Sync Outlook with BlackBerry

One question which remains unanswered for many business professionals who use Outlook and have a BlackBerry Z10 is “How do I sync Outlook with BlackBerry?” For Exchange Server users, this process is greatly simplified via ActiveSync. Exchange allows calendar, contacts and email to be directly integrated, with no additional software required.

But what of business oriented BB10 users who utilize Outlook without Exchange?

Sync Outlook with BlackBerry via USB or Cloud

CompanionLink offers two solutions for this scenario, as detailed below– Direct synchronization, and synchronization utilizing web-based services such as Gmail or Outlook.com.

  1. Directly sync Outlook with BlackBerry contacts, calendar, tasks, notes, and categories:
    1. Install CompanionLink for Outlook onto your Windows PC.
    2. Set the sync method to either DejaCloud wireless sync or Direct USB.
    3. Configure email directly on the BB10 device, with POP3 or IMAP.
  2. Sync Outlook to Gmail or Outlook.com, and then set up your BB10 accounts:
    1. Install CompanionLink for Outlook.
    2. Set CompanionLink to sync with either Google or Outlook.com, depending on which service you plan to use.
    3. Set up your BB10 device with your Gmail or Outlook.com account (Settings > Accounts > Email, Contacts, Calendar).

Why Direct Sync Between Outlook and BlackBerry is Preferable

CompanionLink recommends direct sync (solution 1 above), as solution 2 has the following drawbacks:

  1. Your Outlook data will be hosted on Google, a company that makes money from targeted advertising.
  2. Your data will not map one-to-one with fields offered in Google’s interface, possibly leading to data corruption.
  3. Your data may be altered every time Google changes their web-based system.

Detailed information regarding sync options with BlackBerry 10 devices and Outlook is available on CompanionLink’s BB10 webpage.

 

Must-know guide for moving from BlackBerry to iPhone

This guide helps you move email, calendar, contacts, tasks, and notes from BlackBerry to an iOS device like iPhone or iPad

Email

iPhone’s email app supports the most popular email accounts – Exchange, IMAP, POP3, iCloud, Yahoo!, AOL, Hotmail, and Google/Gmail.  If you use an email service not listed above and need to find incoming/outgoing server details to set up IMAP, do a Google search for your service’s name followed by “IMAP settings”.

Contacts, calendar, tasks, and notes

You can use one free app to move all of this data.  CompanionLink has software that will sync your complete Outlook data with categories with iPhone.

Step 1: Use BlackBerry Desktop Software to backup your BlackBerry data to Microsoft Outlook.

Step 2: Download a free 14-day trial of CompanionLink for Outlook to your PC. Configure it to sync Outlook to iPhone using the CL Secure Hosted Wireless service. It’s completely free during the 14-day trial period. You will be prompted to buy if you wish to continue synchronizing after the trial expires. Licenses start at $14.95.

Step 3: Click the Sync button in CompanionLink and watch your Outlook data move to your iPhone.

Get it right the first time by hiring a professional to do it for you

CompanionLink offers a $49 service where a migration expert will log into your PC and move your data to your iPhone.  The service is called RunStart.

If you have any questions about moving to the iPhone platform, email us at sales@companionlink.com.

Disable Outlook Calendar alarms when syncing to Android or iPhone

If your Calendar Events in Outlook have alarms, and you don’t want these alarms to drive you crazy on your phone, you can disable them.  There are two ways to disable Calendar alarms.

1. In the DejaOffice app, go to Settings > Alarm Settings.  Uncheck the box next to DejaOffice Alarms.

2. In CompanionLink, go to Advanced Settings > Calendar. Uncheck the box for syncing alarms.

Either option will ensure your Outlook Calendar alarms don’t ring on your phone.

Must-know guide for moving from BlackBerry to Android

Business professionals cannot afford to lose data during a move to Android.  This guide helps you reliably move email, business relationships, calendar agenda, to-do lists, notes, and text messages from BlackBerry to any Android phone or tablet.

Email

Android’s email app supports Exchange, IMAP, POP3, and Google/Gmail accounts.  This lets you to set up virtually any email service.  Here is a basic guide to set up email on Android.  If you need incoming/outgoing server details about your specific email service, do a Google search for your service’s name followed by “IMAP settings”.

Here are settings for some popular email services:
Yahoo! – https://mobile.yahoo.com/mail/android (click on the IMAP tab)
AOL – https://email.about.com/od/accessingaolmail/f/AOL_Mail_IMAP_Settings.htm
Hotmail – https://windows.microsoft.com/is-IS/hotmail/mobile?t1=t4

Contacts, calendar, tasks, and notes

You can use one free app to move all of this data.  CompanionLink has software that will sync Outlook with Android.

