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Sync PalmOS (legacy) via USB

Contents [hide] 1 Configuring A Palm Handheld 2 Handheld Configuration 3 Contact Manager Configuration 4 Category Manager 5 Errors 6 HotSync Manager 7 Palm Desktop 8 Compatibility/Third Party Software [edit] Configuring A Palm Handheld

This section talks about issues specific to configuring a handheld with the Palm operating system to work with CompanionLink. For information about specific Palm errors and issues or about how to use the Palm itself, please see the Palm section.


Configuration and installation:

How do I configure CompanionLink to sync with my Palm?

Can I sync wirelessly?

What configuration do I need to do with my Palm in order to use CompanionLink?

How do I switch from synching an old Palm to synching with my new Palm?

What does Reset Palm HotSync Settings do?


Handheld configuration:

Which Palm should I select?

How do I find the right Palm username?

How do I sync wirelessly?


Contact manager configuration:


Palm specific tabs:

Custom Fields

Fields

Outlook Address

Palm Fields

Palm Phone

Can I sync with Outlook Exchange folders?

Where does the Palm Memo Pad sync to?

Which Category Field should I pick?


Category Manager:

Can I sync my Datebook/Calendar with two different databases?

I just want to sync my Datebook/Calendar with Palm Desktop, not to my contact manager.


Errors:

I'm getting an error, '10,000 record database limitation'.

I'm getting an error, 'Category limit reached'.

I'm getting an error, 'Conduit support has not been enabled for this version of the Palm Desktop'.

I'm getting an error, 'Palm user/files not found' . I'm getting an error, 'Please reinstall the application on this workstation'.


HotSync Manager:

What's HotSync Manager?

Where do I find HotSync Manager?

What should my HotSync Manager be set to?

I don't have any Palm Desktop conduits in HotSync Manager.


Palm Desktop:

Do I have to use Palm Desktop?

How do I do the two-step sync with Palm Desktop 4.1.2 or 4.1.4?

How do I downgrade to Palm Desktop 4.1?

Where do I find Palm Desktop?

Compatibility/Third Party software:

Is CompanionLink compatible with ACT! Link? Is it compatible with ACT! For Palm OS?

How do I switch from synching with ACT! Link to synching with CompanionLink?

How do I switch from synching with the GoldMine conduit to synching with CompanionLink?

How do I switch from synching with third party software to synching with CompanionLink?

How do I configure CompanionLink for use with Agendus?


Configuration and installation

How do I configure CompanionLink to sync with my Palm?


Before configuring CompanionLink, you need to first make sure that the Palm Desktop software is installed on your computer and that your handheld can synchronize with Palm Desktop. Once you have done this, you would then want to run CompanionLink Setup and, if the main window opens instead of the Configuration Wizard, click on the Settings button.


Please note that, on a first sync or after reinstallation of your Palm or CompanionLink software, you should leave the CompanionLink Setup program open on the main window. This is because HotSync Manager can have problems initially launching the CompanionLink program. If you open the CompanionLink Setup program and then HotSync, this will take care of this, and HotSync Manager will be able to launch CompanionLink on its own for subsequent syncs.


What configuration do I need to do with my Palm in order to use CompanionLink? You must make sure that Palm Desktop and HotSync Manager are installed on your computer and that your handheld is able to sync with the Palm Desktop. Please see Where do I find HotSync Manager? and Where do I find Palm Desktop? if you have difficulty locating these programs.


To test this, open the Palm Desktop program and add a name to the Address Book, then HotSync your handheld. This address should sync to your handheld without error. (To view the error log, right-click the red and blue HotSync Manager icon in the Windows system tray and choose View Log.) You MUST be able to do this before configuring CompanionLink.


How do I switch from synching an old Palm to synching with my new Palm?


Sync your old handheld so that all of the data from the handheld is in your contact manager.

Disconnect the old handheld.

Open CompanionLink Setup.

Click on the File menu.

Choose Reset Palm HotSync Settings.

Exit CompanionLink.


If you need to uninstall your Palm Desktop software or install new Palm Desktop software, do this now. HotSync your handheld. If there are errors at this point, you must resolve these before going to the next step. If you can't do this, you will need to contact your handheld manufacturer for help. Open CompanionLink and reconfigure it, selecting the correct name for the new handheld. Make sure to select the boxes on the Purge And Reload tab.


What does Reset Palm HotSync Settings do?


