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

31 Oct. 2013 - - Total Reads 11,425

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: 11.4K

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

Instant RockStar
Unsw Australia
Sports Power
Crumpler
Sunday Creek
Fairfax Media
DepSkin.com
Australian Anthill
Matchbox Homewares
News
Melbourne Central
Mark Alexander Design
Kadac
Cleanfit
Smart Company
Carlton Football Club
Oakdale Meat Co
PranaOn
Bintani Australia
Buy Aussie Now
The University Of Melbourne
Uber
Dinosaur Designs
Microsoft Certified Azure Fundamentals
Drupal
Taylor Rose
Dial Before You Dig
Shell
GPT Group
Peter Mac
Magento
ISO Certified
Kay&Burton
Beaumont
Amino Active
SwinBurne University of Technology
Coles
Oracle
Grow Your Business
Ebay
Marshall White
Etihad Stadium
Metricon
Liveoneday
Thomson Geer
Engine Swim
Wild Rhino Shoes
Vendor Advocacy Australia
The Royal Melbourne Hospital
BlackMores
Herbert Smith Freehills
Fit My Car
Toni&Guy
Hairhouse Warehouse
Magento Solution Specialist
Bostik
Boston Consulting Group
Vitura Health
Inferflora
The Canberra Times
Gilbert+Tobin
Grainshaker
SMH – The Sydney Morning Herald
ABC
OMS – Order Management System
NMI Insurance
Windsorsmith
Google
Movember
Cronos Australia
Melrose MCT
Focus On Furniture
Mamma Lucia
Scrum.org
High Street Armadale
Australian Government
SunSense Digital Agency
Street Kitchen
Melbourne Heart
The Burger Cheese
Fast.co
Passage To India
Garmin
Castran Gilbert
NGS Super
Cell Therapies
Florsheim Shoes
LBG Australia and New Zealand
Parker Lane
Acquia Certified Site Builder Drupal
Bigcommerce
DeeWhy Market
NextTech
Melbourne Sports and Aquatic Centre – MSAC
McArthur Skincare
VISSF
Appstore
Schiavello
WTFN
Rock Pool Group
MyAccount
CSquared Executive
Viktoria & Woods
Positive Poster
Tassal
Think & Grow Rich Inc
CB Richard Ellis
Associated Press
Jalna
James Buyer Advocates
Plan It Sync It
The Fortune Institute
131 Pizza
Palace Cinemas
National Relay Services
Elucent
Jetstar
Melrose Health
Australian Physiotherapy Association
ADP Payroll
Eway
Banki Haddock Fiora
One Shift
ISO CERTIFIED 27001
Rackspace
Telstra
AC/DC
Bondi Sands
Grays Ecommerce
21st Century Australia Party
Plants
Gadens
Maxine
Atlantic Group of Companies
Royal Freemasons
Toy World
King Wood Mallesons
ACTUATE IP
Tek Ocean
Heat Holders
Federation University Australia
Ego Pharmaceuticals
Bulk Nutrients
Paypal
MAP
QV Skincare
iPrimus
Macmillan Publishing
CAN- Common Wealth Bank
Watches of Switzerland
Craft CMS
Madman Entertainment
Adobe Professional
OJAY
GooglePlay
Aqium Gel
Ubertas Group
Novvi
Mecca Brands
POSTER Magazine
Bank of Cyprus
Arc One
Arthur Galan
Hanover
Passage Foods
Brisbane Times
Naturtint
National Museum of Australia
Cooper Mills
Tomorrow Stars Basketball
Victorian Government
Australian Organic Food CO
DUSA, Deakin University Student Association
Federation Square
Tribe
Natralus Australia
The Age
Switzer Media+Publishing
Moov Head Lice
Celebrate Health
HGG 
French Tables
Ello
RMIT University
Green St Juice CO
TPP
Forbes
Loan Market
Xavier
Engineers Without Borders
Catholic Insurance
Chia
Max’s
Van Egmond Group
Macpherson Kelley
Rydges
Fresh Cheese Company
White Suede

Testimonials

Our business felt dramatically behind online before starting with AndMine. The team there helped us maintain, update and grow our website presence with ease. In addition to developing our online store and beautiful hair competition website in record time. They make complex IT marketing trends simple to understand with superb service; they are a true pleasure to work with. Ben Kennedy, Nicky Clarke (UK)

More Testimonials
AndMine-Google-Partner-Signature