DesktopSync Outlook plugin let you synchronize Calendars, Contacts, Tasks, and Notes in your online WorkSpace with Microsoft Outlook on your computer. DesktopSync is supported on Outlook 2007 and Outlook 2010 on Windows XP, Vista, and Windows 7.
IMPORTANT: If you have an Exchange account, multiple non-Exchange accounts (such as POP or IMAP), or if you have Outlook on multiple computers, have multiple Windows profiles or Outlook profiles, please refer to Advanced Users before setting up DesktopSync.
To set up DesktopSync on a single Windows profile and a single Outlook profile, follow the three the simple steps below:
Step 1. Download and install DesktopSync
- Make sure you have permissions to download *.exe application files.
- Download the DesktopSync Plugin Installer. For Outlook 2010, please check whether you have the 32-bit or 64-bit version.
- For the Outlook 2007 plugin, click here.
- For the Outlook 2010 (32-bit) plugin, click here.
- Development of the Outlook 2010 (64-bit) plugin is pending. Contact support for more information.
- Click Save File and save the installation file for your Outlook version to your desktop.
- Please close Outlook prior to installation. Make sure that Outlook is not running by checking Task Manager.
- Find the Installer file on your computer and double-click the file to begin installation.
- Configure the DesktopSync plugin by following Step 2 below.
To see what version of Outlook 2010 you have, open Outlook, go to File/Help, and look under About Microsoft Outlook.
Step 2. Access DesktopSync in your Outlook
- Open Outlook.
- Locate the DesktopSync menu inside Outlook.
- In Outlook 2007, it is at the same level as File and Edit at the top.
- In Outlook 2010, it can be accessed within the Add-Ins tab at the top.
- Access the DesktopSync menu and select Settings.
- Configure DesktopSync as outlined below.
Step 3. Configure DesktopSync and sync your data
As part of your Outlook Sync Settings, you can choose whether to sync manually or automatically. Manual or Ad Hoc Sync is done from within Outlook by choosing "Sync Now" under the DesktopSync plug-in menu. If enabled, Automatic or Scheduled Sync takes place based on the frequency selected. Detailed instructions for both types of sync are below. Please note that your computer must be turned on for automatic or scheduled sync to take place. Your Outlook does not have to be open.
We recommend, as a matter of good practice, that you close your Outlook when done for the day and open your Outlook when starting the day. This is because all automatic updates to the DesktopSync plug-in occurs when you open Outlook.
Account Settings
- In the Settings page enter the following information:
- Account ID: a 7-digit number specific for your organization found in the top of the main application.
- Username: the same username you use when logging in to your account online (e.g. jsmith).
- Password: the same password you use when logging in to your account online (this is case sensitive field).
- Click Apply button.
Setting up Scheduled Sync
- In the Outlook Sync Settings page, click Edit next to Scheduled Sync Settings.
- Select All applications to sync all folders in all applications.
- Select Specified settings if you want to sync only selected applications.
- All folders of the selected applications will be synced during scheduled syncs.
- You can also choose sync direction.
Setting up Manual Sync
- In the Outlook Sync Settings page, click Edit next to Manual Sync Settings.
- Click the name of the application (Calendars, Contacts, Tasks, Notes), to turn the syncing of particular application ON or OFF.
- If you have several folders within an application, select checkboxes next to the ones you want to sync.
- Select sync direction for each application.
- Click Apply to save your settings.
After you have defined Manual Sync Settings, you can initiate a manual sync using Sync Now from the DesktopSync menu in your Outlook. You can also use Sync Now button next to Manual Sync Settings in the Outlook Sync Settings page.
Advanced Users:
- If you have an Exchange account tied to your Outlook 2007 profile, all meeting requests sent from Outlook will have your Exchange account email address as the organizer email address. These meeting request will not be synced. All other types of events will be synced without any problem.
- If you have multiple non-Exchange accounts (POP, IMAP) in your Outlook 2007 profile, please make sure that your workspace account is your default email address. Otherwise, all meeting requests generated from Outlook will be sent from whatever email address you have defined as the default account in Outlook and will not be synced to your WorkSpace account.
- If you configure multiple Outlook clients on different computers, please review your settings carefully for each client since careless configuration can easily lead to loss of data.
- If you have multiple Windows profiles on your computer, you must configure Outlook separately for each Windows profile. Separate settings, separate cache files, and separate log files are maintained for each Windows profile.
- If within a Windows profile, you have multiple Outlook profiles, separate cache files are maintained but the same sync settings will be used across the different Outlook profiles. In this case, it is recommended that you do not use Scheduled Sync and use manual sync instead.