Getting Started with OsaSync PRO
Start syncing your first Outlook folder in 3 easy steps:
- Download and install OsaSync
- Configure OsaSync
- Synchronize a folder in Outlook
1. Download and install OsaSync
- Download OsaSync from
www.vaita.com/download.asp. In this example we use Outlook 2013 so
we download the OsaSync version for Outlook 2013:
- Clicking the Download Now button will prompt you to
save the file OsaSync2013setup.exe.
- After the download has finished open the folder in which the
download has been installed. In firefox you can open the containing
folder by right-clicking the downloaded file and choosing Open
containing folder from the context menu:
- Right-click the file OsaSync2013setup.exe and click
Run as Administrator:
This starts the installation wizard.
- OsaSync for Outlook 2013 requires two additional software
installations: the Microsoft .Net Framework 4.0 and the Visual Studio
Tools for Office runtime program. If one or both programs are not yet
present on your computer the OsaSync installation wizard will prompt you
to download and install these additions first:
Click install to start the download. After the download has finished you
will be prompted to accept the Microsoft license agreement. After
agreeing click Install to start the installation. Once the additional
software has been installed the OsaSync installation wizard will start:
- Click Next and accept the Licence agreement on the
next page. Click Next again until the wizard has
finished. OsaSync has been installed in the
2. Configure OsaSync
OsaSync has to know with which computers you want to sync. OsaSync works
by exchanging small temporary files between the synced computers. Therefor
OsaSync has to know where to save those files and where to read the files
from other computers. By configuring OsaSync we tell OsaSync where it has to
save and read those files.
OsaSync can be configured in 3 modes: Cloud mode, Client-Server
mode or Peer-to-Peer mode. In Cloud mode and in
Client-Server mode all computers are using the same folder for exchanging
the temporary OsaSync files: the OsaServer folder. In Client-Server
mode this OsaServer folder is created on one computer in the lokal
network to which all computers have access. In Cloud mode the OsaServer
folder is created inside a shared folder in Dropbox, Onedrive, Google Drive
or other (free) Cloud service. The Dropbox (or Onedrive etc) software
synchronizes this folder to all other computers. For OsaSync the OsaServer
folder in the Dropbox folder acts like a central folder in the network to
which all computers have access. This is the most easy way of configuring
OsaSync. It's fast, easy, reliable and secure so we will configure OsaSync
now in Cloud mode. If you don't want to use Cloud mode you can configure
OsaSync in Client-Server or in Peer-to-Peer mode. For detailed step-by-step
instructions in how to configure OsaSync in Client-Server mode or in
Peer-to-Peer mode please see our
previous gettingstarted page.
Configure OsaSync by running the OsaSync connection wizard.
- Start Outlook. OsaSync will show a message telling you that no
computers are configured yet. That is what we are about to do so click
- Click the OSASYNC tab and click the Options button:
- On the Options window click the button Run connection wizard:
- The OsaSync connection wizards opens in a new window. Click
- Now we choose how we are going to configure OsaSync. We choose Cloud
In this example we use our free Dropbox account. We could have also
used a free Microsoft Onedrive or a free Google Drive account.
have no Cloud service account yet you can get one now. Go to
www.dropbox.com and sign up for a
fee account. You can choose the Basic account type, it's free and more
than sufficient for OsaSync. The Dropbox app will be downloaded to your
computer. After installing this app you will have a Dropbox folder in
your lokal folders on your computer. In this folder you can start
creating other folders and sharing folders with others. Here's an
example of the lokal Dropbox folder with a shared folder called
Shared with Ron, shown in Windows Explorer:
- Continue with the OsaSync connection wizard by clicking
- We can skip the next window Alternative computer name
unless we are working with 2 or more users on the same computer. Click
- In the Select folder window we have to navigate to the Dropbox
Navigate by double clicking the folders. If you do not know where to
find your Dropbox folder locate your Dropbox folder in Windows Explorer,
select your shared folder and click in the address bar beneath the menu:
The address bar will now show the actual directory structure of the
Dropbox folder. Here it is C:\Users\Hella\Dropbox\Shared with Ron. Now
we can navigate to this folder in the connection wizard Select folder
- Click the Create OsaServer folder button. OsaSync
will create this folder in the Dropbox folder.
When your are going
to run the OsaSync connection wizard on other computers the OsaServer
folder will already be there because it has been synchronized by
Dropbox. In that case select the OsaServer folder and click Next.
- That's it. You have configured OsaSync on this computer:
- Before you can start synchronizing folders in Outlook you first have
to install and configure OsaSync on at least one other computer. So
repeat the above steps on the other computers.
