New York University

New York University

Information Technology Services

Meeting Maker Calendar

Meeting Maker 8.6 and PDAs

• Before You Begin: Pre-Steps and Supported Devices
• Wireless Syncing:
  • Before you Begin With Wireless
  • Setting up NotifyLink: iPhones
  • Setting up NotifyLink: Blackberries
  • Setting up NotifyLink: Treos and Palm OS Devices
  • Setting up NotifyLink: Windows Mobile Devices
  • Using NotifyLink
  • Using the NotifyLink Account Management Console
  • Upgrading Device Clients
• Wired Syncing:
  • Wired Syncing: Palm Conduits (PC)
  • Wired Syncing: Palm Conduits (Mac)
• Frequently Asked Questions

Before You Begin: Pre-Steps and Supported Devices

ITS recommends that before you begin the Meeting Maker installation process you print these instructions for convenient reference during the installation.

Click to download printable PDF instructions.

PDAs can sync with Meeting Maker in one of two ways, depending on the type of PDA.

• Wireless Sync: PDAs with a wireless data plan, including Palm Treo, Blackberry, and iPhones, are able to sync with Meeting Maker via the NotifyLink Wireless Sync technology. Only NYU-purchased PDAs are eligible for wireless sync. To request this service please fill out a NotifyLink Request form.
• Wired Sync: Palm Treos and Palm-based PDAs without Internet connectivity will be able to sync to Meeting Maker 8.6 via Palm conduits.

Supported Devices

• Apple iPhone
• Blackberry: OS version 4.0 or higher
• Palm: Version 5 or higher
• Windows Mobile: Edition 5 or higher

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Wireless Syncing: Before You Begin

Before you begin, make sure your Meeting Maker account has the most current Calendar data. If you sync with the Meeting Maker contact list and to-do list, verify that they are up to date as well. If there are any entries that are only on your PDA, you should manually enter them into your Meeting Maker account before you set up the wireless sync.

 

Setting Up NotifyLink 8.6: iPhones

Follow the instructions below to set up wireless synchronization between the Meeting Maker calendar and your iPhone using NotifyLink. The configuration requires that you set up an "Exchange" calendar account locally on the iPhone.

Step 1: Configure your NotifyLink account:

1. Login at https://notifylink.nyu.edu, using the following information:
   • Username: NetID@nyu.edu (where NetID is your NYU NetID).
   • Password: Your NotifyLink password (Use the forgot password link if you do not know).
2. Click the Accounts button.
   
3. Scroll down to Client Login Information and type in a new password.
   
4. Confirm the password in the field just below, and click the Apply Changes button.
5. Click the Close button to go back to the previous screen.
6. Go to the General tab, and click the Security button.
   
7. Click the Generate Random Pwd. button and take note of the password. (Alternatively, you can enter your own password in the field, but it must fulfill the password criteria.)
   
8. Click the Apply Change button, and log out of the web site.

Step 2: Registering your device:

1. From the home screen on your iPhone, select Settings, and then scroll down to Mail, Contacts, Calendars.
   
2. Select Add Account.
   
3. Select Microsoft Exchange.
   
4. Insert the following information, then select Next.
   • Email Address: NetID@nyu.edu (where NetID is your NYU NetID).
   • Username: NetID@nyu.edu (where NetID is your NYU NetID).
   • Password: Your NotifyLink Authentication password (this is the password generated in Step 7 in the previous section).
   
5. You will receive a prompt noting that the certificate cannot be verified. Select Accept.
6. For the server address, enter notifylink.nyu.edu, then select Next.
   
7. You should be alerted that the account is now verified.
   
8. On the Account Information panel, make sure that Calendar is set to ON and Mail is set to OFF. You may choose to turn on Contact synching if you wish.
   
