LOTUS ORGANIZER 97 GS README FILE FOR 3COM PALMPILOT Welcome to Lotus Organizer 97 GS, the award-winning personal information manager (PIM). These release notes contain important information that supplements the online Help for using EasySync for Organizer and PalmPilot, version 2 (build 6.3?). BE SURE TO MAKE A BACKUP COPY OF YOUR PALMPILOT INFORMATION BEFORE YOU SYNCHRONIZE WITH YOUR ORGANIZER FILE FOR THE FIRST TIME. SEE PALMPILOT'S DOCUMENTATION FOR MORE INFORMATION ON BACKING UP YOUR PALMPILOT INFORMATION. This file contains information on the following topics: * Upgrade information regarding HotSync * Using EasySync for Organzier with IBM WorkPad * Troubleshooting tips for using EasySync for Organizer with: - Organizer 97 GS PIM - Organizer 97 GS Group Scheduling - Organizer 97 GS PIM or Group Scheduling **************************************** I: UPGRADE INFORMATION REGARDING HOTSYNC **************************************** EasySync for Organizer requires HotSync 2.0 or higher. EasySync for Organizer doesn't support HotSync 1.0 or HotSync 1.1. If you're currently using either a PalmPilot 1000 or a PalmPilot 5000 with HotSync 1.0 or HotSync 1.1, you need to upgrade to HotSync 2.0 or higher. You can obtain a free upgrade from the PalmPilot Technical Support Web site at the following address: http://www.3com.com/palm/custsupp/lilypad.html When prompted, use the following password: wh1tez0ne This upgrade includes Pilot Desktop 2.0, HotSync 2.04, and a number of new features for your PalmPilot. If you're currently using HotSync Manager 1.0 or 1.1, and you're upgrading to HotSync 2.0, be aware that any conduit applications installed on your computer that rely on HotSync 1.0 or 1.1 will no longer work. Before you install this upgrade, you should contact the manufacturers of your conduit software to obtain a version compatible with HotSync Manager 2.0. ************************************************* II: USING EASYSYNC FOR ORGANIZER WITH IBM WORKPAD ************************************************* You can use EasySync for Organizer to synchronize your Organizer file with your IBM WorkPad as well as with your 3Com PalmPilot. As of this writing, both WorkPad and PalmPilot are functionally equivalent. All EasySync features should work for both WorkPad and for PalmPilot. ************************ III: TROUBLESHOOTING TIPS ************************ A: USING ORGANIZER 97 GS PIM The following troubleshooting tips apply when you're using Organizer 97 GS PIM-only. Confidential Calendar appointments Scenario You create a repeating PalmPilot Date Book event and synchronize with your Organizer 97 GS PIM-only (.OR4) file. In PalmPilot, you then mark the Date Book event as Private and synchronize entries again. The corresponding Organizer appointments aren't marked Confidential. Solution Mark the corresponding Organizer Calendar appointment as Confidential. Previously edited repeating PalmPilot Date Book events you marked as Private won't synchronize with your Organizer file. B: USING ORGANIZER 97 GS GROUP SCHEDULING The following troubleshooting tips apply when you're using Organizer 97 GS with group-scheduling. Synchronizing for the first time * You must compact your Organizer file before you synchronize it with your PalmPilot for the first time. Otherwise, some Organizer entries you select may not map to PalmPilot when you synchronize for the first time. * If your PalmPilot and your Organizer 97 GS with group-scheduling file contain the same information, use the following steps to minimize duplicate entries when you first synchronize entries. If your PalmPilot and your Organizer file contain different information, or if you're using a new or newly hard-reset PalmPilot (which removes all information from the PalmPilot), you won't have duplicate entries when you synchronize entries for the first time. 1. In the All Documents view in Notes, determine the entry most recently added to your mail file. (Your Organizer 97 GS with group-scheduling Calendar and To Do entries appear in your Notes mail file.) 2. Press the HotSync button on your PalmPilot cradle or press HotSync on the PalmPilot General Preferences screen to synchronize your PalmPilot and Organizer entries. In the All Documents view in Notes, new unread entries (that is, the entries appearing after the most recently added entry you determined in step 1, above) are the entries synchronized from your PalmPilot. These unread entries will appear as a duplicate if they match a previously existing Calendar and To Do entry. 3. Compare the duplicate entries. 4. Delete the entry that contains less information. Be sure not to delete new email entries that arrive while you compare the duplicate entries. 