ClearSync® Quick Start Guide

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 ClearSync® Quick Start Guide



ClearSync Quick Start Guide : Desktop Viewer

Getting Started With ClearSync : Desktop Viewer

The ClearSync Quick Start Guide gives you a quick and easy way to start using the ClearSync applications on your PC / desktop and web viewer to share & manage calendars and contact categories with colleagues, family, and friends via private, secure web-based Sharing Groups. At the end of each section below there will be a link for detailed instructions on how to do procedures for a particular section.

Use this Quick Start Guide to learn how to:

  1. Put Your Calendars and Contact Lists on ClearSync Server

  2. Set up a Sharing Group / Join a Sharing Group if invited

  3. Share Your Published Resources/Subscribe To Shared Resources

  4. View information in the ClearSync Applications on Your Desktop

 1. Put Your Calendars and Contact Lists on ClearSync Server

  1. Put Calendars from the Desktop on ClearSync Server

  2. Put Contact Lists from the Desktop on ClearSync Server

Since it’s helpful to have at least one calendar or contact list ready to be shared when you set up or join your first Sharing Group, the first thing you should do is learn how to Publish your calendar and contact list resources.

  1. Put Calendars from the Desktop on ClearSync Server

    1. Launch the ClearSync Calendar Manager

      • Launch the ClearSync Desktop Viewer.


      • Click the <Calendar Manager> icon on the Desktop Viewer toolbar.


    1. Select Calendars to put on ClearSync Server

      • Click / highlight the calendar name you wish to put on the ClearSync Server.

      • Click the <ClearSync Server> button.

        Tips:     Checking the <Read Only> button will publish the calendar and allow Subscribers to view it but they won’t be able to make any changes to it.

                    Checking the <Private> button will publish the calendar as Read Only and cause all Event Descriptions and Notes to display as “Private”. The actual Description and Notes content does not get synchronized to the ClearSync Server and therefore cannot be viewed by Subscribers.

                    Additionally, individual calendar event marked <Private> do not get synced to the ClearSync Server and therefore cannot be viewed by Subscribers.

      • Click the <Edit> button and then click <Change> to select a color for the calendar.

      • Click <OK>, then <OK> again.

      1. If you have a handheld, make sure it is connected to your PC / desktop via its cradle or synchronization cable, then perform a full HotSync + Sync to the Server operation or, if you prefer for this particular sync session or are a desktop only user, click the <ClearSync / Synchronization> icon on the Desktop Viewer toolbar to Sync to the Server only.

        Enter your ClearSync User Name and Password when prompted.

        Your calendars have now been uploaded to the ClearSync Server where they're ready to be shared with others through the Sharing Groups you belong to.

                  Back to Top

  1. Put Contact Lists from the Desktop on ClearSync Server

    1. Launch the ClearSync Category Manager

      • Launch the ClearSync Desktop Viewer.


      • Click the <Category Manager> icon on the Desktop Viewer toolbar.


    1. Select Contact Lists to put on ClearSync Server

      • Click / highlight the category / contact list name you wish to put on ClearSync Server.
      • Click the <ClearSync Server> button.

        Tips:     Checking the <Read Only> button will publish the contact list and allow Subscribers to view it but they won’t be able to make any changes to it.

                    Additionally, individual contact records marked <Private> do not get synced to the ClearSync Server and therefore cannot be viewed by Subscribers.

      • Click the <Edit> button and then click <Change> to select a color for the category.

      • Click <OK>, then <OK> again.

      1. If you have a handheld, make sure it is connected to your PC / desktop via its cradle or synchronization cable, then perform a full HotSync + Sync to the Server operation or, if you prefer for this particular sync session or are a desktop only user, click the <ClearSync / Synchronization> icon on the Desktop Viewer toolbar to Sync to the Server only.

        Enter your ClearSync User Name and Password when prompted.

        Your categories have now been uploaded to the ClearSync Server where they're ready to be shared with others through the Sharing Groups you belong to.

                  Back to Top

      Click Here for detailed instructions about using the ClearSync Desktop Viewer to manage your calendar and contact information.

 2. Set up a Sharing Group / Join a Sharing Group if invited

  1. Create a Sharing Group

  2. Invite New Members to a Sharing Group

  3. Join a Sharing Group When Invited

The web-based ClearSync Sharing Groups are the channels through which you share calendars and contact lists (“resources”) with other ClearSync users. The Calendar Manager and Contacts Category Manager features of the ClearSync Calendar and Contacts applications on your handheld and desktop allow you to create and designate the resources you wish to Publish to the ClearSync Server.

  1. Create a Sharing Group

    1. Log In To Your My ClearSync Home page

      • Launch the ClearSync Desktop Viewer.


      • Click the <Web View / “house”> icon on the Desktop Viewer toolbar to login directly to your My ClearSync Home page.


    1. Create the Sharing Group

      • Under the “My Sharing Groups” section, click the <Create a Sharing Group> link
      • Enter a Sharing Group Name and a Sharing Group Description.
      • Enter your name as the Sharing Group Administrator.
      • Click the <Create a Sharing Group> button – this will take you directly to the Sharing Group’s home page.