9. Select Done. Calendar items will start syncing within 10 minutes.

Conserving battery life on the iPhone when using NotifyLink:

1. From your iPhone's home screen, select Settings, and then Fetch New Data.
   
2. Change Push to Off.
   
3. Choose Every 15 Minutes for the Fetch schedule. For optimum battery life, fetch less frequently.
   
4. Click the Home button to return to the Home screen.

Setting Up NotifyLink 8.6: Blackberry

A Note on the Blackberry Internet Service (BIS) The Blackberry Internet Service is a method for retrieving email on your Blackberry. ITS strongly advises against using this service in conjunction with NotifyLink, as it might adversely affect the wireless calendar synchronization between your Blackberry and Meeting Maker. As an alternative, you can use the NotifyLink client, which automatically delivers your NYU email to your Blackberry. If you absolutely must use the BIS for email, please make sure to follow these necessary precautions below. Blackberry 8300, 8310, 8330, and 8830 users If you use the Blackberry Curve (8300 and 8310) or the Blackberry world phone from Verizon (8830), please make sure that your BIS account is configured before you set up NotifyLink. If you do not take this precaution, you will risk losing calendar data in your Meeting Maker account. Disable the automatic calendar cleanup All BIS users will have a new setting in their calendar options that will automatically clear any calendar events older than 60 days. To disable this feature: Open the calendar on your Blackberry. Bring up the menu and go to Options. On the Options screen, if you see an option titled Keep Appointments, make sure it is set to Forever.

Step 1: Back up your current Blackberry data and disable other calendar sync conduits

1. On your computer, open Blackberry Desktop Manager and connect your Blackberry. If auto-sync starts, click Cancel.
2. Double-click the Backup and Restore icon.
3. Click the Backup button and save the file to a location on your computer.
4. If you currently sync with another calendar such as Outlook, it must be disabled to avoid calendar item duplication. Depending on your Blackberry Desktop Manager version, this can be configured by going to the Intellisync icon or the Synchronize icon.
5. From this point on, it is not necessary that your Blackberry be connected to your computer.

Step 2: Check the Blackberry OS Version

1. On your Blackberry, go to the Options icon. (Depending on your device’s configuration, the Options icon may be located in the Settings folder on the Blackberry home screen.)
2. Go to About.
3. Note the Blackberry OS version (e.g., v4.2.1.72). You will need this information for the next step.

Step 3: Download and Use the NotifyLink Client Installer

1. Make sure your Blackberry has a strong wireless signal. From the web browser on your device, go to http://notifylink.notify.net/ota.asp.
2. Click the Blackberry Devices link.
3. Scroll to the bottom of the page and click the Continue to the download link.
4. Select the version of the NotifyLink Client Installer that is appropriate for your Blackberry OS version (see Step 2).
5. Click the Download button to start the download. When the download is finished, select Run to open the application. Alternatively, you can locate the NotifyLink Installer icon on the Blackberry Home page or in the Applications folder depending on how your device is configured. The icon should look like this:
   
6. In the NotifyLink Installer, click the Check for Updates button.
7. If prompted for a NotifyLink registration email address, enter your NetID email address.
8. Select Yes if prompted to allow the NotifyLink Installer access to the Internet.
9. Place a check next to the NotifyLink components that appear on the screen.
   
   If your Blackberry device comes with attachment rendering software for viewing Microsoft Office documents, such as Documents to Go standard Edition, you do not need to install the DynoPlex eWord and DynoPlex eCell applications.
   
   If you do NOT have attachment rendering software for Microsoft Office documents, check the boxes for each of the DynoPlex applications.
   
   Note: The DynoPlex Viewers application provide limited support for Adobe PDF files. If you do not have a PDF viewer installed on your Blackberry, you can select this application to view a converted text-only version of PDF attachments received by NotifyLink.

10. After the installation is complete, remove the battery to reset the device. (You will not lose any information from performing this action.)
11. When the Blackberry Home screen opens, you might see the pop-up pictured below. If so, check the box next to Don’t ask this again and select Yes.

Step 4: Register NotifyLink and Perform an Initial Sync

1. Select the NotifyLink Email Icon. The icon is located on the Blackberry Home page or in the Applications folder depending on how your Blackberry is configured. The icon should look like this:
   
2. Once in the NotifyLink Email application, click the scroll wheel and select Register.
3. In the Registration screen:
1. Type your NetID email address in the Email field and the word password in the Authentication Password field.
2. In the Network Setting field, change the option to Blackberry (BIS).
3. Check the box for Calendar.
4. Optional: Click to fill the Contacts and Tasks boxes ONLY if you have been syncing your Meeting Maker contact and to-do lists with your Blackberry contact and to-do lists. Otherwise, be sure to leave them unchecked.

4. Bring up the menu and select Register. Your registration will be complete when you see your NetID appear at the top of the NotifyLink screen.

