Bringing Outlook Home...

[dbobfish]

I am using microsoft Outlook on my Pc at the office. However, I am not permitted to syncronise my pda with my office computer due to company policy.

I syncronise my pda with my home Pc, but also want to syncronise all of my tasklists from my work pc with my home pc and pda - but how do I do this? Is there a way.

I wondered if there is an outlook file I should be looking for on my work pc - drag it to my memory stick (yeah, something else I shouldn't use at work) and then import it to my outlook file at home - then sync everything to my pda. Ideally, I'm looking for a simple routine that I can adopt at the end of each work day.

Failing that, then I have two different reference sources for my calendar and tasks lists, and my daily routines don't involve my continually working by the office pc - so having everything on the pda is extremely useful.

Any help will be gratefully appreciated.

[Rainer Burmeister]

I wondered if there is an outlook file I should be looking for on my work pc - drag it to my memory stick (yeah, something else I shouldn't use at work) and then import it to my outlook file at home - then sync everything to my pda. Ideally, I'm looking for a simple routine that I can adopt at the end of each work day.

Search for *.pst files at work, put it/them on your memory stick , copy to your hard-drive at home , and open your new pst-file using outlook.

Rainer

[kewms]

Search for *.pst files at work, put it/them on your memory stick , copy to your hard-drive at home , and open your new pst-file using outlook.

Last time I tried that, I ran into some sort of issue over the destination PC not being an authorized user of the file. There's probably a way around it -- I didn't do enough digging to find out -- but you'll want to work the bugs out before you rely on this approach.

Also, get a good sized memory stick. My main Outlook .pst file is 185MB, and I don't have much stored email.

Katherine

[mcogilvie]

I am using microsoft Outlook on my Pc at the office. However, I am not permitted to syncronise my pda with my office computer due to company policy.
..
I wondered if there is an outlook file I should be looking for on my work pc - drag it to my memory stick (yeah, something else I shouldn't use at work) and then import it to my outlook file at home - then sync everything to my pda. Ideally, I'm looking for a simple routine that I can adopt at the end of each work day.


If your company does not allow you to use a pda, but does allow the transfer of files on memory sticks, then the person who designed company policy was either a) overly concerned about supporting pda's or b) concerned about security but too stupid to do a good job.

[TC1965]

from within Outlook. That way you can cherry pick the bits you want e.g. you may not want to copy all your contacts or emails to your home pc.

You can also specify, using the filter, items created or modified within certain timeframes.

Beware it is not very good at picking up deletions or date changes.

[ReBuild]

Given the "company ban" on PDA syncing and memory stick downloads what is the penalty if you're caught? Slap on the wrist or worst case: dismissal?

If it's the latter, you may be better off, printing out the necessary sections of Outlook and manually updating your PDA and/or home PC. Good activity if you have a longish public transport commute.

Should a manual update routine not be your cup of tea, re-asses why you want to have the data in 2 places. If there is no valid/critical reason, don't bother. You may also want to talk to the "powers that be" and have the policy changed.

[Brent]

Indeed, I've known folks at work who have been able to get an exemption from the official policy. E.g., most employees can't use USB drives here, but these folks have proven to management their need to use a USB drive, and they're allowed to do it.

[dbobfish]

...Often though, I do that for myself!

While the company policy may be questionable, it doesn't make my life any easier. I like using the GTD System because I work best when I feel everything is in place.

While everything else in work life (and home life) can be 'topsy turvy' I like to feel I have, at least to some extent, a sense of control... A sense of direction.

GTD has become a part of my 'personal toolbox', it helps me to maintain some sense of clarity - even when some days seem full of smokescreens and increasing demands on my time.

So that is why I'd like to keep everything in one place - ideally. However, not everything in life is ideal - is it!

I use Outlook at work as my work schedule, and keep track of my work commitments - the hard edges. Having a copy of this on my pda reminds me where I need to be the next day, and what meetings etc. I need to prepare for the evening before.

