Create a link between Palm Pilot and Outlook custom forms

Last reviewed on August 13, 2013   —  No comments yet

This document describes connection Palm Pilot 5 and MS Outlook 2000 (contact folder).

Before you start creating your form, you should choose Sync software.

This small table shows software, what you can use.

Company

Product

Custom Forms

Outlook Fields

Custom Fields

More Folders

Supports more PDA

PumaIntellisync 3

O

P

P

P

P

ChapuraPocket Mirror

O

O

O

O

O

CompanionCompanion Link

P

O

O

O

P

StarfishTrueSync

P

P

O

P

P

DatavizDesktop to Go

O

P

O

P

O

Custom Forms Whether software supports import from Pilot to Outlook using custom form instead of default form.

Outlook Fields Whether software supports mapping of 4 user defined fields in Pilot to Pre-defined Outlook Fields.

Custom Fields Whether software supports mapping of 4 user defined fields in Pilot to user defined Outlook Fields.

More Folders if software supports synchronizing more than one folder.

As you can see, you cannot buy software, which can synchronize without limits.

  • Puma:

I do not recommend Puma Intellisync, although version 2 supports custom forms, version 3 doesn’t. I had many problems during synchronization (there were duplicates, errors if first item in folder had not user defined field and you had it mapped.)

  • Chapura:

Easy sync software without user field sync and also without custom forms effect.

  • Companion:

If you do NOT want to synchronize user defined fields, I recommend Companion Link, you will not have any problems with synchronizing.

  • StarFish:

Good software for synchronizing. Originally it should synchronize Yahoo and Outlook and Palm Pilot and REX and ACT, but you can remove YAHOO synchronization, so you have free software for sync of your Palm and Outlook. This software used different way, how to synchronize categories, so if you have contact with more than one category, you will have very soon duplicates (see support page for more details). I had many problems during sync, it’s tooooo slow. Download it from here.

  • Dataviz:

If you need to use multiple categories and 4 user defined fields, you should use Desktop to Go.. You cannot synchronize your own fields, but only Outlook pre-defined fields. But Outlook has 4 empty pre-defined fields called USER FIELD 1, USER FIELD 2, USER FIELD 3, USER FIELD 4. If you use these fields, you will not have any problems with sync your own forms and also standard contact forms.

Notes:

I had problems with some contacts, I couldn’t sync all contacts, I had to manually delete these contacts and retype them then was everything OK.

Dataviz will release new version in September, but this new version will not probably support importing to Outlook using custom form.
Link to Palm pilot
Desktop to Go's known problems:

Newer use RE-SYNCHRONIZE ONCE : it makes duplicates in Outlook

Link to Palm pilot

If you create new contact in Palm Pilot and synchronize it, in Outlook it has standard form (IPM.contact), there is no way how to change it during synchronization (maybe someone can create VBA,but’), you have to change after sync message class (included form changes it smart ‘ I recommend to install to into contact folder or Organizational Form Library). If you use your own message class changer (Microsoft’s OMSGCLAS,’), be careful to change IPM.contact to IPM.contact.yourform only. Don’t forget, you can have in contact folder also another classes ‘ grouplist,’.

I have also VIEW grouped by MESSAGE CLASS ‘ so you can easily see items, which have not your form.

How is synchronized note field?

Note field is synchronized without any problems, if you have (in Outlook) text and object (picture, word document, file,’) in note, only text is synchronized (if you delete it in Pilot ‘ then there will be no effect to object in note in Outlook).

How are synchronized categories?

Only one category (first alphabetically) is transferred to PalmPilot,

You have to define categories in PalmPilot before you start synchronizing, otherwise will be named UNFILED in PalmPilot.

There can be up to 15 categories in Palm Pilot.

Name of one category can be max. 15 letters.

If you have more than 15 categories, I recommend this master list example:

Example, how to sort categories:

1Business
1.1Hot
1.2Prospects
1.3Info
2Account
2.1Bank
2.2Other
3Personal
3.1Family
3.2Friends
3.3Restaurants

Notes

  1. Highest priority at the top (Business, Account, Personal
  2. If Item should be in category Bank, must be also in category Account
  3. Create only main categories in Palm Pilot ( 1 Business, 2 Accounts, 3 Personal )
  4. I recommend to have item in main AND sub categories, not only in main, then you can go through subcategories only and not main categories.

What is transferred to Palm Pilot?

If business card has more than one category, then only first (alpha) is transferred. If you correctly input categories (see step 2), then are transferred only main categories (1 Business, 2 Account, 3 Personal)

How categorized are business cards in Palm Pilot?

All Business Cards are categorized by main categories only

How categorized are business cards in Outlook?

In Outlook you see category in each section, where should be.

Examples:

You have business card with categories 1 Business; 1.1 Hot

then you see

  • in Palm Pilot this card in 1 Business category
  • In Outlook this card in 1 Business and 1.1. Hot categories

You have business card with categories 1 Business; 1.1 Hot; 1.2 Prospects

then you see

  • in Palm Pilot this card in 1 Business category
  • in Outlook this card in 1 Business and 1.1. Hot and 1.2. Prospects categories

You have business card with categories 1 Business; 1.1 Hot; 3 Personal; 3.3 Friends

then you see

  • in Palm Pilot this card in 1 Business category
  • in Outlook this card in 1 Business and 1.1. Hot and 1.2. Prospects and 3 Personal and 3.3 Friends categories

Submitted by Jiri Novis Novak

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