5. Your Meeting Maker calendar will take several minutes to download to your Blackberry.

From this point on, your Blackberry will sync automatically with Meeting Maker 8.6 whenever there is a wireless signal. The default synchronization interval is every 3 minutes daily between the hours of 7 a.m. and 7 p.m. Please note that if you do not sync your Blackberry with Meeting Maker contact list or to-do list, those items will still need to be synced via the wired method. You can view full NotifyLink Blackberry user documentation at http://help.notify.net/TechDocs/device/BBP/UserGuide/NetHelp/.

Step 5: Configure Attachment Viewing Format

1. Log in at https://notifylink.nyu.edu, using the following information:
   • Username: NetID@nyu.edu (where NetID is your NetID)
   • Password: Your Notifylink password (use the forgot password link if you do not know your password).
2. Click the on the General tab, then click the Format button.

   

3. Under the Attachments section, you may need to make adjustments as necessary based on what software you will be opening attachments with.
   
   For Office Applications:
   1. Choose Device application format if your Blackberry does NOT come with Documents to Go Standard Edition AND you installed the DynoPlex eWord and DynoPlex eCell applications during Step 3.
   2. Choose Original / Native format if your Blackberry came with Documents to Go Standard Edition installed.
   For Images:
   1. Choose Original / Native format. For PDFs:
   2. Choose Device application format if your Blackberry does have a third party Adobe PDF viewer AND you installed the DynoPlex Viewers applications during Step 3.
   3. Choose Original / Native format if your Blackberry has a third party Adobe PDF viewer installed.

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Setting Up NotifyLink: Palm OS Treo

Step 1: Back up your current Treo data and disable wired Meeting Maker conduits

1. On your computer, right-click the HotSync icon in the lower right corner of your screen and select Custom.
2. In the list of conduits make sure that Contacts (or Address book) and To-Dos (or Tasks) are set to synchronize.
3. Double-click any Meeting Maker conduits and set the action to Do Nothing.
4. Plug your Palm Treo into your computer, and perform a HotSync.
5. If you get a HotSync log pop-up, review the log and make sure that Contacts (or Address book) and To-dos (or Tasks) say OK.

Step 2: Download and Install the NotifyLink Client

1. From this point on, it is not necessary that your Palm Treo be connected to your computer.
2. Make sure the Palm Treo has a strong wireless signal. From the web browser on your device go to http://notifylink.notify.net/ota.asp.
3. Click the link labeled Palm OS Based Devices.
4. Make sure Save To is set to Device, and click Yes.
5. Select Save and open.
6. Click Yes to begin the download.
7. After the download is complete, click the NLInstall icon that appears on the Palm Treo home screen.
8. Make sure Scheduled PUSH is selected and click Install.

Step 3: Register NotifyLink and Perform an Initial Sync

1. After the installation is complete, click the NotifyLink icon that appears on your home screen.
2. On the Palm Client Registration screen, type your NetID email address (NetID@nyu.edu) in the Email Address field, and the word password in the Authentication field. Click the Register button.
3. An alert will appear asking if you want to check for new registration messages. Click Yes.
4. After message synchronization is complete, a window will appear offering you initial synchronization options:
   1. Check the box for Calendar.
   2. Optional: Check the Contacts and Tasks boxes ONLY if you have been syncing your Meeting Maker contact and to-do lists with your Palm Treo address book and to-do lists. Otherwise, be sure to leave them unchecked.
   3. Click the Sync button.
   
5. On the Confirm Initial Sync window that appears, click Yes.
6. You may receive a window asking if you want to be prompted to complete your sync later. If this window appears, click No.

From this point on, your Palm Treo will sync automatically with Meeting Maker 8.6 whenever there is a wireless signal. The default synchronization interval is every 3 minutes daily between the hours of 7 a.m. and 7 p.m. Please note that if you do not sync your Palm Treo with Meeting Maker contact list or to-do list, those items will still need to be synced via the wired method. You can view full NotifyLink Treo User documentation at http://help.notify.net/TechDocs/device/Palm/UserGuide/NetHelp/.

 

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Wireless Syncing: Windows Mobile Devices

Step 1. Back up your current Windows Mobile data and disable other conduits

1. Connect your Windows Mobile PDA to your computer.
2. Double-click on the Active Sync icon in the lower right corner of your screen.
   
3. In the Active Sync window, click Tools, then Options.
4. Make sure Contacts, Calendar, and Tasks are checked and click OK.
   