The option, Reset Palm HotSync Settings, turns CompanionLink off so that your handheld is only synching with the Palm Desktop. When CompanionLink is off, no data will be synched with your contact manager. Typically, this is done to see if an error or problem is between the handheld and Palm Desktop or if it is between Palm Desktop and your contact manager. It would also be done if CompanionLink had accidentally been configured before the handheld had been synched to Palm Desktop for the first time. You can find this option by running CompanionLink Setup and clicking on the File menu, then choosing Reset Palm HotSync Settings.


To turn CompanionLink back on, you need to reconfigure CompanionLink. The easiest way to do this is:


Open CompanionLink Setup.

Click on Category Manager.

If you see the user profile window, click Next.

Click Finish.

You should see a message that says, 'Updating Palm HotSync Settings'.


Handheld Configuration

To get to the handheld configuration section of CompanionLink, run CompanionLink Setup and click on the Settings button. If you see the user profile screen, click Next. The screen you see there is where you select which handheld you have and choose which Palm username to synchronize with.


Which Palm should I select?

You would want to select 'Palm OS Handheld'.


How do I find the right Palm username?


If you have more than one Palm username in the dropdown menu, you will need to find the username your handheld is set to and select this. The only way to change the name in the handheld is to hard-reset it. To find your handheld's username:


Go to the handheld.

On the handheld, there will be a HotSync icon in the menu. Tap on this.

There will be a username in the upper righthand corner of the screen. This is the name of the handheld.


If you have more than one username and your username has the same first four characters as another username in the dropdown menu, you will need to rename or delete the incorrect username from Palm Desktop. This is because CompanionLink can't tell the difference between names that are this similar. To do this:


Open Palm Desktop.

In the upper righthand corner, there is a username. Click on the dropdown menu.

Click on Edit Users.

Highlight the incorrect username.

Click on Delete User or Rename User. (If you choose to rename the incorrect user, please make sure that the first four characters of the new username are different than those of the correct username. For example, rename 'Palm' to 'Old-Palm', not 'Palm-Old'.)


How do I sync wirelessly?

The wireless sync is compatible with all Palm handhelds. In order to use the wireless sync, you must have CompanionLink Professional 2.0, build 2642, or higher installed, and you must also sign up for the wireless sync service, which costs $9.95/month. The sign-up is done within CompanionLink Setup.


Other than the handheld setup, the setup for this is the same as our existing CompanionLink program. CompanionLink must be installed on the same computer on which you are accessing your contact manager database. All of the contact manager configuration options are the same. The primary difference is that the handheld does not need to be connected to this computer.


The handheld setup guide may be found on our website at:


http://www.companionlink.com/support/setup_palm_wireless.html


Contact Manager Configuration

To get to the contact manager configuration section of CompanionLink, run CompanionLink Setup and click on the Settings button. If you see the user profile screen, click Next. The handheld selection screen will come up. Click Next. The contact manager selection screen will come up. Select your contact manager and click Configure.


Custom Fields


Palm Address Book contacts have fields which are called 'Custom field 1', 'Custom field 2', etc. By default, your handheld allows you to enter any data you wish to them. CompanionLink gives you the ability to put data from your contact manager into these custom fields. You would find this option in CompanionLink Setup on the Custom Fields tab.


The Custom Fields tab allows you to select which fields from your contact manager should transfer to which custom fields on your handheld. On this tab, you will see Custom 1, then dropdown menu to the right of Custom 1, then on the next line, Custom 2 with a matching dropdown menu. The dropdown menus list the fields from your contact manager. If, for instance, you selected Spouse from the dropdown menu for Custom 1, then the entries from the Spouse field in your database would transfer to the Custom 1 field for the contacts in your Palm Address Book.


Fields


If you see this tab, then either your Palm handheld only has one area for addresses for each contact or you have the wrong version of Palm Desktop installed. ACT! allows you to have multiple addresses for a contact. It is not possible to synchronize multiple addresses to Palm Desktop prior to 4.1.2 nor to a Palm handheld that does not have multiple addresses available in the default contacts area. Older Palms only supported one address.


The Fields tab allows you to choose which ACT! address you want on your handheld in these cases.


This tab displays the address fields from the Palm handheld on the left. In middle, there are drop-down menus, displaying the corresponding fields from your contact manager. These are the fields that will be synched to your handheld. On the right are two buttons that allow you to select the Home or Business address. If you click one of these buttons, it will set the fields in the middle to the default for that address.


