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The Joy of Sync

Article Comments  9  

Jun 22, 2005, 6:00 PM   by Eric Lin

A comprehensive guide to synchronizing contacts and more between your computer and your phone.

Get Ready 

Since before the PDA, people have gone to extremes just to keep their address book current. The PDA allowed people update their contacts and appointments on the go and sync them back to their computer. However as mobile phones took off in popularity, the PDA no longer kept users in sync. People would update contacts in their phone, not in their handheld. Updating a contact or appointment in a PDA then took extra effort that users eventually no longer cared to make. The popularity of the PDA waned with its usefulness, but people still wanted a way to sync their contacts between a mobile device and a computer.

Syncing is helpful for more than keeping phone and PC contacts current. It can also serve as a backup should you lose your phone or decide you want a new one. It can also provide an easy way to enter new data into the phone instead of struggling with T9 or multi-tap to enter names or email addresses.

Today the vast majority of phones sold through national carriers sync with PCs, either through software available from the manufacturer, the carrier, or a third party. However navigating what phone syncs with what PC (or Mac) application is a virtual maze. We've simplified the confusion a bit, but there are still many challenges and caveats.

Get Connected 

Nearly every phone that can be synced, can be synced to Microsoft Outlook. It is by far the most popular application supported. Most can also be synced to Microsoft Outlook Express (for Windows) and the Windows address book as well. Syncing to Lotus Notes is less prevalent, especially among the free sync applications that manufacturers provide, however third party applications can often provide support for Notes.

Some applications also have functions beyond syncing, such as the uploading and downloading of ringtones or photos, videos and templates to phones, or connecting the phone to the PC as wireless modem.

Unless your phone and PC both have Bluetooth or Infrared (IR), you'll probably use a USB data cable to sync. Even if your phone and PC have Bluetooth, you should still check to be sure the software supports syncing over it.

A few phones have data cables included in their package, but you'll need to purchase a cable in most cases. Though most manufacturers offer USB cables for their phones, most carriers don't sell them. You'll either need to go directly through the manufacturers or purchase a third party cable from companies like Boxwave or Suntek.

There are a few applications that sync your PC over the internet to phones using their cellular data service. Not only does this eliminate the need for cables, it also allows you to sync distant devices, as well as maintain an online backup should both your computer and phone be lost or stolen.

Synchronize

Manufacturers 

This section covers compatibility with feature phones, we will discuss smartphones (Palm, Symbian, Windows Mobile, RIM) separately.

Kyocera has recently announced a new version of their Mobile PhoneTools. This version can Sync the KX 1, 2, 5, and 9 with Microsoft Outlook Contacts and Calendar over a USB cable. It also offers additional features like ringtone / picture transfer and modem dialer. A package including the software and a cable will sell for about $50 and should be available soon.

Motorola offers a version of Mobile PhoneTools as well, which costs $30. It is more full-featured than Kyocera's, since it can sync with Outlook, Outlook Express and Lotus Notes, and adds tasks in addition to calendar and contacts. It is compatible with a huge number of Motorola phones and can sync via USB, Bluetooth or IR.

Nokia offers a free PC Suite that will sync a large majority of their handsets to calendar and contacts from Outlook, Outlook Express, Lotus Notes and Lotus Organizer. Depending on the model, the software also offers additional features like ringtone uploads. In addition to syncing over a USB cable, PC Suite can sync many handsets via Bluetooth or IR depending on your PC's setup.

Sony Ericsson offers the Sync Station application to sync nearly all their phones to Microsoft Outlook over USB, IR or Bluetooth. It will sync calendar and contacts with all compatible models, as well as tasks and notes with most.

Samsung Easy Studio II, which is included with Samsung's mobile data kit, is supposed to sync PIM information with selected GSM models, however a product warning from Samsung states it does not work with Outlook.

Third Party 

The are a number of third party applications to sync phones with PCs. Most support a large variety of handsets and desktop applications to varying degrees. Some manufacturers that do not provide their own sync solution, recommend one of these applications as their software of choice.

We have compiled a list of popular and manufacturer recommended sync solutions. Please check an application's phone compatibility chart and cost before purchasing deciding which one is right for you.

Data Pilot syncs calendar and contacts with Outlook and Outlook Express. It also offers additional tools to transfer ringtones, pictures and messages to and from selected phones. LG has used Data Pilot as an official sync application, as has Palm.

Future Dial syncs calendar, contacts and tasks with Outlook. It also offers additional tools to transfer ringtones, pictures and messages to and from selected phones, as well as modem functionality. Sprint uses Future Dial as an official sync application, so it supports a majority of their phones.

Mighty Phone syncs calendar and contacts with Outlook, Outlook Express and Lotus Notes. Instead of connecting to a phone using a cable, it uses a SyncML server to sync your devices over the internet and cellular network, and works independent of the carrier. Mighty Phone only works with SyncML compatible GSM phones or select BREW handsets.

XTNDConnect PC syncs calendar, contacts, notes and tasks with Outlook, Lotus Notes, Lotus Organizer and ACT! It only supports Sony Ericsson and the latest NEC feature phones, however it also offers full support for Palm, Pocket PC and some Window Mobile Smartphones.

Smartphones 

Most smartphones will come with their own PC organizers and sync applications (Palm Desktop, Microsoft ActiveSync, etc). Should you choose a different PC application, there are a number of third party plug-ins or sync solutions such as XTND Connect PC, mentioned previously and others detailed below.

Palm devices, including Palm smartphones sync natively to the Palm Desktop organizer. Most devices include software for syncing to Microsoft Outlook in the box as well. There are a number of third party products that provide Palm to Outlook syncing such as Chapura PocketMirror and Data Pilot (mentioned previously).

