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All rights reserved. No part of the document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the written permission of Connecting Software s.r.o. & Co. KG. Company or product names mentioned in this document may be trademarks
or registered trademarks of their respective companies.
Connecting Software
Connect Bridge - Exchange Server Sync
User manual
Document History
Version Date Author Changes
1.0 02 Mar 2015 KK Creation
1.1 17 Apr 2015 KK Update
1.2 27 July 2015 KK Update
1.3 3 March 2016 DMI Update of the changes
in UI and logging
Summary
Installation and configuration of CB Exchange Server Sync
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Table of Contents
1 Overview ............................................................................................................. 3
2 How it works ......................................................................................................... 5
3 System Requirements ............................................................................................. 6
4 Synchronization process description ............................................................................ 6
5 Installation ........................................................................................................... 7
5.1 Uninstall ........................................................................................................10
6 Configuration ...................................................................................................... 10
6.1 Initial setup ....................................................................................................10
6.2 Tenants setup .................................................................................................12
6.3 Creating the connection string ..............................................................................12
6.4 Setup the synchronization ...................................................................................13
6.3.1 Setup window description ..............................................................................13
6.3.2 Set up the synchronization pairs ......................................................................16
6.3.4 one way synchronization ...............................................................................17
6.3.5 Other settings ............................................................................................17
7 Running the synchronization .................................................................................... 17
7.1 Synchronization activity .....................................................................................17
7.2 Synchronization features ....................................................................................18
7.2.1 Emails folders ............................................................................................18
7.2.2 Contacts folder ...........................................................................................19
7.2.3 Tasks folder ..............................................................................................20
7.2.4 Calendar folder ..........................................................................................22
7.3 Additional information ........................................................................................23
7.3.1 Synchronization conflicts ...............................................................................23
7.3.2 Running multiple instances ............................................................................23
7.3.3 Synchronized folder space .............................................................................23
7.3.4 Exchange server connection failure ..................................................................23
7.3.5 Stop/pause synchronization ...........................................................................24
7.3.6 Stop the service .........................................................................................24
8 Troubleshooting ................................................................................................... 25
8.1 Log files ........................................................................................................25
8.2 Quick help .....................................................................................................25
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1 Overview
Microsoft Exchange Server is the most popular communication, collaboration and email
messaging application today. It delivers the must have services like mail server, calendar,
task manager and contacts manager. Companies can use it by installing it on their servers
or can take advantage of the cloud services.
Usually a user has his own email account with mails, tasks, contacts and appointments but
is not uncommon the scenario when a user has two or more mailbox accounts within same
or different instances and versions of Exchange Server. The demand to keep mailboxes
items synchronized leads to a problem. Connecting Software proposes a solution to this
issue providing a tool which allows to synchronize multiple Exchange Mailboxes. For
example if you need to synchronize one user on two or more exchange servers, even
different versions of Exchange Server so that the user and the external party(in most cases
customers) are not aware about that you are using two Exchange Servers or two mailboxes
and for this purpose CB Exchange Server Sync Tool is an ideal solution.
The CB Exchange Server Sync Tool is an application dedicated to synchronize Microsoft
Exchange user folders. Users and folders can be located either on the same version and
instance of Exchange Server or they can be located on different instances.
The tool uses a windows service which performs the synchronization between mailboxes in
periodic runs. The tool also provides a graphical user interface to set up the synchronization
properties such as connection string to the data source, target folders and synchronization
period.
The synchronization process runs in parallel with Microsoft Exchange Services in a non-
blocking mode, therefore not influencing whatsoever in the general performance of
Exchange Server itself.
Key features
Synchronize emails folders
Synchronize contacts
Synchronize tasks
Synchronize calendar
Synchronization between different Exchange versions
Easy to install and to maintain
Custom configuration for each synchronized user apart
Provides run-time information about the executed synch operations
Quality of Service
One-way and two-way synchronization
Supported Exchange Server versions:
Microsoft Exchange Server: 2007 SP1
Microsoft Exchange Server: 2010
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Microsoft Exchange Server: 2013
Microsoft Office 365
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2 How it works
The CB Exchange server sync consists of 3 basic components:
CB Exchange Server Synchronization Service
CB Exchange Server Sync graphical user interface
Connect Bridge service
CB Exchange Server Synchronization Service is the core of the application. It runs as a
Windows service which role is to check the synchronization pairs for changes.
