Synchronize with Outlook calendars
Note The features described in this topic are legacy features and are not included in new Trumba accounts. If your Trumba account includes these features, you can use them as they currently exist, but Trumba Corporation has no further development plans for them.
After you install CalendarSync, you're ready to synchronize. I haven't installed CalendarSync yet.
- Map calendars and synchronize for the first time
- Select the type of ongoing synchronization you want
- Sign in to CalendarSync automatically
- Tips for synchronizing successfully
Map calendars and synchronize for the first time
- Start Outlook. CalendarSync starts after a few seconds, depending on how you access your email, and displays the sign-in screen.
- Sign in using your Trumba account name (email address) and password.
- Click the Setup tab in the CalendarSync window.
On the left side of the Setup tab (A), you see a dropdown list of the Outlook calendar folders that exist in your primary mailbox.
On the right (B), you see a dropdown list of the Trumba calendars you own or have permission to edit.
- To set up the calendars you want to synchronize, match an Outlook calendar on the left with a Trumba calendar on the right, and then click Add. Do this for each calendar pair you want to sync.
Tip If a that you want to synchronize doesn't exist yet, click New Outlook Calendar or New Trumba Connect Calendar (C) to create the calendar(s) you want.
- Click the Synchronize tab.
- Click Synchronize Now to synchronize your calendars for the first time.
A status report appears under Synchronization status as synchronization occurs.
Notes
- How long synchronizing takes depends upon the number of events you're synchronizing. Synchronizing for the first time takes longer than subsequent synchronizations. If there are errors, you'll see an error report.
- After you synchronize, you may have to refresh the page in Trumba Connect to see the new events on your calendar.
- If either calendar contains a large number of events (such as recurring events with no end dates), you might need to synchronize the calendars several times to get all of the events from each calendar to the other.
Select the type of ongoing synchronization you want
After you synchronize for the first time, you can:
- Set up CalendarSync to synchronize automatically in one of two ways:
- Automatically synchronize on folder change This option is selected by default. It means that synchronization occurs when you switch into or out of an Outlook calendar folder. When you switch into an Outlook calendar, CalendarSync adds new Trumba Connect events to the Outlook calendar. When you switch out of an Outlook calendar, CalendarSync adds new Outlook events to your Trumba calendar.
- Synchronize every [number] minutes This periodic option is good if you switch into calendar view and stay there for a long time. It is also useful for synchronizing changes made to Exchange Server calendars via Outlook Web Access. You must leave Outlook running on a desktop computer connected to both the Exchange Server and the Internet for this to work. Choose the amount of time between periodic synchronizations by using the dropdown list (the default is one hour).
- Synchronize calendars manually
You can do this if you always want to control when event data is exchanged between your Trumba Connect and Outlook calendars.
Synchronize automatically
- Double-click the CalendarSync icon in the taskbar notification area, and then click Open CalendarSync.
- In the CalendarSync window, click the Synchronize tab.
- Choose the automatic synchronization option you want. CalendarSync remembers the option you choose, so the next time you sign in your option will still be set.
The notification area of the taskbar is where you usually see the current time displayed. Windows displays notification icons here when you receive email or some other event occurs. Your taskbar notification area may have some additional icons in it but it will look something like this:
The icon on the left is the CalendarSync icon.
If you don't see the icon, click the Show Hidden Icons arrow 
on the left end of the taskbar notification area to display hidden icons.
Synchronize calendars manually
- On the Synchronize tab in the CalendarSync window, clear both of the automatic options.
- When you're ready to sync your calendars, click the Synchronize tab, and then click Synchronize Now.
Sign in to CalendarSync automatically
If you set up automatic synchronization, you might also want to set up automatic sign-in to CalendarSync.
- Double-click the CalendarSync icon in the taskbar notification area, and then click Open CalendarSync.
- In the CalendarSync window, click the Sign In tab. Select Automatically sign me in on the CalendarSync sign-in screen.
If CalendarSync automatically signs you in, you won't see the CalendarSync window when you start Outlook. To open the window, right-click the CalendarSync icon in the taskbar notification area, and then click Open CalendarSync.
To change the automatic sign in option
- Open the CalendarSync window, and at the top of the window, click Sign Out
- On the Sign In tab, select or clear Automatically sign me in on this computer.
Tips for synchronizing successfully
- Bear in mind that the goal of synchronizing is to keep the synced calendars exactly the same on both ends. If you delete an event from one calendar, it will be deleted from the other. If you manually add the same event to each calendar, you will end up with two copies of it on both calendars.
- Because you cannot delete your primary calendar and synchronization is not an exact science, we recommend that you create a separate Trumba calendar with which to sync. If you have any problems with the sync process, you can delete the calendar you created and start again. You can easily view the synchronized events with others by mixing calendars.
- If something doesn't work as you expect, or you get an error, see Troubleshooting synchronizing with Outlook for more information.