5. Synchronize your entries. The entries you deleted in Notes are now deleted from your PalmPilot as well. When you synchronize, PalmPilot and Organizer address entries are automatically checked to determine if they're identical or duplicates. If they aren't identical, a duplicate Address is created. Before you synchronize entries for the first time, you can eliminate duplicate entries by choosing either your PalmPilot or your Organizer file as your "main" file and removing any duplicate entries in the application you don't use as the "main" file. This must be done before you synchronize entries for the first time. If you've already synchronized entries, you should remove the duplicated entries in one of the applications. When you synchronize entries again, the corresponding entry will be deleted in the other application. Using Alarms Note Alarms you set when synchronizing PalmPilot entries with both Organizer 97 GS with group-scheduling and Notes behave differently depending on whether you set the alarm in PalmPilot, Organizer, or Notes. * If you set the alarm in PalmPilot, the alarm will go off in both Organizer and Palm Pilot, but not in Notes. * If you set the alarm in Organizer, the alarm will go off in both Organizer and Palm Pilot, but not in Notes. * If you set the alarm in Notes, the alarm will go off in Notes, Organizer, and Palm Pilot. In Calendar * Any changes you make to a meeting invitation in Organizer (or in Lotus Notes, if you created the invitation in Notes), including rescheduling, canceling, and adding or removing information, must be made to the Organizer (or Notes) meeting invitation and not to the corresponding PalmPilot Date Book event. Any changes you make to the corresponding PalmPilot Date Book event won't appear in the meeting invitation in Organizer (or Notes) when you next synchronize entries. Similarly, the changes you added to the PalmPilot Date Book event are removed from the Date Book event as well when you next synchronize entries. * Because of differences in screen size between PalmPilot and Organizer, meeting invitations you create in Organizer (or Notes) can take up more than one line in the corresponding PalmPilot Date Book event. In Address * You can't synchronize (or combine) Address records you create in an included Organizer Address Book with PalmPilot. You can only synchronize Organizer Address records you create in your Notes Personal Address Book. * An e-mail address in an Organizer Address record that you copy from a Notes Public Address Book to your Personal Address Book won't appear in the corresponding PalmPilot Address entry when you next synchronize entries. You must enter the e-mail address manually in the corresponding PalmPilot Address entry. * If your mail file isn't in the default location on your computer, you may not be able to synchronize entries between PalmPilot and your Organizer 97 GS PIM with group scheduling (.NSF) file. C: USING BOTH ORGANIZER 97 GS PIM AND ORGANIZER 97 GS GROUP SCHEDULING The following troubleshooting tips apply when you're using either Organizer 97 GS PIM-only or Organizer 97 GS with group-scheduling. In General * If you converted an Organizer 2.x (.OR2) or an Organizer 97 (.OR3) file to an Organizer 97 GS (.OR4) file, you need to compact your Organizer 97 GS (.OR4) file before you synchronize it with your PalmPilot for the first time. Otherwise, some Organizer entries you selected may not synchronize. * The time required to synchronize (or combine) entries the first time may vary, depending on the number of entries in your Organizer file and PalmPilot. * Be sure that Edit dialog boxes are closed in Organizer before you synchronize (or combine) entries. If you leave an Edit dialog box open, the changes you made to the entry won't be synchronized (or combined) in the future. Scenario You try to synchronize (or combine) PalmPilot with your Organizer file, which is stored on a network. There is a delay while the synchronization is taking place. (In particular, you may experience this delay when you first synchronize (or combine) your entries.) Solution Create a local copy of your Organizer file on your computer and synchronize (or combine) the PalmPilot entries with this copy of the Organizer file. Copy this Organizer file (which contains the synchronized PalmPilot entries as updated Organizer entries) back to the network Organzier file. Scenario You remove an Organizer section (for example, To Do) after synchronizing that section's entries to your PalmPilot. When you next synchronize your entries, the corresponding PalmPilot To Do items aren't removed from your PalmPilot even though the Organizer section (in this case, To Do) no longer exists. Solution When you remove an Organizer section, the corresponding PalmPilot entries remain in your PalmPilot. To remove the entries from PalmPilot, add a new Organizer section with no entries to replace the section you previously removed (in this case, To Do) and synchronize entries again with your PalmPilot. The PalmPilot entries are now removed from your PalmPilot. In online Help * You can access online Help for Lotus Organizer 97 GS with 3Com PalmPilot from the Windows 95 Start menu. 1. Click the Start button in the Windows 95 task bar. 2. Choose Programs. 