This service uses the Connect Bridge service to connect to the Exchange Server
transparently making all the required operations such as insert, delete, and update.
CB Exchange Server Sync graphical user interface is a simple application that allows you
to configure the CB Exchange Server Synchronization Service and displays you the activity
of synchronization in real-time. In this application you have to configure the connection
strings to Exchange Servers and the users and folders pairing.
What is pairing?
Pairing is necessary for the CB Exchange Server Synchronization Service to know which
users/folders have to be synchronized. The CB Exchange Server Sync graphical user
interface gives you a list of every user’s folders and you can choose to synchronize all
folders or just specified folders between the users. You can add as much pairs as you want
so that the setup meets all your needs. Your setup is then saved so that if you need to do
a restart you have all the previous settings loaded.
In order for synchronization to work it is necessary to configure the permission settings
of the synchronized accounts and also to set a master user with ‘Owner’ permission level
to the folders you need to synchronize.
Root user is the user on each side of the synchronization part which are granted access
to all the other synchronized users which are to participate in the synchronization. Thus
Root user
Synchronized user’s
folders Synchronized user’s
folders
Synchronization
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each user wishing to participate in the synchronization process needs to grant this root
user Owner permissions.
Any exchange user can become a root user if other users grant him the ‘Owner’
permission level of their folders.
This principle with a single root user is implemented in order to simplify the process and
to avoid password-exposure of participating users.
3 System Requirements
Prerequisites:
.NET Framework (4.5)
single windows machine (at least Windows 7 Service Pack 1, Windows 8 or
higher)
Connect Bridge Server with Exchange connector. CB Server can be installed on
the host machine or on a remote machine. By default the installer contains
already this component which is automatically installed and configured.
One Exchange account for each Exchange server (login and password)
4 Synchronization process description
The synchronization process is periodically executed after start. Application seeks for
inserted, updated or deleted items on every side of the synchronization pair on each shot
of the execution. When it finds a change in one side of the synch-pair it reflect this change
on the other side. When deleted or updated items are being synchronized, it performs
action according the last change by date/time.
Synchronization is done in cycles, here named as iterations which runs periodically
according to the application setup.
The synchronization tool has connection credentials only of the two users who have been
delegated to Owner items to multitude user’s folders within their exchange. On this
principles the root users can determine changes for each delegated mailbox and refer this
changes to the other users which makes appropriate actions.
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5 Installation
The installation package contains all components: the CB Exchange Server Synchronization
Service, CB Exchange Server Sync graphical user interface and the Connect Bridge Server
Lite.
To start the installation, run CB Synch setup.exe from delivered package (administrator
privileges will be required during installation).
First step is the installer introduction screen. Click Next to continue.
If the prerequisites are missing on your computer the installer will give you the possibility
to install them. The Connect Bridge Server will be automatically installed. After you install
the prerequisites you must restart the machine.
Install the required prerequisites and then click on button Next.
The License Terms are displayed. Please read carefully the license terms, scroll down in
the license window, click on I accept and then click on Next button to continue with the
installation.
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A window about the installation details is displayed. Choose the installation path or leave
it by its default. By clicking on button Next the Installer will do a check of your system
and give you the possibility to install the CB Synch components.
Click on Install to start the installation. During installation the required files are copied,
the services are installed and shortcuts in the Start menu and on the Desktop are created.
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When clicking on Install button a Windows notification may appear to confirm the
installation, click on Yes to continue. When installation is finished, the CB Exchange Server
Synchronization Service and Connect Bridge Server Lite is started automatically so you can
run the application right away.
