Soroush Javidi

The new version of Plaxo (Plaxo 3.0) was announced some weeks ago, with syncing capability across multiple applications (e.g. MS-Outlook, iCal, Google Calendar, etc.). Syncing includes contacts, – which is what Plaxo was doing initially – notes, tasks and calendar items. So far so good, but what can we do with it? Well, let me describe the problem...

The Problem

If you happen to work across multiple platforms, e.g. a Windows PC at work and a Mac at home and use a mix of programs to manage your task and calendars on each, then you will start having trouble having the data in sync across all of them. A simple solution is to use a web based product like Google Calendar, but for some reason there's always Outlook at the workplace and of course, the mobile phone syncs through Outlook! Hence the problem.

So, here I will explain how I use Plaxo to sync MS-Outlook, Google Calendar, Thunderbird and my mobile phone together. (I'm not interested in syncing tasks and contacts, but given Plaxo's flexibility I'm sure it can be done by adding a few extra steps to what I describe below.)

My Previous Setup

I had come across the The Holy Grail of Synchronization some time ago, which I was using before Plaxo 3.0 was announced. Actually check out the solution given at the Internet Duct Tape, it's very comprehensive! The solution uses ScheduleWorld as the central hub for keeping everything synced. Unfortunately for me, it didn't have the ease of use that Plaxo 3.0 has (for me anyway). The web interface felt clumsy and I had trouble syncing two calendars to outlook. So Plaxo came to the rescue...

I've included a simple diagram, inspired by Internet Duct Tape, which similar to the mentioned weblog, was created in gliffy. However our synchronisation 'plan' is no where as complete! The texts Work and Personal refer to two calendars which we will use in the instructions below. It is assumed that Work is originally on Outlook and Personal on Google Calendar. Thunderbird will be a point where data from the other calendars are viewed, and occasionally updated. Now onwards...

The Plaxo Solution

OK, so if you're interested in keeping your calendars (and task and contacts) in sync using Plaxo, this is how to achieve it: 1. First sign up with Plaxo. 2. If prompted to add 'Sync Points' don't do it now, and leave that to later. 3. Log in to the web based interface. You will see a column for contacts to the left and calendar in the centre. 4. At the very bottom of the screen, click on Add sync points. A box will pop up were you'll be able to configure Plaxo 3.0 against different applications. So...

Sync with Google Calendar

• Choose Google from the list and click Next. Put in your Google username and password (assuming you trust Plaxo with your data) and then click Next for Plaxo to retrieve your GCal data.
• From the three options given on Choose how to synch... choose the third one, i.e. Sync my calendars and let me choose which folders to sync with.... A further options will appear.
• For each Google calendar that you have (left column), you can choose a corresponding folder on Plaxo (right column). So for your, say, Work calendar on GCal, choose new folder from the corresponding drop down menu, and do the same with the, say, Personal calendar on GCal. Once you click Start Sync, this will create folders with the same name in Plaxo. This will be a starting point to match other calendars to.

You should now be able to see your calendar entries from your Google account on the web based interface.

Sync with Thunderbird

I have to say, I couldn't find a direct Plaxo solution for syncing calendar items with Thunderbird, only contacts. I would add that Thunderbird doesn't have a calendar, but it can be added as an extension called Lightning. Now, I assume you have that extension and that's why you're interested in having it synced with the rest of your applications! Since I couldn't find a direct solution for use with Plaxo, I kept my old setup, where Google Calendar acts as a middle man between Thunderbird and Plaxo (or whatever else). In other words, you would want to sync Thunderbird with GCal, and let the previous configuration between GCal and Plaxo take care of the rest. OK, so now that it's clear what we're doing, follow the instruction on BFish, it's clear and easy to follow! Once you're done setting that up, come back to complete the rest... (I'm waiting!)

Sync with MS-Outlook

• Right, go back to the Plaxo web based interface and click on add sync points at the bottom of the screen again. Now choose Outlook from the list and click Next. You will be prompted to download a software. Do so and install it.
• Throughout the set up process, you will be asked your Plaxo username and password. It will then try to sync the data. Since this is the first time, you will a dialogue box where you can choose what items to sync. I went ahead with calendar, clicking Sync my calendar with Plaxo
• Now click on Show extra options, where you will see two columns. The left side shows your Outlook calendars (usually there's one called 'Calendar' unless you have renamed it) and on the right column you will see the calendars on Plaxo. If you have followed the instructions so far, you should have a Work and a Personal folder on Plaxo. Make sure they correspond to one of your calendars on Outlook. (for example, Work can correspond/sync to 'Calendar' on Outlook. You can then choose new folder on Outlook to correspond/sync with Personal.
• Once your done, click to sync. You'll see all the info on Outlook (assuming it's your Work calendar) syncing to Plaxo and all the info on Plaxo syncing to Outlook.

You will now have a Plaxo toolbar on Outlook. There are most likely icons that you won't use. On the toolbar, click on 'Plaxo', and then 'Options'. Go through the General and Advanced tabs and remove all buttons that you don't need. Some will appear with the emails you receive. I have to say, I'm very glad that Plaxo gives you the option to choose what you want to see on the toolbar! Also, in the 'Options' and under the Synchronization tab, make sure the Automatically sync... is ticked. This will make sure that Plaxo will work in the background to update everything.

Sync with mobile phone (Windows)

If you can connect to the Internet through your mobile phone, you can go to m.plaxo.com to view the mobile-friendly web interface. Or, you can sync your phone with Outlook (most of the do on Windows) and you'll have all your appointments pour into your phone!

Summary

So, there you have it! My way of keeping several calendars on different platforms and applications all synchronised together using the new Plaxo 3.0. I'm sure there are other ways, some maybe even easier, of achieving this but having used this setup for a while now I've found it very convenient. Also, if you try syncing notes and tasks using this method, please share your thoughts in the comments.