  1. Invite New Members to a Sharing Group

    1. Under the “Invite New Members” section, enter a New Member Name and Email address.

    2. Enter an optional message to this person in the Your Message text box.

    3. If you wish this person to have full Administrative Rights over the Sharing Group, click the <Admin> button.

    4. Click the <Invite> button and the ClearSync Server will send an email to the specified address. Note that your email address will appear in the “From” field of this email invitation and it will open with any message you may have entered.



    Note:     Each Sharing Group Administrator has complete control over all aspects of the Sharing Group: editing the Sharing Group Profile and deleting the Sharing Group, inviting and removing members, and unsharing any member’s resources.

    Tip:     Since ClearSync User Names, which cannot be changed, are displayed in the Sharing Group Members and shared Calendars and Contact Lists sections of the Sharing Group page, we recommend that you encourage the people you invite to join the Sharing Group who are not yet ClearSync users to select a ClearSync User Name you and they are comfortable with being viewed by the other Sharing Group members when they create their ClearSync Account.

  1. Join a Sharing Group When Invited

    1. Clicking the <Join Sharing Group> link in the “ClearSync Sharing Group Invitation” email you receive when someone invites you to join a Sharing Group will launch a web browser window displaying the “Welcome, you have been invited to join a ClearSync Sharing Group” page with the following options:

      • Existing Users
        Entering your ClearSync User Name & Password and clicking the <Login> button will log you in to the Sharing Group home page that you have now joined.

      • New Users
        Click the <register for a new ClearSync Account> link to be guided through the process of creating a ClearSync User Account, signing up for a ClearSync Free, Silver, or Gold subscription, and downloading and installing the ClearSync applications on your PC/desktop and handheld.

        Note:     You will be automatically joined to the Sharing Group when you <Finish> creation of your User Account.

        You’re now ready to Share your published calendars and contact lists and Subscribe to those that others have shared to the Sharing Group.

        Note:     Sharing Group Invitations are only valid for one log in attempt and expire after 30 days.

        Tip:       To remove yourself from a Sharing Group, click the <Sharing Groups> tab at the top of any My ClearSync Home page and then click the <Remove> link for the Sharing Group you wish to leave. This will both remove all your shared resources from that Sharing Group and also unsubscribe you from any resources the remaining members have shared with the Sharing Group.

                  Back to Top

      Click Here for detailed instructions about using the ClearSync Desktop Viewer to manage your calendar and contact information.

 3. Share Your Published Resources / Subscribe to Shared Resources

After putting your calendars and contact lists to the ClearSync Server, you need to share them with the Sharing Groups you belong to so the other Sharing Group members get access to them.

  1. Share Your Published Resources

  2. Subscribe to Shared Resources

  3. Subscribe to Public Resources

  1. Share Your Published Resources

    1. Log In To Your My ClearSync Home page

      Launch the ClearSync Desktop Viewer.


    2. Go to The Web View

      Click the <Web View / “house”> icon on the Desktop Viewer toolbar to login directly to your My ClearSync Home page.


    3. Go To The Sharing Group

      Under the “My Sharing Groups” section, click the name of the Sharing Group you wish to share resources with.


    4. Share Your Resources

      • Under the “Share Resources” section, select a resource from the “Share this published resource to the Sharing Group” pull down list.

      • Click the <Share> button.

      • Repeat the above steps for each calendar and contact list you wish to share with members of the Sharing Group.


    5. Automatic subscription to Shared Resources

      1. Under the “Sharing Group Calendars” or “Sharing Group Contact Lists” sections, click the <Subscribe> link for the shared resource you wish to have access to.

      2. Repeat the above step for each resource you wish to subscribe to.

        3. Tip:     To remove a resource you have subscribed to, click its <UnSubscribe> link. You can also remove subscribed resources by using your handheld or desktop Calendar Manager and Category Manager applets to <Delete> them and then performing a HotSync + Sync to the Server or Sync to the Server, as applicable. Note that this will not remove these resources from the Sharing Group, since they are owned and shared by other users.

      3. If you have a handheld, make sure it is connected to your PC / desktop via its cradle or synchronization cable, then perform a full HotSync + Sync to the Server operation or, if you prefer for this particular sync session or are a desktop only user, click the <ClearSync / Synchronization> icon on the Desktop Viewer toolbar to Sync to the Server only.


      You can now use the ClearSync applications on your handheld, desktop, and web viewer to view the calendars and contact lists you have subscribed to.

    6. Subscribe to Public Resources

      Public Resources are available to all ClearSync users and contain information of general interest such as calendars for sports, arts & cultural events, and international holidays and contact lists for airlines, rental cars, and hotels. The current Public Resources are for demonstration purposes only but both expanded content and the ability to post your own public resources will be made available in the future.

      1. Under the “My Public Resources” section, click the <Browse ClearSync Public Resources> link.


      2. Click the desired Public Resource group link, such as <Sports / Recreation> or <Travel>.


      3. Click the <Subscribe> link for the resource you wish to have access to.


      4. Repeat the above step for each resource you wish to subscribe to.

      5. If you wish to subscribe to Public Resources in another group, click the < Return to Browse ClearSync Public Resources> link, then click the desired group and subscribe to the desired resources.