3. Choose Lotus SmartSuite. 4. Choose Lotus User Assistance. 5. Choose EasySync for Organizer Help. If you're using Organizer 97 GS (.OR4) as a stand-alone product (that is, you don't have Lotus SmartSuite installed), then EasySync for Organizer Help will be located with "Lotus Organizer 97 GS" from the Windows Start menu. Otherwise, EasySync for Organizer Help is placed on your desktop. Installing EasySync for Organizer Scenario You re-install the Organizer 97 GS PalmPilot program after un-installing it. The Install program asks if you want to see the available communication ports. If you do, the communication port with the PalmPilot cradle is marked "Attached to a modem" and a different communication port is selected incorrectly. Solution Remove the PalmPilot from the cradle. The correct Communication port will be selected by default. Synchronizing your Organizer and PalmPilot entries * The Slow Sync option is set automatically during your initial synchronization to ensure that your entries map correctly between Organizer and PalmPilot. After the initial synchronization, select Slow Sync in the Change HotSync Action dialog box to make it the default setting for subsequent synchronizations. If you later want to remove Slow Sync as the default setting, deselect it in the Change HotSync Action dialog box. * If you have a large number of timed entries in PalmPilot and Organizer, you might want to synchronize ALL entries when you initially synchronize your entries. The initial synchronization will take longer than if you select a date range of timed entries to synchronize, but subsequent synchronizations will be faster. Scenario The HotSync Problem dialog box that appears when there's a problem with your Organizer entries synchronizing with PalmPilot may be hidden behind your Organizer file on your screen. As a result, your entries won't synchronize when you either press the HotSync button on your PalmPilot cradle or press HotSync on the PalmPilot General Preferences screen. Solution Minimize all open programs to determine if the HotSync Problem dialog box is hidden behind other screens. Scenario You're synchronizing (or combining) your PalmPilot entries with Organizer. The synchronization times out before all of your entries are synchronized. Solution This problem may occur when you're synchronizing entries while the network is busy. 3Com PalmPilot recommends the following "Developer's Backdoor" procedure, which will make PalmPilot wait indefinitely for a response from the computer. To activate this Developer's Backdoor procedure 1. Turn on PalmPilot. 2. Select Applications in the bottom left of the PalmPilot General Preferences screen. 3. On the PalmPilot General Preferences screen, press HotSync. 4. Hold down both the up and down scroll buttons (the rectangular buttons in the middle of the PalmPilot) while tapping in the top right corner of the screen (several taps may be necessary). A window appears that says "DEVELOPER'S BACKDOOR. DLServer Wait Forever is ON." 5. Select OK. 6. Press the HotSync button on your PalmPilot cradle or press HotSync on the PalmPilot General Preferences screen. The PalmPilot will remain in the "wait-forever" mode until the synchronization is canceled or completed, or the PalmPilot shuts itself off by using the Auto-off Preference setting. (Infrequently the HotSync Cancel option may hang. If this happens, a soft-reset (which cancels the previous PalmPilot command will restore PalmPilot.) If the longer wait time results in a completed synchronization, use the "Developer's Backdoor" procedure whenever necessary. Several PalmPilot users have needed to use this work-around only to complete their initial synchronization. Subsequent synchronizations may be successful without using this procedure. * Be sure that all Organizer conduits (which you find in the Custom dialog box) are enabled BEFORE you synchronize entries for the first time after you perform a hard reset on your PalmPilot. If you don't, you may lose information in your Organizer file. Repeating entries * When you create a repeating PalmPilot Date Book event, change the date of the PalmPilot entry in PalmPilot and not the date of the corresponding Organizer entry. If you change the date in Organizer, the PalmPilot Date Book event loses the repeating properties when you next synchronize your entries. For example, let's say you create a repeating PalmPilot Date Book event and synchronize this entry with Organizer. In Organizer, let's say you change the date of the corresponding repeating entry (for example, a repeating Calendar appointment) for each instance of the repeating entry. When you next synchronize entries