When installation is done, by clicking on Close you can close the installer. Clicking on Run
CB Exchange Server Sync you can start the application. You can view also release notes
by clicking on View Readme File.
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5.1 Uninstall
You can uninstall the application from Control Panel – Programs and features. Find the
application and click on uninstall.
Warning: by uninstalling the application all files including the database and license
information will be removed.
6 Configuration
Before you start working with CB Exchange Sync you have to configure Connect Bridge
Server with your Exchange Server.
6.1 Initial setup
In order that the application to work properly the individual synchronized users have to
grant appropriate permissions (Owner) to the root user. This can be done either from
Microsoft Outlook, Microsoft Web Access, Connect Bridge Stored procedures or a
PowerShell script.
For example, we want to synchronize the folder Inbox between user1 and user3. We need
to have then a third user, let say user2 which is the Root user.
To setup the required permissions we have to set up the permissions to Owner for user2
on the folder Inbox on both synchronized users: user1 and user3.
Please see the following image from our example. Setting this permissions was done using
Microsoft Outlook.
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If you want that private items to be fully synchronized you need to set up the permission
so that the Delegate can see your private items. In Outlook you can set up this
permission in the account settings and Delegate Access like in the picture bellow:
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6.2 Tenants setup
The application can work with multiple Exchange tenants in parallel.
An Exchange tenant consists from a synchronization setup, between two Exchange servers,
which runs independently from other tenants.
You can set as many tenants as you want. For example between Exchange1 and Exchange2,
other tenant between Exchange 3 and Exchange4, between Exchange1 and Exchange3 etc.
For each tenant apart you have to set up the connection strings for connection to
corresponding Exchange servers, set up the synchronization pairs and the rest of the
settings.
All settings are saved for each tenant apart and are automatically loaded at application
start.
6.3 Creating the connection string
The application needs two connection string:
If using one Exchange server, you need to create two connection strings with the
same ServerURL and put the credentials for the Root Users
If using two Exchange servers, you need to create two connection strings with the
ServerURL of each Exchange server and put the credentials for the Root Users.
The previous image shows the start of the application.
The first step is the creation of the connection strings which automatically created by the
application. The parameters (1, 2) needed for creation of the connection string are:
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UserName= the Exchange User Name of the Root Exchange User
Password= the password of the Root Exchange User
ServerUrl= https://192.192.192.192/ews/Exchange.asmx this is the address of the
Exchange Server
RequestServerVersion= the Exchange Server Version identifier: for example:
Exchange2010SP1 for Exchange Server 2010 with SP1. See the Connect Bridge
Exchange plugin for more details and all the identifiers.
After you put the required parameters you can test the connection by pressing button 3.
If connection is successful you can press next (4) and set up the synchronization.
6.4 Setup the synchronization
After you put the correct connection strings for the Root users you can go to the next step
in setting up the synchronization.
The following screen will appear:
6.3.1 Setup window description
The previous image is the main screen of the application. Its components are marked with
numbers:
1. This icon is showing that the synchronization is running.
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2. The state of the synchronization: Stopped – synchronization is not running,
Running –the synchronization is running. StopRequested – synchronization is
being stopped by user.
Error – an error occurred during synchronization, please check the log window or
log files for details.
3. First filter – This is used to find the user(s) you want to synchronize. Here you
have to put a part of the user’s name for the first Root User.
4. Second Filter – This is used to find the user(s) you want to synchronize. Here you
have to put a part of the user’s name for the second Root User.
5. Find users – by pressing this button the application starts to look for users which
contain the text from 3 and 4 in their name.
6. Selected – displays you the actual selected user and folder you select in part 10
left side. This folder will be later added to pairing.
7. Selected – displays you the actual selected users and folders you select in part 19
right right side. This folder will be later added to pairing
8. Define Start Date for initial Synch – if this is checked only items with the newer
modification date than the selected date will be synchronized.
9. Include sub folders – if checked all the subfolders (actual and new folders) of the
selected folder in window 10 will be synchronized. The same for the right side.
