onOffice Sync via memotoo
When syncing via memotoo, in most cases the basic user setup and the rights are set accordingly.
The setup on the smart phone or in other sync destinations has to be done by yourself, you will find the corresponding instructions after the notes.
Type and extent of the synchronized data and how to synchronize can be found in Setup in onOffice.
Security alert: Please backup your data on your smart phone or in Microsoft Outlook before the first synchronization.
Usually you have been using your smart phone for a longer time when you synchronize with onOffice enterprise for the first time. To avoid duplicates in the smart phone and also in Microsoft Outlook, we recommend creating separate folders or calendars there. These should be used as targets for synchronization.
Please do not change the synchronization destination after that. Data may be missing or duplicates may occur during the next synchronization.
How you create new folders and calendars varies depending on your device and software. Please consult the respective help files for further explanations.
If you already have similar data in your client (e.g. Microsoft Outlook or Smart phone) as in onOffice enterprise, please delete the duplicate data in your client before the first synchronization. Otherwise, duplicates will be created.
Please do not give the smart phone to another onOffice enterprise edition user until you have informed the onOffice support (+49 241 44 686 122). Only then can we deactivate and/or correctly assign the user accounts if necessary.
The automatic synchronization in general, the direction in which the data should be synchronized and other settings are defined in the user settings .
How to synchronize?
Via the menuyou open the onOffice Sync Pop-up.
You decide whether you want to synchronize automatically or manually. You can set this in the user settings Sync under “automatic synchronization”.
Automatic synchronization is standard. You can disable the automatic synchronization or exclude a range from synchronization that should not be automatically synchronized in the user settings under “Synchronization direction”.
For a manual synchronization, click once on the corresponding unit and the sync process will start.
Alternatively, click on “synchronize all”, this will synchronize the activated units.
Synchronization has been completed successfully if a gray check mark appears in front of the respective unit. Click the “Close” button to close the popup.
Sync for other users
With the appropriate permissions you can also control onOffice Sync for other users. To do so, please select the user in the field “Account to be synchronized”.
With the user right “Sync for other users” you perform a limited mass update for other users. In doing so, you activate or deactivate the sync hook in addresses for other users via mass update. More information about Sync for Others can be found here.
A maximum of 500 addresses are synchronized during each synchronization run. If you have more addresses, appointments or tasks, start the synchronization process several times.
If a synchronization should contain errors, this is made clear by a corresponding note. In this case, send us the date and time of the synchronization time and tell us what you wanted to synchronize and where the error occurred.
If the automatic synchronization has failed five times in a row, no further attempt is made to synchronize automatically. In this case you can restart the automatic synchronization via the sync popup.
What is synchronized?
From onOffice addresses, appointments and tasks can be synchronized.
Only those addresses are synchronized from onOffice for which the check mark “onOffice Sync” is active. You will find the checkbox in the address details in the “Administration” category.
If you do not see this field & checkbox, you have to unlock it in the administration first.
With the mass update you can enable several addresses at once for synchronization. Please limit the list view in the Addresses module beforehand by means of a filter or a work list so that only the addresses that are to be changed are listed. You start the mass update with .
We recommend always assigning the telephone, fax numbers and email addresses to a contact type (business / private).
So that an appointment can be synchronized, you must be entered in onOffice as a user in the corresponding appointment. If your user is assigned to a group, onOffice will also recognize this as your appointment. Individual and serial appointments are synchronized. Special cases such as “Every 3rd Monday of the month” cannot be synchronized and are therefore ignored.
In order for a task to be synchronized, your name must be in the Responsibility field of the onOffice task.
For example, if you delete an address in Microsoft Outlook and synchronize it with onOffice, it is not deleted in onOffice, but the check mark “onOffice sync” is removed from the address record. An appointment is set to “Canceled” during synchronization in onOffice enterprise and is not deleted.
This is a security measure to avoid accidentally deleting data and links in onOffice.
If you want to definitely delete data, you should always do this first in onOffice enterprise edition and then synchronize.
IMPORTANT: If you want to delete an address, the “Sync hook” must be set in onOffice enterprise edition so that the entry is also deleted in the address book.