Feature: Migrating Your PDA

Last week's column focused on moving data, applications, Internet favorites, and other stuff from an old notebook to a new one.

For most of us, though, Moving Day isn't over until we've connected our PDA or smart phone to the new notebook. In my case, migrating my year-old Palm Tungsten T3 to my new Hewlett-Packard Pavilion Dv1000 went smoothly. Nonetheless, there are some pitfalls to avoid. The following tips should help you introduce your Palm OS or Windows Mobile PDA to your new notebook successfully.

By the way, next week I'll give you ideas on what to do with your old notebook.

1. Back Up Your PDA Data

Start by synchronizing your PDA with your old computer. (You haven't disposed of it yet, right?) This will back up any recently entered items on your handheld to your old notebook.

Next, back up the PDA's files on your old notebook to an external hard drive, a CD, or a DVD. Typically, your Palm OS data files are located in C:\Program Files\Palm. In that folder, look for a subfolder with a name similar to the ID you've given your Palm. There you'll find your contacts, appointments, and other data files. Copy that subfolder onto an external drive or disc to back it up.

If you use a Windows Mobile PDA, or a Palm with Microsoft Outlook, you can find your data files by selecting File, Data File Management in Outlook. This shows you the location of your .pst Outlook data files, which contain your contact information, e-mail messages, and more. Once you've located the files, back them up onto an external drive or disc.

2. Install PDA Software on the New Notebook

Now, install the Palm Desktop or Microsoft ActiveSync applications on your new notebook. Once that's done, it's time to synchronize your PDA with your new notebook for the first time. But before you do that, some advice:

• Be sure to connect your PDA's USB cable directly to your notebook's USB port, at least for the first synchronization. Sometimes a computer won't recognize a new device properly if the device's USB cable is connected to a USB hub, a USB port on a docking station, or another external device. After the first synchronization has been completed, you should be able to connect the PDA's USB cable to a hub or docking station without trouble.
• During setup, Palm OS users should select the same Palm user ID they've been using. If you create a new Palm user ID instead, the data on your Palm won't be copied over to the Palm Desktop application on your new notebook. Change your Palm user ID name only after you've successfully HotSynced the device with your new notebook.
• Most third-party PDA applications, such as DataViz's Documents To Go, should automatically be installed on your new notebook when you synchronize it with your PDA for the first time. But third-party PDA apps with a desktop component (Zagat To Go, for example) or that require an active Internet connection (as Vindigo does) may need to be manually installed on your new notebook. Before installing them, check to see if a newer version is available for downloading. And make sure you've got on hand any serial numbers required to install the programs.

3. In the Mood for Change? Make It Now

For months, I'd been toying with switching from the Palm Desktop application to Outlook 2003. With my new notebook, the time seemed right, so I took the plunge. Given how much more robust Outlook 2003 is compared to the Palm Desktop, I'm glad I did.

Thankfully, switching from Palm Desktop to Outlook is fairly easy. Palm OS devices come with conduit software on the installation CD that lets you sync the PDA with Outlook. When you first install the Palm software on your new notebook, you should select the Palm Desktop as your synchronization option. Once you've successfully HotSynced, go through the Palm installation process again; but this time choose Outlook as your preferred program to sync with. Restart the HotSync Manager and HotSync your Palm to import your Palm application data into Outlook.

Another option that makes switching easy: Chapura Software's PocketCopy ($20). This great little utility quickly copied my Palm Desktop data directly into Outlook. You'll need to HotSync your Palm with your new notebook before running PocketCopy, though.

What About You?

Have any tips or advice about moving PDA data to a new notebook? If so, e-mail me.