Step 1: Use BlackBerry Desktop Software to backup your BlackBerry data to Microsoft Outlook.

Step 2: Download a free 14-day trial of CompanionLink for Outlook to your PC. Configure it to sync Outlook to Android using the DejaCloud service. Here is how your setup should look when configured correctly.  (If you want to continue synchronizing Android with Outlook after the 14-day trial is over, you can buy a license for $14.95.)

Step 3: Click the Sync button in CompanionLink and watch your Outlook data move to your Android.

Text messages

David Hope has developed a free tool that moves SMS text messages from BlackBerry to Android.  The tool is available at https://hope.mx/blackberry2droid.

Get it right the first time by hiring a professional to do it for you

CompanionLink offers a $49 service where a migration expert will log into your PC and move your data from BlackBerry to Android.  The service is called RunStart and has been used by hundreds of business professionals to safely move their data to Android without data corruption or data loss.

If you have any questions about moving to the Android platform, email us at sales@companionlink.com.

How to Sync Your Android Phone and Tablet with CompanionLink

Did you know that you can sync both an Android phone and tablet with just one license of CompanionLink for Outlook?

When you’re syncing Android devices with Outlook, we’ve designed a feature that allows you to swap devices in CompanionLink 5 for Outlook without adjusting any other configuration.

The secret lies in our USB and WiFi sync options. Simply switch the phone and tablet at any time – there’s no extra configuration required – and your data will sync effortlessly.

Note that this only works when syncing via USB and WiFi. For syncing multiple devices via CompanionLink Secure Hosted, Google, or Windows Live, you’ll need CompanionLink Express 5 or CompanionLink Professional 5.

While this is a great little feature, it’s really only the beginning. More and more people are beginning to use multiple mobile devices on a daily basis. We intend to continue our efforts to make syncing your data to all your devices as simple and seamless as possible!

PSA: Secure Your Mobile Devices

Think about all the data you have on your phone. These days, that’s more than just a list of phone numbers. We have email accounts, social networking profiles, mobile banking, private notes and documents, and so much more. If our phones were lost and consequently found by someone with less than honest intentions, the list of potentially compromised information would be daunting.

But just how bad could losing your phone be? Symantec recently decided to find out. They intentionally “lost” 50 Android smartphones across various large cities in the US and Canada. Each device was loaded with what appeared to be private data and fitted with special software that allowed Symantec to track what happened. The results? Well, they’re not promising.

Over 95% of the time, those who found the lost device made an attempt to access data such as email or online banking information. 

Let that sink in for a minute. Based on the results of this study, it is safe to assume that if you lose your phone, someone will be poking through all your private and personal data. On a slightly happier note, some sort of attempt was made to return the phone about half the time. But even in those cases most people went snooping around first. Some even directly admitted to doing so, apologizing after the fact. Check out the full report here [PDF].

The moral of the story? Ensure your data is secure! Whether this is through a passcode or gesture based lock, remote wipe capabilities, encrypted data, private records (in the case of DejaOffice), or some combination of these. Your phone simply contains too much personal data to remain unsecured in some way.

Making Sense of Your Data

As we put more and more information on our mobile devices, it can become difficult to make sense of what’s there. Let’s face it, the smaller screens just aren’t optimized for displaying large amounts of data very effectively.

That’s why we built powerful organization options into DejaOffice. With our filtering, sorting, and grouping features, we’re able to help you make sense of your data.

Learn just how to use them in the video below, then leave a comment telling us your favorite combination of filtering, sorting, and grouping.

How to Sync Your Google Tasks with Outlook

Google Tasks can be great – they’re easy to use and tied to your existing Gmail or Google Apps account. It’s definitely convenient. Getting tasks out of Gmail or Google Apps, however, can be anything but convenient. Until now.

CompanionLink has supported syncing Google Tasks for some time, but it was limited to a single task list within Google. With our most recent update to CompanionLink 5, you are now able to sync multiple Google Task lists with Outlook and DejaOffice.

Here’s how it works.

If a task in Outlook has a category that matches a task list name in Google, then the Outlook task will sync to that list in Google. Similarly, if a task in Google has a task list name that matches a category in Outlook, then the Google task will sync to that category in Outlook.

Alternatively, if a task in Outlook does not have a category that matches a task list name in Google, then the Outlook task will sync to the default list in Google. If the opposite is true and a task in Google has a task list name that is not a category in Outlook, CompanionLink will create a matching category as part of the sync process.

Sync Google Tasks to Oulook

Google Tasks sync to Oulook with categories translated as Task Lists

Want to get started syncing your Google Tasks with Outlook today? Just download the latest build of CompanionLink 5: update | free trial

How to Password-Protect Contacts, Calendars, & More with DejaOffice

DejaOffice makes it easy to protect your private data. With our Private Records feature, you can secure contacts, calendar events, tasks, memos, and even expenses. And it does so selectively, allowing you to secure your most sensitive data while keeping your standard data easily accessible.