10. Available Users – after you perform a search using button 5, the application will
give you a list and a folder structure of the found users using the filter from 3. Here
you can select the users and folders which should be later on added to pairing.
11. Make Pair button – this button is used for to create a pair of selected folders.
After you do a search and application gives you the folder structure for the both
sides (10, 19) you have to do a selection by clicking on one folder in window 10 and
on one folder in window 19. The selections are then displayed in the text box 6 and
7. By clicking this button the selections from 6 and 7 will be added to the list of
pairs (13)
12. Remove Pair button – this button is used to remove a selected par from the list
of pairs (13)
13. Defined Pairs – this windows shows all the defined pairs that will be synchronized.
You can add pairs or remove pairs.
14. Synch Period – you can set how often should the application check the servers for
new items or changes.
15. Start – by pressing this button you start the synchronization process. There must
be at least one pair defined in window 13.
16. Pause- by pressing this button you pause the synchronization process. You can
resume it by pressing button 15. If the application is processing items then you will
receive a warning message that the synchronization cannot be stopped. You have
to wait until the synchronization cycle is finished then the pause will be activated.
17. Back button – go to previous part of the application (setting up the connection
strings)
18. Forward button – go to the following part of the application (activity log)
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19. Available Users – after you perform a search using button 5, the application will
give you a list and a folder structure of the found users using the filter from 4. Here
you can select the users and folders which should be later on added to pairing.
20. Use last stamp if available – the application is using a database to track all the
operations and the state of the synchronization. This should be checked by default.
By unchecking this option a full synchronization will be done without taking into
consideration the last state of the synchronization process.
21. Number of items and number of synchronized items – count of the current
items in the selected folder. The synchronized items is counting the items that were
synchronized.
22. ReadOnly – if this is checked while creating a synchronization pair, the folder of
the checked user will be read only – no changes will be made to that folder. This is
used for one way synchronization – just from one user to other.
24. Save settings – Save the defined settings to be loaded at next start.
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6.3.2 Set up the synchronization pairs
The following picture shows the synchronization pairs definition screen.
After you perform a search for users accounts using the First Filter and Second Filter the
application shows you the available user and the folder structure of each user.
To add a synchronization pair follow the following steps:
- Do a search for one user and the second user
- Select one folder on the left side for the first user
- Select one folder on the right side for the second user
- Check the textbox 6 and 7 to be sure your selection is correct
- Click on button Add pairs (11) to add a pair to Defined Pairs list
You can also add all folders of the users by selecting the root folder and by checking the
Include sub folder checkmark (9).
The search parameters to find users can either be partial (incomplete names but must
always start with the beginning of the user name) or complete mailbox address name of
the user.
There is a delay in the update of textboxes 6 and 7 depending on the number of items in
the selected folder. This occurs because the application is counting the total items and the
synchronized items (21) when you click on a folder.
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6.3.4 one way synchronization
There is also the possibility to do just one way synchronization – synchronize items from
one folder to another and not vice versa. To achieve this you have to check the ReadOnly
checkbox before setting the pair for synchronization. The read only attribute is then set on
the folder that belongs to the user on which the ReadOnly checkbox is checked. Using
this, the application won’t do any changes to that folder and items will be synchronized
only towards the folder without read only attribute set.
6.3.5 Other settings
If you are going to deal with a lot of items (more than 1000) it is necessary to change the
EWS count limit on Exchange server: EWSFastSearchTimeoutInSeconds and
EWSFindCountLimit properties. Please refer to Microsoft documentation on how to change
these parameters.
7 Running the synchronization
After you set up the accounts permissions, the connection strings for root users and you
define the synchronization pairs you can press the Start button (15) to start the
synchronization.
CB Exchange Server Synchronization Service must be running.
The first synchronization may take a longer time, depending on the amount of items that
are present in the user’s folders.
7.1 Synchronization activity
If you want to change the synchronization period (14) you can do it before starting the
synchronization process or even during the synchronization process.