back to PalmPilot, the corresponding PalmPilot entries are no longer repeating entries. In Calendar * Repeating PalmPilot Date Book events you synchronize (or combine) with Organizer will still synchronize back to PalmPilot even if you deselect the corresponding Organizer Calendar appointments to prevent them from synchronizing with PalmPilot. * Let's say you create an Organizer meeting invitation in your Organizer 97 GS group scheduling (.NSF) file and synchronize entries with your PalmPilot. You then synchronize the PalmPilot with an Organizer 97 GS PIM (.OR4) file on a different computer. The PalmPilot Date Book event's corresponding Calendar appointment lists all attendees for the meeting invitation. In To Do * Unlike Organizer To Do tasks, PalmPilot To Do items don't have start dates. When you synchronize newly created PalmPilot To Do items to Organizer, the corresponding Organizer To Do task will have the same start and end time. * When you create a PalmPilot To Do item and then synchronize (or combine) entries with Organizer, the corresponding Organizer To Do task's start and end time will be the same as the PalmPilot To Do item's due date (for example, June 8). If you then change the due date of the PalmPilot To Do item to an earlier date (for example, June 5) and synchronize entries, the corresponding Organizer To Do task's start and end time change to this new due date (in this case, June 5). * When you create a To Do task in Organizer and synchronize it with PalmPilot, the corresponding PalmPilot To Do item has the same due date (for example, June 8) as the Organizer To Do task. If you then mark the Organizer To Do task completed with a date that occurs before the end date you assigned (for example, June 6) and then synchronize these entries, the corresponding PalmPilot To Do item's due date changes to the Organizer To Do task's completion date (in this case, June 6). However, the Organizer To Do task still retains its original due date (in this case, June 8). In Address * All Address records are checked for duplicates when you synchronize your PalmPilot and Organizer entries for the first time. If the information in the first name, last name, company, and address fields are identical in both the PalmPilot and the Organizer Address entry, the two entries are merged. If there's conflicting information in a field between the two entries, however, (such as a telephone number), the information in the PalmPilot Address entry will write over the information in the Organizer Address record. * Because of differences in screen size between PalmPilot and Organizer, some of the characters in the last name of your PalmPilot Address entries may not appear in the PalmPilot Address view. * Changes you make to one or more of the default field name categories in a PalmPilot Address entry (such as changing "Work" to "Mobile") may be lost in both the PalmPilot Address entry and the corresponding Organizer Address record when you synchronize (or combine) entries. The field name(s) you change (in this case, "Work" to "Mobile") reverts back to the original field name ("Work"). * PalmPilot Address entries contain five fields for phone numbers, while Organizer Address records contain ten fields. If your Organizer Address records have information in more than five phone number fields, the corresponding PalmPilot Address entry won't contain all of the information entered in the Organizer Address record's phone number fields. See "Details: Selecting Address options to map fields between Organizer Address and PalmPilot Address" in EasySync for Organizer Help For more information on selecting Address options, choose File - Extension - 3Com PalmPilot. Click the Address tab, and then click Options. In the Address Field Mapping dialog box, click Help. * Let's say you change a PalmPilot Address entry field name (such as "Fax" to "E-mail") that contains information. In the corresponding Organizer Address record, the renamed field (in this case, "E-mail") doesn't contain any information. When you synchronize entries, the information in the newly renamed PalmPilot "Fax" field maps to both the "Fax" field and the "E-mail" field in the corresponding Organizer Address record. * PalmPilot doesn't have an Address entry field that corresponds to the Ext field from Organizer Business Address records. When you synchronize (or combine) Organizer Business Address records with PalmPilot, the Ext field from Business Address records isn't mapped to a field in the corresponding PalmPilot Address entry. You must manually add the information in the Organizer Business Address record's Ext field to a field in the corresponding PalmPilot Address entry for the extension to appear there. * The following procedure shows you how to determine how and where information from your Address entries appears when you synchronize your Organizer and PalmPilot entries. 