Outlook Address


If you see this tab, then either your Palm handheld only has one area for addresses for each contact or you have the wrong version of Palm Desktop installed. Outlook allows you to have multiple addresses for a contact. It is not possible to synchronize multiple addresses to Palm Desktop prior to 4.1.2 nor to a Palm handheld that does not have multiple addresses available in the default contacts area. Older Palms only supported one address.


The Outlook Address tab allows you to choose which Outlook address you want on your handheld in these cases.


This tab has three options that allow you to select the Business, Home or Mailing address. The recommended setting for this tab is Mailing Address. This will synchronize the default address from Outlook, regardless of whether this is a business or home address.


Palm Fields


The Palm Fields tab is for newer Palm handhelds using Palm Desktop 4.1.2 or higher, as these have multiple address areas. This tab allows you to choose which contact manager address fields you want to synchronize with which address fields from the handheld.


Palm Phone


The Palm Phone tab allows you to choose which contact manager fields you want to synchronize with which phone fields from the handheld.


On this tab, the first column is a list of numbers. These organize the list to make it easier to read. They do not have anything to do with the data from your contact manager or handheld.


The second column contains the fields from your handheld. The drop-down menus here allow you to select which label you want for these fields in your handheld. This column does not affect what data transfers to your handheld, only what the field labels say.


The third column has the fields from your contact manager. The drop-down menus here will have the fields from your database. You may select any of these, including fields which are not phone numbers.


Table 1. Palm Phone mapping for a Palm and GoldMine

Number Palm Field GoldMine Field

Phone 1 Work Phone 1

Phone 2 Home Phone 2

Phone 3 Fax Fax

Phone 4 Other No Mapping

Phone 5 E-Mail E-mail Address


Where does the Palm Memo Pad sync to?

ACT!: Palm Memo Pad items are transferred to the Notes/History area of the database's MyRecord contact. To create a note in ACT! that will transfer to the Palm Memo Pad, you would create a note in the MyRecord contact and put an asterisk (*) as the first character.


GoldMine: Palm Memo Pad items are transferred to the Personal Base tab of the InfoCenter. To create a note in GoldMine that will transfer to the Palm Memo Pad, you would create a note in the Personal Base tab of the InfoCenter and put an asterisk (*) in the Keyword, Subject, Topic or Book field.


Lotus Notes: Palm Memo Pad items do not synchronize. Outlook: Palm Memo Pad items synchronize with the Notes area of Outlook.


If you do not want to synchronize the Palm Memo Pad with your contact manager, then please see the instructions on our page, I only want my contacts data to sync with my handheld, not with my contact manager, for instructions.


Can I sync with Outlook Exchange folders?

Yes, you can synchronize with folders on an Exchange server. You may synchronize with any Outlook folder that your Outlook program has listed in it. You would choose the Outlook folder on the Outlook Folders tab.


Which Category Field should I pick?

Please see the general Category Field configuration section. If you decide to choose a field from your database on the Category Field tab, please make sure that the field you choose has 13 or fewer different entries in it. Your handheld is limited to 15 categories, including Business and Unfiled. This leaves you with 13 categories. If you choose a field which has more than 13 different entries, then CompanionLink will create 13 of them on the handheld. CompanionLink's selection of the fields to use as categories is random. If you have CompanionLink Professional and will be synchronizing multiple databases, the Category Field tab should be set to Business.


Category Manager

Can I sync my Datebook/Calendar with two different databases?

Palm handhelds do not have categories for the Datebook area. Newer Palm handhelds have a Calendar area instead of a Datebook area and do have categories.


Because of this, it is not recommended to try synching two different databases to the handheld's Datebook area if you have this area instead of a Calendar area. Because of the lack of categorization, both calendars will appear merged on the handheld. Any changes, additions or deletions to the handheld's Datebook will be ERASED.


Regardless of which area you have, when more than one database is sent to the Datebook/Calendar, it changes the sync to one way, PC to handheld.


I just want to sync my Datebook/Calendar with Palm Desktop, not to my contact manager.

This is possible with both CompanionLink Express and CompanionLink Professional. This would be done in the Category Manager area, by setting the transfer method for that conduit to 'Do not change or read handheld data'. This tells CompanionLink to leave this conduit alone. The conduit will continue synchronizing between the handheld and Palm Desktop.


Please see our page, Using Category Manager, for detailed instructions on how to do this.


Errors

I'm getting an error, '10,000 record database limitation'.

Prior to Palm Desktop 4.1.2, the Palm Desktop program limited the amount of data that may be transferred to it. These limits are part of the Palm Desktop software and are not based on the amount of memory you have in your handheld.


