DIY: Transfer data from Palm to Pocket PC

If you've decided tojump the Palm PDA ship in favour of a Windows Mobile Pocket PC, our step-by-step guide will help you migrate the data from your old handheld to the new one.

Step 1 | Step 2 | Step 3 | Step 4 | Step 5 | Step 6 | Step 7 | Step 8

Step 1: Migrate from Palm to Pocket PC

If you've been syncing with Microsoft Outlook all along, it's a no-brainer: just install ActiveSync from the software CD that came with your Pocket PC, connect the new PDA, and it'll sync right up with your existing Outlook data. But for users entrenched in Palm Desktop, the migration process requires a few more steps and possibly a little cash -- fifteen bucks, to be precise.

If US$14.95 sounds too steep to you, don't worry. There's also a free way to transfer your data from a Palm PDA to a Pocket PC, but it's definitely a bit more involved. We'll show you how to move your data from your old PDA to your new one, both ways.

Before you do anything else, make sure Outlook stands ready to inherit the most current data. In other words, HotSync your Palm handheld one final time. Now you're ready to choose between manual, free migration or an automated method that will set you back the price of the software.

Step 2: Data-transfer tools for PDAs

Before you even get started with this project, we recommend that you have the following:

• Your old Palm handheld
• Your new Windows Mobile Pocket PC
• A PC running Outlook 2002 or later with the latest software updates installed
• If you're going the US$15 route, download Chapura's PocketCopy 2.0
• If you're going the free route, you'll need your Palm Desktop installation CD and the software CD that came with your new Pocket PC

Step 3: Transfer PDA data with PocketCopy

	Migrating data with PocketCopy is easy, but it'll cost US$14.95. Just check the boxes next to the databases you want to transfer.

If you want to perform this data transfer as quickly and efficiently as possible and don't mind investing US$14.95 for the privilege, download Chapura's PocketCopy 2.0.

Designed exclusively for this task, PocketCopy moves your Palm Desktop appointment calendar, address book, memo pad, and task list to Outlook's Contacts, Calendar, Notes and Tasks sections respectively. It's compatible with Palm Desktop 3.0 and higher and Outlook 98 and higher.

After installing the program, fire up Palm Desktop and choose Tools > Addins > PocketCopy. Check the boxes for all four databases, then click Copy. When the process is complete, head to Outlook to see the results, then proceed to step 7.

Step 4: Go from Palm to Pocket PC for free

	Pocket PCs come with an installation CD for Microsoft Outlook. You'll need to install it if it's not already on your PC.

You can migrate from Palm Desktop to Outlook without spending any money, but the process requires some extra effort. You'll need two software CDs: the one that came with your new Pocket PC and the one that came with your Palm.

Install Outlook
All Pocket PCs come with some version of Outlook; the latest models generally include Outlook 2002. Unless you already have this or a newer version on your PC, install the program from your PDA's software CD. When that's done, run Outlook at least once before proceeding to the next step.

Tip Whatever version of Outlook ends up on your PC, make sure to install the latest updates. They're available for download from Microsoft's Office Online site.

Step 5: Reinstall Palm Desktop

	When reinstalling Palm Desktop, select the radio button to synchronise your Palm to Outlook.

Most Palm handhelds come with conduits to synchronise with either Palm Desktop or Outlook. If you chose to sync with Palm Desktop when you first set up your PDA, we're going to switch you over to the Outlook conduits in order to avoid a lot of complicated, time-consuming exporting and importing.

To do this, simply insert your Palm software CD and follow the instructions to install Palm Desktop. At some point during the setup process, you'll be given the option of synchronising with Outlook. Select it and finish the installation.

Tip If your Palm handheld didn't come with Outlook conduits, you have little choice but to opt for a third-party solution such as Chapura PocketCopy. While it's possible to export your contacts and memos from Palm Desktop and import them into Outlook, it's a complicated process -- the field-mapping alone can drive grown men to tears. Also, Outlook can't import Palm Desktop's calendar and task data.

Step 6: Copy Palm data to Outlook

	Select Handheld Overwrites Desktop in HotSync Manager to ensure your data flows from your Palm to your PC.

You've just configured HotSync Manager to synchronise your Palm with Outlook instead of Palm Desktop. All that's left to do is synchronise.

Before you do, however, you should tweak HotSync Manager's settings to make sure the data flows in the proper direction -- namely, from PDA to Outlook. (Truth be told, this step is optional, as the default settings should copy everything without a problem, but we think it's better to be safe than sorry.)

• In your Windows System Tray, click the HotSync Manager icon, then click Custom.
• Now click the Date Book entry. It may appear as Calendar, depending on your PDA model.
• Click the Change button.
• In the Change HotSync Action window, choose Handheld Overwrites Desktop and click OK.
• Repeat this action for Address Book (a.k.a. Contacts), To Do List (Tasks), and Memo Pad (Memos). When you've completed these changes, click Done to close HotSync Manager.

Ready, set, HotSync! Your final Palm synchronisation will copy all data from the old PDA to Outlook. When it's done, load Outlook and check to make sure all your records have arrived safely.

Step 7: Migrate PDA data with ActiveSync

	ActiveSync creates a connection between your computer and your Pocket PC, and your migration is now complete.

Now it's time to establish relations between your new Pocket PC and Outlook.

Insert the Pocket PC's software CD and follow the instructions to install ActiveSync. After setting up a standard partnership, you'll see a synchronisation Settings screen. Be sure to check the boxes for Calendar, Contacts, Notes, and Tasks -- the four items that correspond with your Palm's primary applets.

You'll then be instructed to connect your Pocket PC, at which time all your data will be copied from Outlook. Congratulations, you've successfully migrated from the old PDA to the new!

Tip Before installing ActiveSync from your PDA's software CD, check Microsoft's Windows Mobile site to see if there's a newer version available. (At press time, ActiveSync 3.8 was the latest version.)

Step 8: Uninstall Palm Desktop

At this point, you might want to uninstall Palm Desktop, pack up your Palm, and head to eBay. However, it's worth noting that there's no reason your Pocket PC can't coexist with your Palm on the same PC.

Both PDAs are now configured to sync with Outlook, so as long as you avoid data conflicts, such as modifying the same record on the two PDAs, you can safely keep the Palm around as a backup device or as just a spare PDA. You never know when it'll come in handy.

Tip Because your Pocket PC maintains a continuous link to ActiveSync and Outlook, when it's connected to your PC, play it safe and disconnect it before HotSyncing your Palm.