During the synchronization process you can view the actions that the CB Exchange Server
Synchronization Service performs:
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In process log window 3 you can see all the actions performed: Deletion, Inserted Items,
Deleted Items and errors. The items with errors are items that were not synchronized.
These items have to be synchronized manually.
Check boxes in section 2 and 3 are used to filter the information showed in the grid no. 3.
To clear the actions table press the button 4.
Button 5: previous window.
7.2 Synchronization features
Depending on which folders you choose to synchronize the following items can be
synchronized:
7.2.1 Emails folders
The application is synchronizing the Inbox folder, Deleted Items folder and Sent Items
folder and their subfolders (if the option is selected).
The following synchronizations are done:
Item Features Supported
folder
Update-Rename only yes
Move to other folder yes
Delete yes
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Item Features Supported
Create yes
Add new subfolder yes
item
With html body (pictures, tables, formatted text,
WordArt, links etc.)
yes
With attachments yes
With changed Reply To attribute yes
With category yes
With follow up yes
With importance yes
With sensitivity yes
With voting buttons yes
With hidden copy yes
With Cc yes
Move to other folder yes
Delete email yes
Draft emails yes
New emails yes
Edit emails yes
Assign email as task yes
Forwarded email attribute yes
Missed call email no
Automatic reply emails no
Voice emails and other Microsoft Exchange Unified
Messaging items
partial
Note that synchronized emails that are protected with Information Rights Management
may not open on the second user to which this email was synchronized. For more
information please see Microsoft documentation: Information Rights Management in
Exchange Server.
7.2.2 Contacts folder
The application is synchronizing the Contacts folder
The following synchronizations are done:
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Item Features Supported
Contact
item
With html Notes (pictures, tables, formatted text,
WordArt, links etc.)
yes
With attachments yes
With all fields yes
With contact picture yes
With follow up yes
With a new field defined by user yes
With sensitivity yes
With categories yes
With private attribute yes
Edit contact yes
Delete contact yes
Create contact yes
7.2.3 Tasks folder
The application is synchronizing the Tasks folder
The following synchronizations are done:
Item Features Supported
Task item With html body (pictures, tables, formatted text,
WordArt, links etc.)
yes
With attachments yes
With assign task attributes yes
With category yes
With follow up yes
With priority yes
With sensitivity yes
With daily recurrence – every x days yes
With daily recurrence – every weekday yes
With daily recurrence – regenerate new task yes
With daily recurrence – No end date, End after, End
by
yes
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Item Features Supported
With weekly recurrence – every x weeks yes
With weekly recurrence – selected days yes
With weekly recurrence – regenerate new task yes
With weekly recurrence – No end date, End after,
End by
yes
With monthly recurrence – On day x of every y
month
yes
With monthly recurrence – on specified day of month yes
With monthly recurrence – regenerate new task yes
With monthly recurrence – No end date, End after,
End by
yes
With yearly recurrence – on a date in a specified
month
yes
With yearly recurrence – on a day in a specified
month
yes
With yearly recurrence – regenerate new task yes
With yearly recurrence – No end date, End after, End
by
yes
With all the details yes
Percentage of completion yes
Status of the task yes
With reminder yes
With importance yes
Mark complete yes
Edit task yes
Delete task yes
Create task yes
Edit one occurrence from a recurrence task yes
Delete one occurrence from a recurrence task yes
Microsoft Exchange Unified Messaging items partial
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7.2.4 Calendar folder
The application is synchronizing the Calendar folder
The following synchronizations are done:
Item Features Supported
Appointment
item
With html body (pictures, tables, formatted text,
WordArt, links etc.)
yes
With attachments yes
With Show As: Free, Busy, Tentative, Out of
Office etc.