Interested in learning how Private Records work? We thought you might be, so we made a video. Check it out below to get started:

Preventing Duplicate Records in Salesforce CRM Before Syncing Your Data

An important first step in setting up any sync is ensuring that the database you wish to sync is ready to go. Part of this process often means cleaning up any duplicates before syncing. Our friends over at Starrforce have offered to share some tips for dealing with duplicates (and preventing them in the first place!) in Salesforce CRM. Read their post below:

“If you have used any business management software or CRM software you understand that duplicate records are a way of life. Salesforce duplicates are common in all size companies and contributing factor to low user adoption of Salesforce. Although it is a best practice to search before creating a record, duplicates still happen. Salesforce understands this and has tools built in to help you merge duplicate leads, accounts, and contacts.

Removing Salesforce duplicate records becomes even more important when you are syncing your data to other systems using CompanionLink, since you do not want to sync any duplicates into your other tools such as Microsoft Outlook.

Your sales leads in Salesforce probably came from multiple sources like purchased lists from sales lead generation companies, campaigns, trade shows, and manually entered. The Salesforce Lead Import Wizard does a good job of finding duplicates before they are mass uploaded but what do you do when they are already in the CRM system?

When you first go to work a new sales lead in Salesforce, the first thing you should do is click the “Find Duplicates” button. This searches the CRM system for matching leads, contacts, accounts, and opportunities based on the lead full name, last name, company, phone number, email, or email domain. You have the option to include or exclude any of the search criteria. By doing this duplicate search first, you may find that the new sales lead is actually a contact with a slightly different spelling in your Salesforce CRM system. Or, your co-worker may have been at the same trade show and entered the same lead.

If a contact matches the lead exactly, then depending on your sales lead process, you should either delete the lead or convert it into the existing contact and account. If you find a duplicate lead, then you can use the “Merge Leads” button. You are presented with a screen that gives you the option to pick any differing data and to select which is the master record. Any related items from the duplicate lead(s), such as activity or campaign information will be associated to the merged lead so you do not have to worry about manually moving these.

To merge accounts in Salesforce, you must first open the “Merge Accounts” tool from the Tools section on the accounts tab. Then you can do a search for the accounts to merge. This search is quite simple if you know that the accounts all start with Acme as you can just search for Acme*. But how do you search for Acme Business Management Software, ABMS, and Business Management Software by Acme?

The only way to bring accounts into the merge tool that have different names that cannot be found in a single search is to rename the accounts. Find your second, third, and other (you can only merge three accounts at a time) accounts and rename the duplicates so that they can all be found from a single search.

Once you have selected the accounts to merge, you will be presented with a page like the “Merge Leads” page where you can select the master record and any differing data. All records associated to the merged accounts will be added to the master account.

When merging duplicate accounts and/or contacts in the Salesforce CRM system, please keep in mind that it is a best practice to first merge the accounts as all the contacts will be associated to the merged account.

Once the accounts have been merged, then you can go to the contact related list to merge the contacts. Contacts can only be merged from the account they are associated with so by merging the accounts, all of the duplicate contacts will be associated to the merged account.

If you have duplicate contacts in an account in your Salesforce CRM system, select the “Merge Contacts” button in the contacts related list on the account detail page. You are then presented with a list of contacts where you can either search for specific contacts or view all of them. Once you have selected the contacts to merge (you can only merge up to three contacts at a time), you will be presented with a screen like the two above where you can select the master record and any differing data. All records associated to the merged contact will be associated to the resulting merged contact.

For leads, accounts, and contacts, there is some basic Salesforce automation available to make merging easier. But what happens if you have duplicate cases, opportunities, or custom object data? At this time, Salesforce does not have a tool to help with these objects so they will have to be merged manually. This is another reason to do a search before creating a record.

To merge records where there is not a merge tool in the Salesforce CRM system, first decide which record will be your master record. This should be the one with the most correct data and the most related records like activities or attachments.

Open each duplicate record in a new tab in your browser and copy any needed data from the duplicate into the master. Then copy the master record name or number and edit any related activities, attachments, or other records one at a time and paste the master record name or number into the “Related to” field. When you save, the record will be associated to your master record. Once all of the related data has been moved or associated to the master record, you can now delete the duplicate records. You may want to let the creator of the duplicate record know about it so they can be more careful in the future. You may also want to create some basic reports that you can run on a regular basis so that you can easily spot Salesforce duplicates before they get out of hand.

StarrForce is a leading Salesforce partner that helps companies optimize and support Salesforce.