’ve set up your device, you’re ready to actually begin synchronizing. Regardless of whether you’re using a Windows CE or Palm device, the developers have made the process of synchronization just about as easy as it can get. There are enough differences between the two synchronization approaches that we cover each synchronization process separately.

Windows CE devices. To synchronize your Windows CE device with Micro soft Works, just connect the device to your computer with its cable and cradle. Synchronization between the device and Works is fully automatic, and even if Works isn’t running, all new data and changes in your Calendar and Address Book will be up dated successfully.

Palm devices. To synchronize your Palm device with Microsoft Works, make sure that the Palm device is connected to your computer by cable and cradle and that the Palm is in its cradle. Unlike CE-based systems, synchronization between Palm devices and desktop is not automatic. Each time you want to perform a synchronization, you’ll have to press the synchronization button located on the cradle.

Keep It Current. The ability to synchronize Works with a handheld computer provides the Microsoft Works Suite 2001 with a powerful new tool, and its ease in setup and use are very big pluses. Whether you’re using it for business or personal use, synchronization is a great way to make sure that all your data and addresses are current and consistent.

by Rich Gray

Advanced Tips

•Some PDAs may not need the cradle to synch with your computer. If your PDA has infrared capabilities, you may not need to directly connect at all: just point and synch. (Your desktop or laptop computer will also need to support IR technology.) Other methods of sychronization include via a regular or wireless modem (for distance users and road warriors) or through a network. See your PDA documentation for more information.

•When setting up a Palm for synchronization, make sure you select the Always Available option on the Setup, General tab window. This will let you synch Palm with desktop software programs even if those programs are not running.

FoneSync

PDAs such as Palm and Windows CE-based devices aren’t the only devices that can synchronize with Microsoft Works Suite 2001. A product called FoneSync lets you easily synch names and addresses between your Works Address Book and your mobile phone. FoneSync allows for two-way synchronization, so you can keep both your PC and wireless phone address book up to date. This should make anyone who has ever tried to enter information into their cell phone using that small phone keyboard happy: Now you can just add information into your computer and synch it with your phone.

What you need. How should you begin? First, you’ll want to make sure the FoneSync program supports your mobile phone. (It supports over 500 phones.) You can check whether FoneSync supports your phone at http://www.paragonsoftware.com/products/compat.html; search by manufacturer and model to be sure you’ll be able to use your particular type of phone with FoneSync. You’ll need a way to connect your mobile phone to your computer’s serial port. Para gon Software can help with a connectivity kit (essentially a cable). Stop by the FoneSync site for more information on pricing and availability (http://www.paragonsoftware.com/).

Install FoneSync. FoneSync itself is installed automatically when you first install Works Suite 2001. (If it was not installed, insert the setup CD and rerun installation or search out the FoneSync folder on the CD to install the program from there.) You can access FoneSync by opening the Works Task Launcher (click Start, Programs, Microsoft Works). Click the Programs option at the top of the window, then select FoneSync and click Start FoneSync to run the program. The first time you open FoneSync, you’ll be prompted to run the Setup Wizard, which will set up the application to work with your particular phone.

Set synch in motion. Once FoneSync and your mobile phone are tuned in to each other, you can easily establish a FoneList to hold all your names and addresses. To synch data between the two, plug the phone into your computer, turn the phone on, open FoneSync, and click Actions. Here you can select from a number of synchronization options (which are mirrored by buttons on the button bar), letting you determine if Works should move data from the phone to the FoneList (Read Handset), from the FoneList to the phone (One Way Synchronization) or both ways (Full Synchronization).

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