5. Click File, then Synchronize.

Step 2. Download and Install the NotifyLink Client

1. From this point, you may disconnect your Windows Mobile PDA from your computer.
2. From Internet Explorer on your Windows Mobile device, go to http://notifylink.notify.net/ota.asp.
3. Click the link labeled Windows Mobile Devices, then scroll to the bottom of the next page and click the link to start the download.
4. Make sure the box for Open File after Download is checked, then click Yes to start the download. Once the file is downloaded, the installation will begin. Click OK when prompted through the install process. When finished, you will be asked to restart the device.
   

Step 3. Register your Windows Mobile Device and Perform an Initial Sync

1. Go to the Program list and click the NotifyLink preferences icon.
2. On the Registration screen, type your NetID email address (NetID@nyu.edu) in the Email Address field, and the word password in the Authentication field. Then click the Register button.
   
3. An alert will appear asking if you want to check for synchronization messages. Click Yes.
   
4. After message synchronization is complete, a window will appear offering you initial synchronization options:
   1. Check the box for Calendar.
   2. Optional: Check the Contacts and Tasks boxes ONLY if you have your most up-to-date contacts and tasks list in Meeting Maker and not Outlook.
   3. Click OK.
      

You can view full NotifyLink Windows Mobile documentation at http://help.notify.net/TechDocs/device/WM/UserGuide/NetHelp/.

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Using NotifyLink

NotifyLink provides wireless syncing capability to your Meeting Maker account as well as your NYUHome email account. Here are instructions for some common tasks involving NotifyLink. For the full user guides, please see below:

NotifyLink Account Management Console: http://help.notify.net/TechDocs/enterprise/Client/NetHelp (Note: The console has been customized by ITS so some of the information provided by this documentation may not be accurate.)
NotifyLink Client Blackberry: http://help.notify.net/TechDocs/device/BBP/UserGuide/NetHelp/
NotifyLink Client Palm: http://help.notify.net/TechDocs/device/Palm/UserGuide/NetHelp/
NotifyLink Client Windows Mobile: http://help.notify.net/TechDocs/device/WM/UserGuide/NetHelp/

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Upgrading the NotifyLink Client on your PDA

To take advantage of all the features offered by NotifyLink, we recommend that you keep the NotifyLink client up-to-date.

For Blackberry:

1. Make sure your device has a strong wireless signal.
2. Go to the NotifyLink Installer. Note: If you cannot find the NotifyLink installer icon, please refer to Step 3 in the Installing NotifyLink: Blackberry section.
3. Select Check for Updates from the menu.
4. Check all the items that appear. Note: you may be prompted to update the NotifyLink Installer itself. If this happens once you update the NotifyLink Installer, make sure to run the Check Update again to update the NotifyLink device client.
5. Select Download. Depending on the size of the installer files, this may take several minutes.
6. Once the download finishes, you will be prompted to run Installer.
7. When Installer finishes, reset the device by removing and replacing the battery.

For Palm Treo:
Please refer to Step 2 in the Installing NotifyLink: Palm section.

For Windows Mobile:
Please refer to Step 2 in the Installing NotifyLink: Windows Mobile section.

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Using the NotifyLink Account Management Console

The NotifyLink Account Management Console provides additional options for configuring your NotifyLink account. It can be accessed via a web browser by going to https://notifylink.nyu.edu. You can also access the page from your PDA browser by going to https://notifylink.nyu.edu/mobile.

Logging in to the NotifyLink Account Management Console:

1. The NotifyLink Account Management Console login information is separate from your NYUHome login. If you do not know your password, click the “Did you forget your password?” link. Note: This link is not provided in the mobile version of the website.
2. Enter your NYU email address (NetID@nyu.edu) in the field provided and click the Send my Password button. Your password will be sent to your NYUHome email address.
3. Go back to the NotifyLink Account Management Console login screen and enter your NetID@nyu.edu and password.
4. If you wish to change your password, click the Accounts button and specify a new NotifyLink Account Management Console password.

Changing Your PDA

1. If you change or get a new PDA, make sure you update your new PDA information in the NotifyLink Account Management Console to avoid any service interruptions.
2. In the console, go to the General tab and click the Device button.
3. Depending on your device, see the options below:
1. New Blackberry – Update your new Blackberry PIN number in the PIN field. The PIN can be found on the Status screen in the Options icon on your Blackberry.
2. New Palm Treo or Windows Mobile – If your phone number changed, please update your number in the Alias field.
3. Switching to a Blackberry from a Palm Treo/Windows Mobile device or vice versa  – Please email meetingmaker.help@nyu.edu so a new NotifyLink account can be provided to you.
4. Click the Apply Changes button.
5. Please follow the instructions under Installing NotifyLink to complete the set up of your new PDA.