1. From the Organizer menu, choose File - Extension - 3Com PalmPilot. 2. Click the Address tab. 3. Click Options. 4. Under "PalmPilot <=> Organizer," select "Business" to send information from the PalmPilot Address entry fields to the Organizer Business Address record fields, or "Home" to send information from the PalmPilot Address entry fields to the Organizer Home Address record fields. Note If you select "Business," information from the Organizer Business Address record fields is sent to the corresponding PalmPilot Address entry's fields, while information from the Organizer Home Address record fields is sent to the corresponding PalmPilot Address entry's Custom1 to Custom4 fields. If you select "Home," information from the Organizer Home Address record fields is sent to the corresponding PalmPilot Address entry's fields, while information from the Organizer Business Address record's fields is sent to the corresponding PalmPilot entry's Custom1 to Custom4 fields. 5. Under "PalmPilot custom fields," select "Other Address" or "Map Fields" to specify how to map the Custom1, Custom2, Custom3, and Custom4 fields in the PalmPilot Address entry to fields in the Organizer Address record. Note When you select "Other Address" (under "PalmPilot custom fields") you automatically map the Custom1, Custom2, Custom3, and Custom4 fields in the PalmPilot Address entry to the Street, City, State, and Zip code and Country fields in the Organizer Home Address record or the Organizer Business Address record. If you select "Business" under "PalmPilot <=> Organizer," then you automatically map the Custom1, Custom2, Custom3, and Custom4 fields in the PalmPilot Address entry to the Organizer Home Address record. If you select "Home" under "PalmPilot <=> Organizer," then you automatically map those fields in the PalmPilot Address entry to the Organizer Business Address record. 6. (Optional) Under "PalmPilot custom fields," select "Map fields" if necessary. Note When you select "Map fields" (under "PalmPilot custom fields") you can change the labels of the Custom1, Custom2, Custom3, and Custom4 PalmPilot Address entry fields as a reminder of how these fields appear in PalmPilot. For example, if you renamed Custom1 in PalmPilot to contain the name of a spouse, you can enter Spouse next to Custom1 so that you'll know where this information will appear after you synchronize. 7. Select the option to map the "PalmPilot" fields to the "Organizer field" fields when you synchronize. 8. Click OK. * You can determine how street, city, state, zip code, and country information map between Organizer and PalmPilot. However, the remaining fields are automatically mapped for you. Organizer prioritizes mapping these Address record fields and PalmPilot Address entries when you synchronize (or combine) Organizer Address record fields and PalmPilot Address entries. The information that appears in your PalmPilot Address entries and your Organizer Address records after you synchronize (or combine) your Organizer entries with PalmPilot determines where the information appears. In the tables below, the fields are listed in order of priority when you synchronize. If there's no information in a field, then the field with the next lowest priority that contains information appears next in your PalmPilot Address entry. For example, if the "Business Fax" field in your Organizer Address record doesn't contain information and the Business E-mail field does contain information, then when you synchronize, the second field in your PalmPilot Address entry will contain information from the "Business E-mail" field in your Organizer file. ORGANIZER ADDRESS RECORD FIELD PALMPILOT ADDRESS ENTRY FIELD 1. Business Tel 1 Work 2. Home Tel 1 Home 3. Business Fax Fax 4. Business E-mail E-mail 5. Home [Unused1] Pager 6. Home [Unused2] Mobile 7. Business Tel 2 Work 8. Home E-Mail E-mail 9. Home Fax Fax 10. Home Tel 2 Home PALMPILOT ADDRESS ENTRY FIELD ORGANIZER ADDRESS RECORD FIELD Work Business Tel 1, Business Tel 2 Home Home Tel 1, Home Tel 2 Fax Work Fax, Home Fax Other Work Tel 2, Home Tel 2 E-mail Work E-mail, Home E-mail Main Business Tel 1, Home Tel 1 Pager Home [Unused1], Home [Unused2] Mobile Home [Unused2], Home [Unused1] Scenario You create an Address entry in PalmPilot, click Details, and select a field from the Show in List box. The field you selected appears in the PalmPilot Address view with that entry. You then synchronize (or combine) entries with Organizer. In Organizer, you edit the corresponding Organizer Address record. You synchronize (or combine) entries again. The PalmPilot Address entry you edited in Organizer appears in the PalmPilot Address view with a field that's different from the field you originally selected in the Show in List box. Solution If you want the field you originally selected in the Show in List box to appear in the Address