Sync Office Computers – How to Sync Calendar, eMail, Contact and Notes on Apple OSX

31 Oct. 2013 - - Total Reads 9,871

This setup advice may help other, but mainly apple offices with multiple staff members, using some PC and some Android devices. This shows the complexity of getting the services mix exactly right, while many of us deal with imperfect systems on a daily basis and cry out ‘why can’t apple or gmail or someone get this right for us!’ The truth is it is complex for them also, as devices and computers and software changes rapidly, the ability to keep up and provide consistent service across multiple platforms is obviously near impossible. Our goal was to sync office computers data and to have the most consistent functionality from each software platform (best representing our company online) across;

  • 1. Calendars
  • 2. eMail
  • 3. Contacts
  • 4. File Sharing

We have most of our office running Apple Mac Destops, Latops, iPhones and iPads. These are quite easy to sync Calendars, eMail, Contact and Notes Individually however, as soon as you want to synconise other devices (PC, android devices, even iPhones properly) and multiple team members, it gets super clunky – things start to fall over. We know as we’ve tried every solution possible, setting up Mircosoft Exchange Server, trying Google Apps exclusively and also setting up our own internal OSX Server – none of these solutions by themselves provide an elegant, fully working solution for all of; Files, Calendars, eMail and Contacts over the air. So instead we worked out it is best broken up into the following solutions; Noting the Software we use (In Brackets) is just as important in these choices – as they are part of the consistent solution. Screenshots from system preferences follow so you can see how each is ticked.

1. Calendars –  (Running  iCal and Google Calendar) – Set this up Google CalDev (apps) – you need to setup all your staff members to use google apps (small fees may apply) but you only actually need to sync with gmail calendars. I know what you are thinking, why don’t we sync email and contacts also – you can, BUT things don’t work perfectly. Eg. Email – try syncing your new iPhone – it doesn’t allow control over where folders sit properly, it is slower than IMAP and there is an issue with where invites are sent from for Calendar (they come from gmail, not our preference iCal). You can add the CALDEV or Google Calendar account in apple’s System Preferences. This is stable across most new versions of OSX. Settings are simple once your Google Apps account for your company is setup. You can do that via admin.google.com you may need to start an account. It is $50 per user per year (worth it).

2. Email. (Running any of Apple Mail, iPhone, Android, iPad) We’ve tried lots of solutions here; the absolute easiest for us on OSX is a good IMAP service with SMTP included. The reason is Gmail tends to take too much control of the email account (even with Google Apps set to your domain correct eg. @your-domain.com) and there are slight functionality issues across Apple Mail and iPhone which cause even more inconsistencies.

3. Contacts and Notes. Sync separately (not connected to any of the above) via iCould; I recommend using another email address (not from your domain as it will conflict with email, apple provide these for free for individual) It is stable, updates Notes correctly on OSX and keeps the all important (Me) address book card in the correct state. Make sure you set the Me Card in Address Book as your IMAP email address (check: Go To My Card, it should have your company name@your-domain.com email address) as all you iCal invites will come from the correct place.  iCloud also comes with other nice features like find my phone and laptop – just stay clear of mail and calendar options. You would think they would get Calendar sync working properly for multiple users, but once again it falls over once you try and share to the Android phone users in the office (so limits a full solution).

4. File Sharing – (Dropbox + OSX Server or File Sharing on the fastest computer with specific Hard Drive for File Sharing). We run a single instance of OSX server, but you can run file sharing on a machine if you don’t have one spare. Dropbox allows us to synconise in the cloud but it is only connected via the File Sharing Hard drive – this way we sync to one place and then push to Drop-Box. If you need to add or download files out of office – I recommend using the Web Services only, otherwise your local machine tries to sync the Dropbox folders back to your local computer … which means you are doubling up on the File Server, which provides lightening speed and no wastage of ISP bandwidth.

Hope this has helped some of you – any Questions – feel free to ask away below –

Michael Simonetti
Posted by:

Post Reads: 9.9K

Share this

Go on, see if you can challenge us on "Sync Office Computers – How to Sync Calendar, eMail, Contact and Notes on Apple OSX" - Part of our 168 services at AndMine. We are quick to respond but if you want to go direct, test us during office hours.

Add Your Comment

Trusted by

Garmin
Ubertas Group
Xavier
Engineers Without Borders
POSTER Magazine
Elucent
Smart Company
ADP Payroll
Grainshaker
Ego Pharmaceuticals
Google
Instant RockStar
The Age
Parker Lane
Celebrate health
Grays Ecommerce
DepSkin.com
Van Egmond Group
ISO Certified
Crumpler
Wild Rhino Shoes
street kitchen
Melbourne Heart
Kay Burton
AC/DC
Natralus Australia
Castran Gilbert
Unsw Australia
Matchbox
QV Skincare
Swin
iPrimus
Appstore
Dusa
Arthur Galan
OMS
Eway
Macmillan
Grow Rich
Maxine
Tek Ocean
Focus On Furniture
Ello
Fairfax Media
Heat Holders
Australia Goverment
Oakdale
Acquia Drupal Certification
Smh
Positive Poster
Rydges
Beaumont
High Street Armadale
Uber
Oracle
Telstra
Microsoft-Certified-Azure-Fundamentals
Federation
Tony and Guy
Anthill
Melrose Health
Moov Head Lice
Professional
Schiavello
One Shift
Fed Square
Toy World
tribe
Brisbane Times
Aqium Gel
Magento Solution Specialist
The Burger Cheese
Nmiinsurance
McArthur Skincare
Jetstar
Rackspace
Sunday creek
Magento
Coles
BCG
Shell
131 Pizza
Bintani
WTFN
Melbourne Central
Royal Freemasons
Dinosaur Designs
Amino Active
catholic insurance
Bostik
Drupal
Fortune Institute
Tassal
LBG Australia and New Zealand
Grow Your Business
RMIT University
Madman Entertainment
Novvi
Marshall White
Paypal
Florsheim
GPT Group
OJAY
News
Vendor Advocacy Australia
MyAccount
Ebay
Hairhouse Warehouse
Rock Pool Group
CAN
abc
National Museum of Australia
Australian organic foods
Jalna
Australian Physiotherapy Association
TSB
DeeWhy Market
Watches of Switzerland
Digital Agency Panitsync
Fresh Cheese Company
passage to india
University of Melbourne
CBRE
CSquared Executive
Movember
Green St Juice
Switzer
Scrum
Forbes
Etihad Stadium
Engine Swim
MSAC
vissf
Windsorsmith
Dial Before You Dig
Sports Power
Bigcommerce
Palace Cinemas
Mamma Lucia
Hanover
GooglePlay
Associated Press
TPP
Viktoria + Woods
Melrose MCT
Bulk Nutrients
Victorian Government
Loan Market
Canberra
Bondi Sands
Metricon
Mecca cosmetics
Bank of Cyprus
21st Century Education Agency
MAP
Cronos Australia
National Relay Services
James Buyer Advocates
Atlantic Group
Arc One
Chia
Max
BlackMores
SunSense Digital Agency
White Suede
Liveoneday

Testimonials

Michael has a wealth of knowledge in business development and management, especially online businesses. His passion and experience in this fast growing and emerging industry is unrivalled.

Dr Viet Le,Lecturer at Swinburne University

More Testimonials
AndMine-Google-Partner-Signature