OsaSync saves the computer info in a small file called CnfComputers.txt
on the OsaServer folder. On the second computer WAIT until this
CnfComputers.txt file has been synced by Dropbox before you run the
connection wizard on that computer. You can check the CnfComputers.txt
(double click to open the file) to see if the line with the first
computer name is in the file. Otherwise a new CnfComputers.txt file will
be created that will overwrite the file on the first computer.
In his example we have
also ran the OsaSync connection wizard on computer VAITA-DELL. This
computer is now listed in the computers box on the OsaSync options
We can now start syncing folders in Outlook
3. Synchronize a folder in Outlook
Before we start synchronizing our first folder it is a good idea to make
a backup of the .pst file in which Outlook stores all data.
Here's how to do this.
A second thing to note is when you work with more than ONE top level
folder in Outlook (e.g. Personal folders and Archive folders),
OsaSync requires the names of the top level folders in which you want to
synchronize folders to be the same on your other computers. E.g. if you want
to sync your Contacts folder in a top level folder called Personal
folders Hella with another computer on which the top level folder is
called Personal folders, you first have to rename Personal
folders Hella to Personal folders.
Here's how to do this.
Let's start synchronizing the Contacts folder. There is no difference in
syncing a Contacts folder or a Calendar; Tasks, Notes or E-mail folder so we
could have chosen another folder type for this example. However if you want
to sync the Calendar folder then you can also take a look at our Calendar synchronization page
that explains three Calendar syncing scenarios.
OsaSync keeps all items in a folder in sync after a folder has been
prepared for synchronization. This preparation has to be done only once
and on only one computer. After this
preparation OsaSync takes care of synchronizing all changes without any required action from your side.
The synchronization process merges the contents of the selected
folder during the synchronization process if this folder already exists on
the target computer. If the folder does not yet exist on the target computer
then OsaSync will create the folder. In this example we synchronize the
default Contacts folder and this folder exists on the other computer so
OsaSync will merge the contents of both Contacts folders.
These synchronization steps should NOT be repeated for this same
folder on the other computers! This process has
to run from ONE computer only (there can be an
exception to this rule if you use
alternative folder names).
- In this example we have configured OsaSync in Cloud mode. Cloud mode
is recommened by Vaita because it is easy, fast and secure. If however
you do not want to use a Cloud service you can configure OsaSync in
Client-Server mode or in Peer-to-Peer mode. We recommends Client-Server mode if
you do not want to configure OsaSync in Cloud mode and have 3 or more
computers. Configuring computers in C/S mode is more easy than
Peer-to-Peer mode and
some OsaSync processes will run faster. You can still choose C/S mode if
the central computer is sometimes not running. OsaSync on the other
computers will than run in
For a detailed step-by-step instruction in how
to configure OsaSync in Client-Server mode or in Peer-to-Peer mode
please see our previous
- You can also start the prepare folders for synchronziation process
by clicking the Prepare folders for synchronization
button in the OsaSync ribbon menu.
The prepare folders for
synchronization wizard will then offer the possibility to sync in
In order to improve the performance when synchronizing multiple large
folders, the advanced syncing mode has been created. In advanced mode
OsaSync will NOT create temporary data files for the target computers but
only assign a unique OsaSync ID to each item in each folder being synced.
This runs much faster (between 4 and 5 minutes per 1000 items) . A big difference with normal syncing mode is that
in advanced mode you have to manually copy the .pst file with the
synced folders to the target computers after the wizard has
finished.. This means you cannot merge the contents of two different .pst files and your starting point for
synchronization will be the same .pst file on all computers. A
scenario where this can be feasible is syncing your desktop with your
laptop. On our FAQ page you can read a step-by-step instruction for syncing in advanced mode.
Preparing a calendar, tasks, notes or e-mail folder for synchronization
is exactly the same as described above for the Contacts folder. OsaSync will
also merge the contents of the synced folder if the synced already exists on
the target computers. While merging OsaSync assumes an item is identical
when the following item properties match:
- Calendar folders: appointment start date; end date; subject and
- Tasks folders: task start date; due date; subject and status.
- Notes folders: note subject; contents and color.
- E-mail folders: emails received: internet message ID. Emails
sent: subject and time send. Unsent emails: subject only.
To read more on Calendar syncing see the Calendar synchronization page.
For differences in how OsaSync handles calendar, tasks, notes and
e-mail items compared to contact items please read:
Does OsaSync PRO handle the other
Outlook items in the same way as it does contacts? on the FAQ page.
If OsaSync encounters problems during the creation or importing of the
synchronization data read The sync.log file indicates errors during importing sync data
on the technical support page www.vaita.com/techsupport.asp.
If you want to resynchronize a folder then please read How to prepare a folder for synchronization again
on the technical