Calendar and Address book synchronization

Business Mail now offers the “Synchronization” function which allows you to, simply by installing a specific application, synchronize the events of the calendar and the contacts of the address book with the events and contacts found in your mobile phone and/or Outlook Client.

The synchronization, more precisely, allows you to share the events and contacts found in one specific email account with various devices (Webmail, Mail Client, mobile phone), while sharing events and contacts with multiple email accounts which belong to the same domain is now possible thanks to the new Corporate Calendar and Address Book.

To synchronize with mobile phones see the user guide.

However to synchronize with the email Client, you need to, once you have logged into the Webmail using your account details, download and install the software found in the Synchronization with Outlook menu.

You can request the synchronization if you use the Outlook Express Client, or Microsoft Outlook 9x/20xx/XP.

ATTENTION: synchronization is not compatible with Mac/Linux systems.

To proceed with the configuration and synchronization you need to:

Log into the Webmail of Aruba and select the Synchronization with Outlook submenu, then click on the provided link to download and save the ArubaSync software.



Select the path in which you wish to save the program and follow the installation Wizard.

Once you have completed the installation, open the Windows Start menu and start the ArubaSync Client; the configuration window will open automatically, otherwise open the program and from the "Options" menu select: "Configuration Wizard".

 



The ArubaSync Configuration Panel will open:



You will need to enter the following:

- Address of the Server on which the account is set up:
http://webmail.aruba.it
- Login: enter the full name of the account that you wish to synchronize, for example: accountname@domainname.xxx
- Password: enter the password of the account you wish to synchronize.
Then click on: "Next"

In the next window, you can select from various synchronization options.

You need to specify the type of Client with which you wish to synchronize the Webmail, choosing from:

- Outlook Express
- Microsoft Outlook 9x/20xx/XP

If you select the Microsoft Outlook Client, you can choose to synchronize the contacts found in the address books, the events of the calendar or both, enabling the relevant accounts.

N.B.: Only the events found in the Calendar section will be synchronized. The tasks found in the same section of the Webmail will not be synchronized.

 

ATTENTION: the synchronization will involve all the contacts and events found in the Address Books and Calendars created on the Webmail, except for the Corporate Address Book and Calendar, the content of which will not be synchronized.

Once you have selected the synchronization options, by clicking on Next you can select other synchronization options
.

In fact you can select, for each address book found in the Webmail (indicated as “Server Folder”) the  Outlook Folder with which to synchronize, if multiple contact folders have been created on the Email Client, specifying also the Mode:

DON’T SYNCHRONIZE: no synchronization will be performed on the folder;

NORMAL SYNCHRONIZATION: the synchronization will involve both the folder in Outlook and that found in the Webmail: or rather each will be updated with the data of the other;

UPLOAD TO SERVER: the data found in the specified Outlook folder will be updated on the Webmail folder (and not vice versa)

DOWNLOAD FROM SERVER: the data found in the specified Webmail folder will be updated on the  Outlook folder (and not vice versa)




While it is possible to perform multiple synchronizations simultaneously on different folders, it is not possible to set more than one synchronization at a time on the same Outlook folder.

Should you need to perform several actions on the same folder, you will need to repeat the synchronization process.

You can also select the Synchronization settings, by clicking on the relevant button found in the Options menu.

These will determine the behaviour of ArubaSync in case, during  the synchronization:

- New email addresses are detected
- Conflict of data is detected




 

Once you have selected all the synchronization options, click on: End and therefore on: “Sync” to proceed with the Synchronization.


If, in the Synchronization settings, you have selected the “Always ask” option, when new email addresses are detected, you will be asked if you wish to save them as “Personal Emails” or “Business Emails”.

- By selecting the account next to the email address, it will be saved as a business email address,
- by clicking on OK: the address will be marked as a personal address.

This information will be displayed in the contact details:

It may be that for the first synchronization, or if the previous synchronization was not successful, you are asked to perform the Slow Synchronization for Address Book and Calendar.

This means that the system will synchronize all the data found in the selected folders, rather than update only the missing data.

In this case click on OK.



A message will confirm if the synchronization has been successful.



ATTENTION: The synchronization is not compatible with Mac/LINUX