The Palm Desktop program was limited to 10,000 Address Book records and 100 Datebook entries per day. It also limits the number of untimed Datebook entries to about 25 per day. This limit applies to older Palm handhelds that have these areas and Palm Desktop 4.1 and lower. Newer Palm handhelds which use the Calendar and Contacts areas do not have these limits. We do recommend that you still use these limits.


If you have more than 10,000 contacts in your contact manager, you will need to limit these. For ACT!, you would do this using groups, and the Groups tab in CompanionLink. For GoldMine, you could use a group or a filter, and the Filter/Group tab in CompanionLink.


I'm getting an error, 'Category limit reached'.

This error means that the field from your contact manager that you have selected on the Category Field tab in CompanionLink Setup has more than 13 different entries in it. CompanionLink will create the maximum number of new categories (13) on your handheld. If these are not the categories you wish to see, you would need to change the field selected on the Category Field tab, reduce the number of different entries in the selected field, or edit the list of categories in Palm Desktop.


I'm getting an error, 'Conduit support has not been enabled for this version of the Palm Desktop'.

Update to CompanionLink 2.0, build 2591, or higher.


I'm getting an error, 'Palm user/files not found'.

Please see Palm files/user not found.


I'm getting an error, 'Please reinstall the application on this workstation'.'

Please see Application not installed on this workstation.


HotSync Manager

What's HotSync Manager?

HotSync Manager is the program that actually synchronizes your handheld to the computer. This is a Palm program. HotSync Manager is installed when you install the Palm software. CompanionLink does not make this program, although CompanionLink does use it to synchronize your data.

The HotSync Manager icon is typically found in the lower righthand corner of your computer desktop by the time. It is a red and blue circular icon with arrows in it.


Where do I find HotSync Manager?

The HotSync Manager is usually running in the Windows System tray. You can find this icon by looking in the lower righthand corner of your computer screen by the time and looking for the red and blue circular icon with arrows in it. If you have a white arrow by the time, you may need to click on this in order to display all of your icons. If the HotSync Manager is not there, you can run this program by clicking on the Start menu, then selecting Programs and choosing the folder for your handheld (see Table 2), then clicking on HotSync Manager.


Table 2. HotSync Manager Start menu location.


Devices Start menu folder


Older Palms Pilot

Most Palms Palm Desktop

New Palms Palm Desktop

Handspring Handspring

Sony Palm Desktop


What should my HotSync Manager be set to?

CompanionLink requires certain custom settings to be present. These settings are default for most users, but may be different. If they are different, they will need to be change.


To view the HotSync Manager's custom settings, right-click the red and blue circular HotSync Manager icon in the lower righthand corner of your computer screen by the time and choose Custom. You will see a list of conduits here.


If you see Datebook, Address Book, Todo List and Memo Pad: CompanionLink is currently off and will need to be configured before your contact manager data will synchronize with your handheld. The transfer method for these conduits should be set to Synchronize The Files.


If you see CompanionLink Datebook, CompanionLink Address Book, CompanionLink Todo List and CompanionLink Memo Pad: CompanionLink is currently on. Your contact manager data will synchronize with your handheld when you HotSync the handheld. The transfer method for these conduits should be set to Synchronize The Files.


If you see 'GoldMine' or 'ACT!': You are synching with third party software. You will need to follow the removal instructions before attempting to use CompanionLink.


If you see Calendar, Contacts, Tasks and Notes: You are synching with third party software. Please follow the removal instructions before attempting to use CompanionLink.


If you see Calendar, Contacts, Tasks and Memos: CompanionLink is currently off and will need to be configured before your contact manager data will synchronize with your handheld. The transfer method for these conduits should be set to Synchronize The Files.


If you see CompanionLink Calendar, CompanionLink Contacts, CompanionLink Tasks, CompanionLink Memos AND CompanionLink Datebook, CompanionLink Address Book, CompanionLink Todo List and CompanionLink Memo Pad: CompanionLink is currently on. Your contact manager data will synchronize with your handheld when you HotSync the handheld. CompanionLink Calendar, CompanionLink Contacts, CompanionLink Tasks and CompanionLink Memos conduits should be set to Synchronize The Files. CompanionLink Datebook, CompanionLink Address Book, CompanionLink Todo List and CompanionLink Memo Pad should be set to Do Nothing.