yes
With category yes
With all the details yes
With priority yes
With sensitivity yes
With daily recurrence – every x days yes
With daily recurrence – every weekday yes
With daily recurrence – No end date, End after,
End by
yes
With weekly recurrence – every x weeks yes
With weekly recurrence – selected days yes
With weekly recurrence – No end date, End after,
End by
yes
With monthly recurrence – On day x of every y
month
yes
With monthly recurrence – on specified day of
month
yes
With monthly recurrence – No end date, End
after, End by
yes
With yearly recurrence – on a date in a specified
month
yes
With yearly recurrence – on a day in a specified
month
yes
With yearly recurrence – on a date in a specified
month
yes
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Item Features Supported
With yearly recurrence – No end date, End after,
End by
yes
With reminder yes
With importance yes
Time Zones yes
Mark complete yes
Edit appointment yes
Delete appointment yes
Create appointment yes
Edit one occurrence from a recurrence
appointment
yes
Delete one occurrence from a recurrence
appointment
yes
7.3 Additional information
7.3.1 Synchronization conflicts
The synchronization is running in cycles (iteration) and in one cycle multiple actions are
processed.
There is the possibility that during one cycle two operations are done on one item. For
example:
- One user deletes the email and at the same time other user changes the category
of the email.
The actions priority are: Insertion, Update, and Deletion of items.
In this example case, the email will be deleted but will appear again with the new category
as the update operation has a higher priority.
7.3.2 Running multiple instances
Be aware of running multiple instances of the synchronization tool. There is the risk that if
you set the same folder pairing on multiple instances then duplicates of items can be
created!
7.3.3 Synchronized folder space
While synchronizing folders please make sure that the synchronized folder has enough free
space to synchronize the items otherwise some items may not be synchronized.
7.3.4 Exchange server connection failure
When the connection to Exchange server fails while one cycle of synchronization (iteration)
is processed it is possible that the items from that synchronization cycle won’t be
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completely synchronized. Anyway when the connection is recovered, application will detect
the connection state and will start the recovery process which resumes from last cycle. The
items will be then correctly synchronized.
7.3.5 Stop/pause synchronization
Synchronization cannot be stopped in the middle of iteration as it may cause incorrect
synchronization.
When you click on Stop button, the application state changes to StopRequested. In this
state the application is waiting for the last iteration to finish and then stops. After a couple
of minutes you’ll see the status Stopped.
7.3.6 Stop the service
Before you turn off the service/computer you should stop the synchronization and wait for
status Stopped and then turn off the service or computer. In despite of recovery
functionality after an incorrect state it is recommended to stop the synchronization in this
way first – to ensure that synchronization iteration is not interrupted in the middle of
processing items.
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8 Troubleshooting
This section describes the possible problems that you might face off and proposes the
possibility find the issue in quick way.
8.1 Log files
CB Exchange Server Synchronization Service creates a log file by default. The log file is
located in C:\ProgramData\Connecting Software\CB Exchange Server\Logs folder. Each of
tenant has own directory for log file. The structure is similar like at the pictures below.
The logging error information can also be found in Windows Event Viewer.
If any problem occurs during the configuration process or synchronization which you are
not able to solve on your own, please contact the CB Exchange Sync tool support.
8.2 Quick help
Here are presented the most often problems that may occur and how to resolve these
problems.
If the application fails to start:
- Check if the CB Exchange Server Synchronization Service is running by going to
Control Panel -> Services and try to find the service named: CB Exchange Server
Synchronization Service. Check if the state of the service is set to Running. If not
then right click on the service and select Start
- Check if the CB Exchange Server Synchronization Service can connect with Connect
Bridge Server. There may be a firewall blocking the ports.
If the application does not find any users:
- Check if the connection strings are correct.
- Check if the word you put in the search text box is correct (try to use the same
letters as the name of the users including capital letters)
- In case that Connect Bridge Server is running on other machine check the
connection to that machine
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- Check if the permission for the folders to synchronize in Microsoft Exchange Server
are set to Owner for the Root User
If the application is not synchronizing:
- Check if the application setup is correct: connection strings, Exchange Folder
permissions, address of Exchange Server, login credentials etc.
- Check if the folder you want to synchronize is defined in the pairing window
For more details about the issue why the application is not working properly you can find
more information in the Synchronization activity of the application, application’s log or
Connect Bridge Server logs.