Synchronization

Applies to version: Version 7.x

After configuring SimpleSYN and establishing a connection between SimpleSYN-client and SimpleSYN-server an automatic synchronization starts.

Automatic synchronization

All Outlook® folders that you have selected either in the configuration wizard or directly in the synchronization settings of the SimpleSYN clients are synchronized automatically. SimpleSYN continuously monitors the data and automatically detects any changes. As soon as something changes in the selected Outlook® folders, synchronization takes place automatically in the background.

Example:

If you have selected the Outlook® folders “Inbox” and “Calendar” for synchronization and you receive a new email or create a new appointment, these items will be automatically synchronized between your PCs.

In the case of no connection being available between SimpleSYN-client and SimpleSYN-server while modifying the Outlook®-data, the data will be synchronized as soon as both SimpleSYN-installations are finished and a connection via the networks established.

Folder synchronization

With SimpleSYN’s automatic synchronization, you can not only sync main Outlook® folders, but also all associated subfolders automatically.

The subfolders inherit the synchronization direction and settings of their parent folder — without requiring any additional configuration.

Changes to the folder structure beneath the selected main folder, such as creating, renaming, or deleting subfolders, are fully detected and applied by SimpleSYN.

If you change a folder name on SimpleSYN client and SimpleSYN server simultaneously, the SimpleSYN server name will take precedence.
Changes of the selected parent folder are not automatically synchronized. If a selected parent folder is being moved or deleted, the synchronization of this folder and all of its children will stop and is marked with a red X in the synchronization settings. If you would like to continue synchronizing this folder at the new location, check the assignment of the folder in the synchronization settings on the client PC and save the page.
Moved subfolders are being deleted and completely resynchronized on the remote computer Deleted folders are also deleted on the remote side; all data inside the folder will be deleted in this case.

Initial synchronization of an Outlook® folder

When an Outlook® folder is synchronized with a specific target folder on another computer for the first time, SimpleSYN performs what is known as an initial synchronization.

During this process, all selected Outlook® items are merged into a shared data set. SimpleSYN compares all elements from both folders, matches identical entries, and automatically adds any missing items.

If seemingly identical items exist on multiple PCs but differ in certain properties (e.g., the same appointment marked with the category “Blue” on PC 1 and “Yellow” on PC 2), SimpleSYN detects this as a conflict.

By default, such conflicts are resolved automatically:
SimpleSYN always synchronizes the newest version of the item. The overwritten item is backed up and can be restored at any time from the SimpleSYN backup folder.

After the initial synchronization is complete, future synchronizations with the same target folder will only compare and synchronize changes made since the last sync.

The initial synchronization can take some time depending on the size of the affected Outlook® folder.
Deletions will only be synchronized following the initial synchronization. SimpleSYN does not merge items. If an item is already included in both folders but differs slightly in some details, it will be added twice in the folder.

Saving Changes in Outlook®

When an item is opened in Outlook—for example in a separate window (Inspector) or in the email preview pane—Outlook keeps this item in memory. As a result, changes that are made and saved during synchronization are not immediately displayed in the open window.

If the user then makes changes to an item that is already open, the following error message may occur:

„The item cannot be saved because it has been changed. Do you want to save a copy instead?”

To view the currently synchronized version afterward, Outlook’s internal cache must be cleared. This usually happens when the item is closed. In certain cases—such as in the Calendar—it is also necessary to change the displayed folder or view, as Outlook caches items that were not explicitly opened.

Changes in SimpleSYN Version 7:

In Version 7, SimpleSYN saves items that are open in Outlook during synchronization directly via Outlook. This ensures that changes are immediately updated in the open window. As a result, further changes made by the user no longer lead to the error message mentioned above.

Limitations:
    • The item must be opened in Outlook while SimpleSYN is already running.
      If Outlook is started first and SimpleSYN is started afterward, items that were already open cannot be detected.
    • There must be no unsaved changes in the open item.
      To prevent unintentional overwriting, the item will then continue to be updated only in the background. If the user subsequently attempts to save the item, an error message will appear again.

Limitations for certain data fields:

When saving via Outlook, some data fields are not supported. This may result in discrepancies in the synchronized items, particularly when custom fields are involved.

If an item was not saved correctly, a backup can be restored via the SimpleSYN add-in. All items that are saved through Outlook are automatically stored in the backup folder. Under “Restore Deleted Items”, these items can be found with the note “Outlook change” in the “Deleted by” column.

The restored version reflects the state prior to synchronization and may therefore be outdated.
To correctly apply the current version, close the item on the target computer (or close Outlook completely) and then make another change on the source computer.