If you see no data conduits: When your Palm software was installed, the option to synchronize with the Palm Desktop was not selected. You will need to reinstall the Palm software and make sure to select this option. It may be necessary to first uninstall the Palm software and then reinstall before the option will come up. The action for the System/Backup conduit MUST be set to Handheld Overwrites Desktop. Any other setting will cause problems, such as long syncs and categorization errors. The System/Backup conduit does not apply to your data. The System/Backup conduit applies to the operating system of the handheld.


I don't have any Palm Desktop conduits in HotSync Manager.

If you have conduits, but for another program, such as GoldMine or Outlook, then you are synching with third party software. You will need to follow the removal instructions before attempting to use CompanionLink.


If you have no data conduits at all, then, when your Palm software was installed, the option to synchronize with the Palm Desktop was not selected. You will need to reinstall the Palm software and make sure to select this option. It may be necessary to first uninstall the Palm software and then reinstall before the option will come up.


Palm Desktop

Do I have to use Palm Desktop?

Yes. In order to use CompanionLink with your Palm handheld, you must have the Palm Desktop installed on your computer and your handheld must be able to synchronize with it. CompanionLink synchronizes the contact manager data through the Palm Desktop to your handheld. This means that everything you choose to sync from your contact manager will be in both the Palm Desktop and your handheld.


How do I do the two-step sync with Palm Desktop 4.1.2 or 4.1.4?

You do not need to do the two-step sync. Instead, update your CompanionLink to 2.0, build 2591, or higher.


How do I downgrade to Palm Desktop 4.1?

If you have CompanionLink 1.3 and do not upgrade it, you will not be able to sync if you are using Palm Desktop 4.1.2 or higher. However, you can remove Palm Desktop 4.1.2 or higher and instead use Palm Desktop 4.1. This version of the Palm Desktop will work with most Palm operating system handhelds, including the Tungsten E and Tungsten T3. If you have the Tungsten E or Tungsten T3 and decide to downgrade, you will lose the ability to categorize your calendar items. You will also only be able to synchronize four custom fields. If you have CompanionLink 1.3 and do not upgrade it, this is the only way you will be able to sync with your Palm handheld.


In order to downgrade to Palm Desktop version 4.1, you would want to do the following:

Uninstall your Palm software.

Delete the Palm folder (typically c:\PalmOne or c:\Program Files\PalmOne).

Download Palm Desktop 4.1. You may download this from our website at: http://www.companionlink.com/files/special/pdt/pdt41.exe Install Palm Desktop 4.1.

You would want to select the Purge And Reload options in CompanionLink in order to prevent duplicates from occurring on your next sync.


Where do I find Palm Desktop?

You can open the Palm Desktop program by clicking on the Start menu, then selecting Programs and choosing the folder for your handheld (see Table 2), then clicking on Palm Desktop. You can find the Palm Desktop program folder by opening My Computer, double-clicking on c:, the local drive, and then finding the program folder for your handheld (see Table 3.)


Table 3. Palm Start menu and program locations.


Devices Start menu folder Program folder


Older Palm Pilot c:\Pilot or c:\Program Files\Pilot

Most Palms Palm Desktop c:\Palm or c:\Program Files\Palm

New Palms Palm Desktop c:\PalmOne or c:\Program Files\PalmOne

Handspring Handspring c:\Program Files\Handspring

Sony Palm Desktop c:\Program Files\Sony Handhelds


Compatibility/Third Party Software

How do I switch from synching with the GoldMine conduit to synching with CompanionLink?

You will need to uninstall the GoldMine conduits before using CompanionLink. You can find the instructions for removing this program on our GoldMine Conduit Removal page.


How do I switch from synching with ACT! Link to synching with CompanionLink?

You will need to uninstall ACT! Link before using CompanionLink. You can find the instructions for removing this program on our ACT! Link Removal page.


How do I switch from synching with third party software to synching with CompanionLink?

Please see our Third Party Software Removal page for instructions.


Is CompanionLink compatible with ACT! Link? Is it compatible with ACT! For Palm OS?

CompanionLink is not compatible with ACT! Link. Both programs cannot be used at the same time. You will need to uninstall ACT! Link before using CompanionLink. You can find the instructions for removing this program on our ACT! Link Removal page.


CompanionLink is compatible with ACT! for Palm OS, meaning that both programs may be run at the same time.


How do I configure CompanionLink for use with Agendus?

CompanionLink is compatible with Agendus, a third party program which is designed to give you a different way to view the data on your handheld. You do not need to configure CompanionLink for Agendus. In order to configure Agendus for use with CompanionLink, please see How to configure Agendus for use with CompanionLink.