RIM devices sync over the air to Microsoft Exchange or Lotus Domino accounts if the proper software is installed on your servers. It is also possible to sync Blackberries to local PIMs with additional software.

Symbian devices (Sony Ericsson P- series, Nokia Series 60, etc.) each sync using software provided by the manufacturers. This software is the same or provides equivalent functionality to manufacturers software mentioned previously. The only major exception is that the software Sony Ericsson includes with its smartphones works with Lotus Notes in addition to Outlook.

Windows Mobile devices all sync with Outlook. A version of Outlook is typically included in the package, so users of Outlook Express can upgrade for free. Sync with additional PIMs is provided through third party software, however most only sync with Pocket PC, not Smartphone.

CompanionLink has synchronizations software titles to sync Outlook, Notes, ACT! and Goldmine to Palm OS, Pocket PC and Blackberry handhelds.

EasySync Pro is an IBM application that Syncs Lotus Notes with both Palm OS and Pocket PC handhelds.

Intellisync works with Outlook, Outlook Express, Lotus Notes and ACT! and will sync information from those to Pocket PC or Palm OS devices.

Macs 

For Mac users running OS X, iSync can synchronize data from Address Book and iCal to selected Motorola, Siemens and Sony Ericsson phones. It can also sync PalmOne Treo and Series 60 smartphones from Nokia, Panasonic, and Siemens.

Sony Ericsson users who would rather sync to Microsoft Entourage can try MobileSync. There are a number of other third party solutions for other phone models, however few of them actually sync data, instead just providing a way to manually move contacts from one device to the other.

Mark/Space provides Missing Sync software to sync Address Book and iCal to Pocket PC, Palm OS and Hiptop smartphones. The sync software integrates into iSync. It also converts documents, transfer files, installs applications and more.

PocketMac provides versions to sync from OS X applications, Microsoft Entourage and Now Contact to Windows Mobile (both Pocket PC and Smartphone) as well as RIM Blackberries.

Wrap Up 

Except for a few rare cases there is probably a solution out there to sync at least your calendar and contacts between your computer and mobile phone. However these solutions are rarely free. Even if the software is freely available from your manufacturer, you'll probably need to buy a data cable.

A good synchronization takes a little time and effort — the first one will be especially difficult. You'll have to reconcile all the data on your phone with whatever is stored in your PIM, a painstaking task unless your PIM data is so complete, you can confidently tell the sync application to overwrite all the data on your phone.

We cannot vouch for the ease of use or effectiveness of each of the applications featured here. However should a sync application work well, subsequent synchronization of new data and minor changes should be fast and painless.

Once you're used to this sort of syncing, your phone becomes a much more powerful tool. You won't think twice about entering a new appointment or contact into your phone knowing full well it will show up on your computer later as well, and vice versa.

If you decide that synchronization is not worth the effort for whatever reason, Motorola, Verizon and selected phone resellers offer services to back up your phone data and restore it to a new handset. This could be helpful should you decide to switch phones but not want to invest much money or effort into moving your contacts and other data yourself.

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Comments

This forum is closed.

This forum is closed.

procon

Jun 26, 2005, 10:26 PM

Sync like you mean it

This was an excellent overview article, but I'm still unsure about what is the best heavy-duty Outlook syncing solution.

Other than using a Windows Mobile phone, what will allow synchronizing multiple Outlook address books, even ones with thousands of entries?

DataViz has a promising product with RoadSync, but it will only work if your IT Dept is running Exchange 2003.

Any suggestions?
I read this article by Kent German in CNet. Three kits are mentioned at the bottom of the article:

Software to sync your cell phone

Cell phone syncing software helps you master all that's on your cell phone--from contacts to pictures to text me...
(continues)
...
JohnnyRocket

Aug 27, 2005, 7:56 PM

You missed e2sync

Good sync software for syncing to Mac Entourage:

www.e2sync.com
lorna

Jul 18, 2005, 11:46 PM

photo files > card reader > into my iMac

PLEASE I previously thought that the simplest way to upload photo files from a camera phone was with a card reader. (Forget BT for a second.)

I thought that I could save photo files to a memory expansion card and then put the memory expansion card into a card reader which is connected to my iMac G4 17" flatscreen with a USB cable.

Is this not easier than sync-ing? I read a CNet article by Kent German all about three synching devices and this questioning kept rising up in my brain like a bothersome itch.

Please can anyone suggest and advise and clarify? I mainly want to upload photo files from my camera phone. I don't need to manage email addresses.

-Lorna
essay2u

Jun 30, 2005, 9:11 PM

mac sync with LG

I'm trying desperately to find a new phone that I can sync up to my laptop. I have Verizon because there are limited possibilities for comparable service/signal in my area... which leads me to the new LG 8100. any possibility it will be able to sync up to my pwerbook with either a USB cable or via bluetooth?
i'm also planning to purchase the LG 8100. i've mentioned this on the 8100 forum, since it'll be coming out very soon i'm hoping that the 8100 will be easily able to sync with my PC. anybody famaliar with this process? someone mentioned that GIN se...
(continues)
jnoel

Jun 23, 2005, 9:52 AM

OK - Mighty Phone Sounds too good to be true...

For those of you that use this application - what are the drawbacks?
T-Mobile deactivates SyncML on phones they offer. So MightlyPhone don't work with T-Mobile. When I asked T-Mobile they said it was to do with their WAP server software verion. However, T-Mobile's V300 and Nokia 6620 may have it activated.
 
 
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