Changing the Time Zone (Important for users traveling abroad)

• If you change the time zone on your PDA, you must immediately change the time zone setting in the NotifyLink Account Management Console to avoid any incorrect times in your calendar appointments. Note: You can access the NotifyLink Account Management console from your PDA browser by going to https://notifylink.nyu.edu/mobile.
• In the Console, go to the General tab and click the Device button.
• Change the Time Zone field to match the time zone your PDA is set to.
• Click the Apply Changes button.
  

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Wired Syncing: Palm Conduits (PC)

If you have a PDA that is unable to sync wirelessly with Meeting Maker, or a Palm Treo and that you prefer not to sync wirelessly, you can still sync using the wired Palm Conduits. (Note that Windows Vista and Hot Sync 7 are not supported.)

Step 1. Pre-Installation

1. Download the Meeting Maker 8.6 Palm Conduits installer file here.
2. Make sure the Meeting Maker 8.6 client is already installed on your computer. If not, please refer to the Meeting Maker install instructions here.
3. Make sure that Palm Desktop is installed on your computer. If not, please refer to http://www.palm.com/us/support/palmdesktop.htm to download it.

Step 2. Installation

1. Double-click the Meeting Maker 8.6 Palm Conduits installer file and click Setup to start the installation.
2. Click Next through the install wizard until you arrive at this screen:
3. Check the Meeting Maker conduits that you wish to install and click Next.
4. The installation will run and stop at this screen. Click Yes to proceed.
5. Click Finish to complete the installation.

Step 3. Configuration

1. On your computer, use the righthand button on your mouse to click the HotSync icon in the lower right corner of your screen, and then select Custom.
2. In the Custom window, double-click the Meeting Maker DateBook conduit.
   1. In the Login Name field, type in your NetID.
   2. In the Password field, type in your NYUHome password.
   3. In the Server field, type in meetings.
   4. Set the Action to Synchronize the files.
   5. Set the Protocol to SSL.
   6. Click OK to save and exit.
   
3. Repeat Step 2 for any other Meeting Maker conduits in the Custom window.
4. Important: For each Meeting Maker conduit that is set to synchronize, make sure to disable the corresponding Outlook or Palm Desktop conduit. For example, if Meeting Maker DateBook is set to synchronize, the Calendar (Outlook) conduit should be set to Do Nothing.

Wired Syncing: Palm Conduits (Mac)

If you have a PDA that is unable to sync wirelessly with Meeting Maker, or a Palm Treo and that you prefer not to sync wirelessly, you can still sync using the wired Palm Conduits.

Step 1. Pre-Installation

1. Download the Meeting Maker 8.6 Palm Conduits installer file here.
2. Make sure the Meeting Maker 8.6 client is already installed on your computer. If not, please refer to the Meeting Maker install instructions here.
3. Make sure that Palm Desktop is installed on your computer. If not, please refer to http://www.palm.com/us/support/palmdesktop.html to download it.

Step 2. Installation

1. Double-click the Meeting Maker 8.6 Palm Conduits installer file and click Install to start the installation.
2. Click the lock icon and enter the Macintosh username and password that you normally enter when installing software.
3. Click Next through the install wizard until you arrive at this screen:
4. Check the Meeting Maker conduits that you wish to install and click Install.
5. Click Finish to complete the installation.

Step 3. Configuration

1. On your computer, open Hotsync Manager, which is located in Applications > Palm.
2. Click the Hotsync menu and go to Conduit Settings.
3. In the Conduit Settings window, double-click the MM DateBook conduit.
   1. In the Login Name field, type in your NetID.
   2. In the Password field, type in your NYUHome password.
   3. In the Server field, type in meetings.
   4. Set the Action to Synchronize the files.
   5. Set the Protocol to SSL.
   6. Click OK to save and exit.
   
4. Repeat Step 2 for any other Meeting Maker conduits in the Custom window.
5. Important: For each Meeting Maker conduit that is set to synchronize, make sure to disable the corresponding Palm Desktop conduit. For example, if MM DateBook is set to synchronize, the Calendar conduit should be set to Do Nothing.

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Page last reviewed: October 19, 2009