view, reselect that field in the Show in List box. Mapping Calls entries from one computer to another * Calls entries you create in an Organizer 97 GS PIM-only (.OR4) file which you synchronize with your PalmPilot won't map to an Organizer 97 GS group scheduling (.NSF) file on a different computer. In Planner Scenario In your Organizer 97 GS group scheduling (.NSF) file, you edit one of the Planner section's "Unused" keys to create a new Planner key (for example, "Personal"). You create a one day, non-repeating Planner event using this newly created Planner key and synchronize with your PalmPilot. You then synchronize the same PalmPilot with an Organizer 97 GS PIM-only (.OR4) file on a different computer. The Planner event appears in this file's Anniversary section and not in the Planner section. Solution Create Planner events using the "Unused 6" Planner key to maintain the entry as a Planner event when you synchronize your PalmPilot with an Organizer file on a different computer. A Planner event that uses a Planner key other than "Unused 6" (in this case, "Personal") appears as a one day Anniversary entry in an Organizer file on another computer. Scenario You create an Organizer Planner event and synchronize (or combine) entries with PalmPilot. You then make changes to the corresponding PalmPilot Date Book event and try to synchronize (or combine) entries with Organizer. The synchronization fails before it's complete. Solution You should only make changes to Organizer Planner events in Organizer and not to the corresponding PalmPilot Date Book events. Scenario You synchronize (or combine) an Organizer Planner event with an Event type (for example, Vacation) with PalmPilot. The corresponding PalmPilot Date Book event's Note field contains the Event type you selected (in this case, Vacation). In the Note field of the corresponding PalmPilot Date Book event, you change the Event type, entering text that isn't an Event type in your Organizer file (for example, Payday). When you next synchronize (or combine) entries, the corresponding Organizer entry is no longer a Planner event, but is now an Anniversary entry. Solution Use an existing Event type when you change the Event type in the Note field of the corresponding PalmPilot Date Book event if you want the Organizer entry to continue to appear in the Planner section and not in the Anniversary section. In Notepad Scenario You create an Organizer Notepad page with rich text (such as bold or underline) and synchronize (or combine) entries with PalmPilot. You make changes to the corresponding PalmPilot Memo Pad memo and synchronize (or combine) entries with Organizer. The corresponding Organizer Notepad page contains the changes you made to the PalmPilot Memo Pad memo, but no longer has its rich text. Solution To retain rich text in your Organizer Notepad page, don't change the corresponding PalmPilot Memo Pad memo. Only make changes to the original Organizer Notepad page. * If you change the name of your Personal Journal in Lotus Notes from the default name (JOURNAL.NSF), any Journal entries you create or change won't appear in PalmPilot the next time you synchronize your entries. In Anniversary * You create a repeating Organizer Anniversary entry and then synchronize (or combine) with PalmPilot. You edit the date of the PalmPilot Date Book event that the Organizer Anniversary entry maps to, and then synchronize (or combine) the entry. The edited Date Book event maps back to Organizer as a Planner event, because you've changed the way that the Anniversary entry repeats. * PalmPilot untimed Date Book events with a note map to Organizer as Planner events. PalmPilot untimed Date Book events without a note map to Organizer as Anniversary entries. * You should only edit repeating anniversaries in Organizer and not in PalmPilot. If you edit only one instance of a PalmPilot repeating anniversary and choose to edit only the current entry, you'll get individual repeating entries in Organizer when you synchronize entries with Organizer. COPYRIGHT Under the copyright laws, neither the documentation nor software may be copied, photocopied, reproduced, translated, or reduced to any electronic medium or machine-readable form, in whole or in part without the prior written consent of Lotus Development Corporation, except in the manner described in the software agreement. © Copyright 1997 Lotus Development Corporation. All rights reserved. 55 Cambridge Parkway Cambridge, Massachusetts 02142 All rights reserved. Published in the United States. Lotus Organizer and Lotus Notes are registered trademarks of Lotus Development Corporation. EasySync is a trademark of Lotus Development Corporation. 3Com is a registered trademark of 3Com Corporation. PalmPilot is a trademark of Palm Computing Inc. Other products and company names herein may be the trademarks of their respective owners.