        6. Tip:     To remove a Public Resource, click the <Manage My Public Resources> link under the “My Public Resources” section of your “My ClearSync Home” page and then click the <Unsubscribe> link for the resource you no longer want access to. You can also remove subscribed Public Resources by using your handheld or desktop Calendar Manager and Category Manager applets <Delete> them and then performing a HotSync + Sync to the Server or Sync to the Server, as applicable.

      6. If you have a handheld, make sure it is connected to your PC / desktop via its cradle or synchronization cable, then perform a full HotSync + Sync to the Server operation or, if you prefer for this particular sync session or are a desktop only user, click the <ClearSync / Synchronization> icon on the Desktop Viewer toolbar to Sync to the Server only.


      You can now use the ClearSync applications on your handheld, desktop, and web viewer to view the Public Resource calendars and contact lists you have subscribed to.

      7.             Back to Top

      Click Here for detailed instructions about using the ClearSync Desktop Viewer to manage your calendar and contact information.

 4. View Information in the ClearSync Applications on your Desktop

  1. View Information On Your Desktop

    1. View Calendars

    2. Print Calendars

    3. View Contacts

    4. Print Contacts

    1. Log In To Your My ClearSync Home page

      • Launch the ClearSync Desktop Viewer.


    1. View Calendars

      • Select Calendars to View.

        Tap the csContacts icon on the handheld’s application View screen.


      • Select a Calendar View.

        Tap the csContacts icon on the handheld’s application View screen.


        Tips:     If you haven’t yet created additional calendars or had the opportunity to subscribe to shared calendars and synchronized them to your PC, bring up the Calendar Manager dialog and click <New> to create a temporary calendar to view next to your personal calendar.

        Notes:     The handheld and/or desktop User Name, established when the ClearSync applications are first installed, is assigned to the default calendar which is also designated as the Primary DB (Date Book) ClearSync calendar.

        ClearSync Calendars allows you to create as many calendars as you wish. It also allows you to assign individual events to multiple calendars.

    1. Print Calendars

      • Select a Calendar View and Calendars to Print

        Since the <Print> function outputs the current display, the first thing you need to do before printing is to select the desired <Calendar View> and the calendars you wish to print.


      • Preview the Print Output

        To see a preview of what the print output will look like, click the <File> menu and select <Print Preview>.


      • Print

        • Click the <Print> icon on the Desktop Viewer toolbar (or select <File><Print> menu option) to bring up the Print dialog.

        • If you wish to change any of the printer settings, such as which printer to use, printer <Properties>, Paper <Size> and <Source>, and Orientation (<Portrait> or <Landscape>), click the <Setup> button. You can also select the <Print Setup> option from the <File> menu.

        • Select print job (<Print Range>, <Print Quality>, and number of <Copies>) and calendar format options (<Calendar> or <Agenda> and the hours of the day to <Print from> and <Print to>).

        • Click <OK> to print.

          • Note:     The <Agenda> format prints the events in a vertical list for both Day Views and the Week View; Month View cannot be printed in this format.




    1. View Contacts

      • Select the Contacts View

        Click the <Contacts View> icon at the far left side of the Desktop Viewer toolbar.

      • Select a Contact List / Category to View

        In the “Selector Bar” on the right side of the Desktop Viewer display, click the contact list check box for the contact lists you wish to view either alone or together.


        • Note:     ClearSync Contacts allows you to create as many contact list / categories as you wish. It also allows you to assign individual contacts to multiple categories.

        Tips:     To select which contact fields to display, click the <Select Contact Fields> button at the top of the contact lists / categories Selector Bar.

            Use the Windows “drag-and-drop” feature to change the field display order by using your mouse to grab the field title and moving it to the desired location.

            Adjust the field width by using your mouse to grab the right field divider line moving it to the desired size.

    1. Print Contacts

      • Select the Contacts View

        Since the <Print> function outputs the current display, after switching to the <Contacts View>, the first thing you need to do before printing is to select the desired contact lists / categories you wish to print.


      • Preview the Print Output

        To see a preview of what the print output will look like, click the <File> menu and select <Print Preview>.


      • Print the Preview Output

        • Click the <Print> icon on the Desktop Viewer toolbar (or select <File><Print> menu option) to bring up the Print dialog.

        • If you wish to change any of the printer settings, such as which printer to use, printer <Properties>, Paper <Size> and <Source>, and Orientation (<Portrait> or <Landscape>), click the <Setup> button. You can also select the <Print Setup> option from the <File> menu.

        • Select print job (<Print Range>, <Print Quality>, and number of <Copies>).

        • Click <OK> to print.


          • Tips:     Since the current version of ClearSync prints contacts in the same grid format they display in the Desktop Viewer, be sure to both size the selected fields carefully and not select more fields than will fit on the page in accordance with your printer configuration settings. Use <Print Preview> to check your selections.

              You can also have more information for print each record by selecting the <Landscape> mode on the <Print Setup> dialog.

                Back to Top

Click Here for detailed instructions about using the ClearSync Desktop Viewer to manage your calendar and contact information.

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