Click any image to enlarge it.

Hot Sync

What is it?
HotSync is the name for the process by which your data and applications are synchronized between your Treo and computer. This serves two purposes. First, it allows you to access and maintain all your information on your computer. Second, it serves as a backup of your information and applications.

Your information is stored based on the user name (also called a HotSync ID or Device ID) of your Treo. You can HotSync your data onto multiple computers without any problem. Also, multiple people can HotSync their information onto one computer. However, in order for multiple people to HotSync to the same computer, they must have unique user names. It is also important to note that user names are case sensitive.

The first time you HotSync your device with a computer, you will be prompted to enter a user name. That name can be up to 20 characters long. If you are uncertain what your HotSync ID is, open the HotSync application on your device and look in the upper right hand corner for the name of your device.

Keep in mind that many software developers tie the unlock or registration code(s) for their applications to your ID. Changing that ID can cause these applications to no longer function. Contact the developers of the software to determine their policy on re-issuing codes.

Why do it?
The more complex electronic equipment becomes, the more possibilities there are for things to go wrong. Adding 3rd party software into the mix can have things go bad really fast. Just like it is a good idea to have backups of your important computer files, it is a wise idea to have backups of the data, settings, and applications on your Treo.

Outlook vs Palm Desktop
The original installation application installs the Palm Desktop application to manage your personal data (PIM or Personal Information Management data). When you install it, you will be prompted to choose whether to synchronize with the Palm Desktop or Microsoft Outlook. Earlier versions of the Palm Installation only gave you the option to choose this at the time of installation but with the later versions you can change your synchronization choice at will. On your Start menu, go to Programs > Palm > PIM Conduit Sync and choose the application you wish to use. Keep in mind that even if you choose Outlook for your PIM data, it is still the Palm Desktop that handles the backup of the settings and applications on your Treo. It is truly a matter of personal preference which interface you use.

What happens when you HotSync?
The HotSync manager will connect to your device, and identify the user. If you are synchronizing for the first time with a computer that already has the Palm Desktop installed, you will be asked if you want to create the User ID on the machine. Then it will begin synchronizing and backing up your data.

Once the HotSync is complete, you may be prompted to reset your device.

Where does your data go?
It will be in one of the 3 following locations, unless you changed it during the installation, or customized it in the Palm Desktop:

• C:\Program Files\palmOne\

• C:\Program Files\Palm\
• C:\Program Files\Handspring\

The data is stored in a folder that is a shortened version of your HotSync ID. If you use your own name for your device, it is the first 5 letters of your last name and the first letter of your first name. If you use something else, it will look different. Here are some examples of what the name might look like:

You can also change the location of your data by opening the Desktop application and choosing Tools > Options. There you can enter a new location for your data. This will affect all users on that computer.

Customizing your synchronization and backup
The different pieces of information synchronize through what are called conduits. You can customize how the HotSync manager handles the synchronization of each of these. These settings can affect the speed of your synchronization. Access this from the HotSync > Custom menu, or by right-clicking on the HotSync manager icon in the system tray and choosing Custom.

There are up to 4 options, depending on which conduit you choose to customize.

• Desktop overwrites handheld: the value in the desktop application will be used.
• Handheld overwrites desktop: the value on the handheld will be used.
• Synchronize the files: items modified on the desktop will overwrite the handheld values, and items modified on the handheld will overwrite the desktop values. If the same item has been modified on both the handheld the desktop, both modified versions will be copied to both locations, and a warning will be recorded in the log.
• Do Nothing: Nothing will be done with the objects associated with this conduit.

At the bottom of the list, there is an option for how to handle the application backups. As with the other conduits, you can choose to have the handheld overwrite the desktop (default) or have the desktop overwrite the handheld, or do nothing. For the most part, you will probably want to leave this set for the default. However, if you accidentally delete an application and want to force the synchronization to put it back onto your device, you can use the option to have the desktop overwrite the handheld. It may be simpler, however, to copy the application out of the backup folder and re-install it.

Log
The HotSync Manager maintains a running log each time you synchronize your device. Unless you have problems, you may never know it is there. The file is named HotSyncLog.htm and is in the same folder as your backup and PIM data. There is also an abbreviated form of this log on the device. To view it, tap the Log button in the HotSync application.

Other considerations
Different 3rd party applications back up their data in other ways, and some can affect how HotSync works. Also, not all applications and/or data are set to backup by default. Thus, in the event of something bad happening, that data or those applications would not be restored. Some examples of this are VoiceDial, which does not back up the application; BugMe+ which does not back up the symbols database associated with it; and Diet and Exercise assistant which does not back up either data or application. In some of these cases, you can change the backup behavior of the files in question by using a file management tool, but beware that this may cause problems when you synchronize or restore. VoiceDial is a perfect example. If this is set to backup, it will cause a reset loop when you try to restore via a HotSync.

Other 3rd party applications create additional backup conduits. Documents To Go, HanDBase and Bonsai all have their own conduits. These conduits can be managed either through those applications or customizing the conduits as described earlier.

Palm only offers software to synchronize with the Palm Desktop and with Microsoft Outlook. To synchronize with other applications such as Lotus Notes, Groupwise or Act!, you will need to purchase 3rd-Party software.

In my next installment, I will discuss common HotSync problems and some ways to correct them. Later in the series, I will look at synchronizing with Vista, synchronizing Windows Mobile devices, and advanced HotSync topics like synchronizing via BlueTooth.

Related Links

HotSync Problems? We have answers!

Discuss your HotSync issues in the Treo Discussion Forum

Join the Treo Discount Club and save up to 60% on all your store purchases!

Filed under: How-to guides