I think I'll concentrate on copying my Callender items across to the memory stick>home PC>Pda and leave my work task list at work.

The main problem I'm having just now noting down everything that comes at me so I don't forget what's been asked of me. Part of my time involves working on a reception desk receiving and transfering calls, requests for room bookings, and requests for technical support - most often requiring my immediate response (not unusual for phonecalls, emails and face to face requests all demanding my attention within the same 5 minutes).

I'd like to be better able to handle this and take some control - be more proactive instead of responding to mini crisis every five mins!

Any suggestions or advice will be most welcome.

And thanks to you all for the advice given so far. Always extremely useful. Damn this is a good site. Great work folks.

[ReBuild]

Have you tried a paper based system for the reception desk? Can suggests 2 options:

1 Separate sheets - create separate sheets for each "key task group" (i.e. room bookings, tech request etc). This should let you capture all the incoming stuff plus provides a record and log. Ideally you will lay the sheets out side by side - less handling and/or place the sheets on clip boards. Simple but elegant.

2 Mind map - variation of the above. Place yourself at the center and pre draw/label the key task groups. Again as the request come in just jot them down.

The nice thing about the above is it can be created in advance and you usually can write faster than you can input. So it should give you a greater sense of control.

[MichaelD]

You're company may hate this too - but in the past, I have used Plaxo to link my work PC Outlook data automatically to my home PC. Both just need to be linked to the internet. You can also disable Plaxo's other contact networking functionality and just use its data mirroring. Added bonus is that you'll have access to all your outlook data online.

And it's free. :smile:

[dbobfish]

ReBuild - That's not a bad idea. It's funny how I have categories for the regular @calls @Computer etc. Yet I never stop to use Room bookings or technical support as key task groups. Yeah, the 'Doh!' feeling just hit me!

As so many requests/demands for my attention come in, I'm trying to develop a way to record these - collect them in various 'collection buckets' - so that I can keep up and act effectively without, hopefully, forgetting anything.

I think I will try both of the ideas you've suggested - first on paper, and then on computer. I can input fairly well on the desk top. My problem is with i..n....p..u...t.t.i..n..g on the Pda. Too slow.

MichaelD - Does Plaxo need to be downloaded and installed on my work pc as well as my home pc, or can I just log on through the net from work and copy my outlook info across? Installing a program on a work pc is a problem... Yeah - policies!

Cheers,

bobfish

[ReBuild]

Glad to help.

For your PDA, you may wish to consider a keyboard - would make input faster. The Palm store has then starting at USD 70.

[Murphybp2]

MichaelD has a great suggestion. I have also struggled with keeping two seperate systems, one at work, and one at home. I have used Plaxo at home for quite a while, and never thought to try and use it at work. I work at a Health Insurance company and they have strict computer standards. There is very little that I am able to install on my computer, but I was able to install Plaxo at work. Now I can link everything up between work and home. Contacts, Tasks, Notes. It's great. And if I update it at home, it will show at work. Great suggestion. Just one question. I have the GTD add-in at home, but not at work. Is will that data carry over through Plaxo, and if so, how would I create views at work to use that info?

[Doug Walsh]

dbobfish,

Get yourself a 1GB Sandisk Titainium USB stick. Cost about $50. They hae sync'ing software that simulates Outlook. It will sync with your outlook.

Free! Includes the full version CruzerLock™ 2 data security software***, PocketCache™ (back-up)*** and CruzerSync™ (Outlook & My Documents folder synchronization) software***
Hi-Speed USB 2.0 certified (backwards compatible with all USB 1.1 ports)

http://www.sandisk.com/Products/Catalog(1065)-SanDisk_Cruzer_Titanium_USB_Flash_Drive.aspx

If you every want to take your Outlook if your changing jobs, copy your pst and ost and pab files. You can do a desktop search to see where your goofy employer has put them.

[dbobfish]

MichaelD - Thanks for the tip re Plaxo - I just tried it our today and syncronised my home and work outlook. Fantastic - and so easy too.