Synchronizing Addresses to an External File

Using the File Link tool in Palm Desktop, you can create a file on your shared drive which can be synchronized to your Palm Address Book. The external file can be shared between all users of Palm Desktop in your department to keep an updated address list of contacts. Each time you sync your Palm device, File Link checks the external file to see if it has been modified and automatically updates both your Palm Desktop and your Palm device.

Note: If you decide to use this tool to maintain contacts, it is recommended that you do not modify the records for this category on your Palm device or the Palm Desktop. Doing so will result in duplications. Additionally, the information in the external file is not modified by the synching operation. Changes must be made directly to the file using Excel (for CSV format).

Available formats
Creating a CSV File
Setting up File Link to Synchronize to the CSV File

Available formats

There are two formats you can use:

• aba (address book archive)
  • This is a proprietary format for Palm Desktop exporting/importing address book data.
  • Data fields exported from Palm Desktop are correctly mapped for synching to a different profile.
• csv (comma separated value)
  • This is a generic file format for importing data into spreadsheets or databases.
  • Data in the csv file must be mapped to the proper Palm Desktop address book fields.
  • Data can be edited easily in the csv format using Excel or Wordpad.

My recommendation is to use the CSV format since it is generic, can be used for other purposes, and can be easily updated using Excel.

Creating a CSV file

There are several ways you can create the CSV file that you want to use to synchronize to your Palm Address Book:

• Export addresses from an existing address book.
  • Select the type as CSV.
  • Specific instructions can be found here if you are exporting from another Palm Desktop Address Book.
• Use Excel to create the file:
  • To avoid mapping problems, create your spreadsheet with the columns matching the fields in Palm Desktop. Although you may not need to use all the fields, it will avoid problems if you have a column for each field in the order below.
    
    
    
    Note: Although the program allows you to change the mappings when you set up the file link, you have to configure this change on each Palm Desktop application that uses this file. For this reason this approach is not recommended.
  • Do not include headings, because they will be read as a record.
  • When you are ready to save the file, use File | Save as and select the CSV format.

Setting up File Link to Synchronize to the CSV File

• Open Palm Desktop.
• From the Menu bar select HotSync | File Link.
• Select Create a new link when the wizard starts and press Next.
• On the Create a New Link page:
  • Application name: Address Book
  • File path: [Use the Browse button to navigate to the CSV or ABA file.]
  • Category name: [Enter the Address Book Category for these addresses. Note: it must be a new category]
• Press Next to continue.
• When the Specify Import Fields window appears, you will have to make sure that your fields are properly mapped to the data. If you created the CSV file by exporting from Palm Desktop or by following the recommended order above, the fields should be mapped correctly.
  
  
  
  IMPORTANT: Do not proceed if your fields and records are not properly mapped.
• Press OK to continue.
• On the Confirm your Link settings window, click on the Update Frequency button.
  
  
  
• The options should be as shown in the figure below:
  
  
• Press OK to continue.
• Press Done to close the wizard.
• Peform a HotSync with your Palm device to synchronize the addresses.

Exporting addresses form Palm Desktop Address Book

• From Palm Desktop Address Book, select the records you want to export by highlighting them. If you are exporting the entire Address Book, you can skip this step.
• From the File Menu, select Export.
• Navigate to the folder where you want to save the CSV File.
• Choose CSV as the Export Type.
  
• For the Range, you can select All Records or Currently Selected Records.
• Click the Export button to create the file.
• When the Specify Export Fields window appears, press OK.
  
• You should get a confirmation when the Export is completed.