Practical Applications of CodeTwo Exchange Sync

Synchronization of Data between Mobile Devices (PDA, BlackBerry, Windows Mobile) and Public Folders of Exchange Server

CodeTwo Exchange Sync enables synchronization of data between mobile devices and public folders of Exchange Server.

In the company there is a number of Sales Representatives, who all need access to an updated client database. The shared client database is stored in a contacts folder that is a public folder on Exchange. Sales Representatives usually work on-site outside the company and use mobile devices such as PDAs and BlackBerry. The problem is they cannot synchronize contacts on their handhelds with the Exchange server public folder for this is not technically possible.

CodeTwo Exchange Sync provides a quick solution. You need to create a One-Way synchronization task (One to Many) that will copy the data from the public folder to multiple contacts folder located in personal Exchange mailboxes of the Sales Reps. This will let them enjoy the updated customer database directly in their mailbox and easily sync this data with handhelds (PDAs, BlackBerry). As a result, the data from the public contacts folder will propagate to their mobile devices that are used outside the office.

When an authorized person introduces a change to the company contacts database in the public folder, CodeTwo Exchange Sync will automatically transmit the modifications to the personal contacts folders of selected employees. If some employees are outside the office, the changed data will update on their handhelds via Outlook Mobile Access (OMA).

By using filters in CodeTwo Exchange Sync you can add more criteria for the synchronized items. For example, you can configure the program to sync only the items marked with a certain category.

In addition to the shared company contacts, an employee can keep other personal contacts in his/her contacts folder. Because the synchronization goes in one direction only, i.e. from the public folder to the personal folder, the personal contacts will not replicate to the public folder and will not be visible to other users.

• Read more about One-Way Synchronization.
• Read more about using filters in CodeTwo Exchange Sync.

Synchronize multiple exchange calendars Synchronize multiple exchange calendars

Replication and Update of a Shared Company Contacts Database (Synchronization in Two Directions)

CodeTwo Exchange Rules enables synchronization of Data in two directions between mobile devices and public folders of Microsoft Exchange Server.

The example given in Synchronization of Data between Mobile Devices (PDA, BlackBerry, Windows Mobile) and Public Folders of Exchange Server is related to one-way synchronization – from a public contacts folder to the user’s personal contacts folder. However, you might need to give the employees an opportunity to update the shared contacts database stored in the public folder..

For this you will need to create in CodeTwo Exchange Sync a two-way synchronization between the public folder and users’ personal folders. This will mean any change made by any user to his/her personal folder or via a mobile device (PDA, BlackBerry) will automatically replicate to the public folder and all the remaining personal folders included in this sync group (Folder Ring).

Let’s have a practical example:

A Sales Representative is outside the office. CodeTwo Exchange Sync and OMA are responsible for updating this employee on any changes to the public folder. But while having a meeting with a client, the employee sees the data in the public folder is obsolete and needs updating. The employee inputs up-to-date information to the PDA. The PDA uploads the data to the personal folder via OMA. Once the data is changed in the personal folder, CodeTwo Exchange Sync transmits it to the public folder and selected other users’ personal folders that also accept updates.

In this scenario (Two-Way Synchronization) the data in all selected folders within one sync group are always kept in sync.

If there are multiple Sales Representatives in the company and we want only some of them to be able to modify items in the public folder where company contacts database is stored, a two synchronization task needs to be created in CodeTwo Exchange Sync. The first task will be a One-Way Synchronization, as described in Synchronization of Data between Mobile Devices (PDA, BlackBerry, Windows Mobile) and Public Folders of Exchange Server. This task will be dedicated to the users whose changes made to the personal folder or in PDA will not sync to the public folder. The second task will be a Two-Way Synchronization, just as it is described in this section. This task will include the personal folders of users, the changes in which must be synced with the public folder hosting the company contacts database.

• Read more about One-Way Synchronization
• Read more about Two-Way Synchronization

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Group Calendar

CodeTwo Exchange Sync enables quick and easy setup of an aggregate calendar view for multiple employees.

In the company there are 6 employees working on a certain project. Each records his/her activities and planned actions in the Outlook calendar. But at the same time, each person would like to see other team members’ calendars in one view to see the projects progress at a glance. This requirement is met by using the standard features of Microsoft Outlook, which enables viewing multiple calendars in one view. This is however time consuming and inconvenient as the administrator would first need to set the appropriate access rights so that each employee can read calendar data of all the other five employees. What is more, when we want to browse multiple calendars in Outlook, 6 different calendars need to be checked.

Group calendar view can be created much more quickly with the aid of CodeTwo Exchange Sync. The only thing that needs to be done is create a One-Way synchronization task, in which appointments from multiple calendars of employees engaged in the project will replicate to one shared calendar, preferably a public folder. With this approach only one click is needed to go to the public folder and see an aggregate view of calendars belonging to six employees. In addition, this calendar will be accessible outside the office via Web browser using Outlook Web Access (OWA).

CodeTwo Exchange Sync provides functionality that facilitates the management of data located in the shared calendar. There are the filters that can be used to define which appointments will be copied to the shared calendar. For example, you can exclude appointments marked as private, copy only the appointments not older than a set date, or those tagged with a category. Also, there are the modifiers that enable on-the-fly changes to the items before they are saved in the public folder so they carry additional information e.g. the category may help identify the calendar the copied appointments originated from.

• Read more about One-Way Synchronization
• Read more about the filters in CodeTwo Exchange Sync
• Read more about the modifiers in CodeTwo Exchange Sync

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Monitoring and Reporting

By using the filters in CodeTwo Exchange Sync you can easily use the application to monitor and report. Let’s assume a manager manages several employees and wants to receive information as soon as any task is marked by employees as complete in Outlook.

For this, in CodeTwo Exchange Sync create a synchronization task, that will be responsible for copying to a selected task folder in the manager’s Exchange mailbox all task items marked as complete in Exchange mailboxes of reporting employees. The synchronization task can too be defined so as to direct the tasks from different employees to separate folders, or to mark them appropriately e.g. by adding full name of the owner in the task’s subject.

Naturally, CodeTwo Exchange Sync can be used to monitor many more types of activities and items, e.g. overdue tasks, appointments with a fixed period, mail containing defined words in the subject or attachments etc.

• Read more about One-Way Synchronization.
• Read more about using filters in CodeTwo Exchange Sync.
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