onOffice Sync via memotoo

The automatic synchronization in general, the direction in which the data should be synchronized and other settings are defined in the user settings .

Here we explain how to synchronize, what is synchronized and what happens when you delete data.

How to synchronize?

Via the menu Actions >> Sync you 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 user right “Memotoo Sync for other users” you can also control onOffice Sync for other users. To do so, please select the user in the field “Account to be synchronized”.

The user right “Set onOffice sync in addresses for other users” allows you to 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.

Borders

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.

Synchronization error

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.

Contacts

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 Actions >> Mass update >> Addresses.

We recommend always assigning the telephone, fax numbers and email addresses to a contact type (business / private).

Dates

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.

Tasks

In order for a task to be synchronized, your name must be in the Responsibility field of the onOffice task.

Deleting data

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.

Remove data

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.

If the additional module onOffice Sync has been activated for you, you will receive your personal access data by mail. Please use them for the setup on your Android phone as follows.

First, call up the “Settings” of your Android phone. There you select “Accounts”.

Once you have arrived there, click on “Add account”.

The account type to be selected now is “Exchange ActiveSync”.

In the following you have to enter your Memotoo account data that you have received by mail.

Then press “Next” and specify which data should be synchronized and how often this should be done. Select “Automatic(Push)” for Frequency and select Contacts, Calendar and Tasks as needed and according to your selections in Enterprise.

The setup is completed by assigning an account name for information purposes only (to select the calendar or address book).

The setup is now complete. From now on, addresses and appointments are assigned to the account when you create them and are thus synchronized. The account last selected is first proposed in the dialog box.

If the additional module onOffice Sync has been activated for you, you will receive your personal access data by mail. Please use them for the setup on your iPhone as follows:

Apple partly changes the settings of “Mail,Contacts, Calendar”, on iOS 13 and 14 you can find them under Mail, on older versions they are different items in the settings.

First, call up the “Settings” of your iPhone. There you select “Mail and then Accounts”.

Once you have arrived there, click on “Add account”.

The account type to be selected now is “Exchange”.

In the following you have to enter your Memotoo account data that you have received by mail.

Now select “Configure manually”

After another click on “Next” you will be prompted to enter the password.

Here you enter the further data.

Finally, please select the desired functions which are to be synchronized:

• Contacts
• Dates
• Tasks

Emails cannot be synchronized.

The setup is now complete.

When entering appointments, make sure you use the correct calendar/account (the Memotoo-Sync account) and address book.

It’s best to set the sync account as default for both the calendar and the address book. This happens again in the iPhone settings under Settings >> Calendar >> Default Calendar.