Outlook Integration FAQ: Difference between revisions

Revision as of 13:14, 9 August 2009

Outlook Email
Outlook-Sync
See Also

Outlook Email

Can I link my emails from Outlook to CommitCRM?

Yes. You can drag emails directly from MS Outlook/Outlook Express and drop them into CommitCRM. The email will be filed in CommitCRM under the selected Account, Ticket, Contract or Sales Opportunity. Double click on the email document record in CommitCRM and the email will open in an Outlook email window together with all its attachments.

Note: The email is copied from Outlook. Deleting it from Outlook will not affect it within CommitCRM.

Tip
You can also drag-and-drop any other file (.doc, .xls, .PDF etc.) for filing in CommitCRM.

Can I send an email from CommitCRM?

Yes. You can click the Email field label in Accounts or the Email button on the Documents page to initiate a new email using Outlook. CommitCRM will open a new email window and the email address/attachment will appear.

Can I set a personal signature for emails sent from CommitCRM?

Yes. You can create a personal signature to be used in emails sent with CommitCRM. The signature can be edited from the Employee window under the Employee tab or from Tools > Options… > Accounts tab.

How do I get my email into the program? There is nowhere to set POP3/SMTP settings?

You do not need to set your email settings in CommitCRM. CommitCRM doesn't replace your email application but rather integrates with it. CommitCRM works with MS Outlook and Outlook Express. You can drag and drop email from Outlook and file it in CommitCRM. You can also create a new email message within CommitCRM, which will open a new Outlook email window.

Outlook-Sync

Can I synchronize CommitCRM with mobile devices/PDAs?

Yes. You can sync CommitCRM with mobile devices/PDAs thru Outlook. The Commit-Outlook Sync module supports a two-way sync between CommitCRM and Outlook. Therefore it can be used to sync with devices that support standard syncs with Outlook.

Learn more about the Commit-Outlook Sync module.

What information is synced with the Commit-Outlook Sync module?

The Commit-Outlook Sync module supports bi-directional synchronization with Outlook for the following components:

Outlook Contacts are synced with CommitCRM Accounts
Outlook Calendar Appointments are synced with CommitCRM Appointments
Outlook Tasks are synced with CommitCRM Tasks

Where do I configure the Outlook sync settings?

To configure the Commit-Outlook sync settings, in CommitCRM go to Tools > Options > Outlook tab.

Are the Outlook sync configuration settings on a per user or per office basis?

All the Commit-Outlook Sync configuration settings are on a per user basis. Modifying them affects only your personal synchronization.

Can the Outlook Sync be automatically activated?

Yes, you can do this using the the Auto-Sync option, which allows setting the system to automatically synchronize with Outlook® at a selected interval. this option can be used for your own data or other users’ data as well.

This option is available from the Tools menu > Synchronize Outlook > Auto Sync option.

You can also save the auto-sync settings between sessions. This means that next time you sign into CommitCRM, the auto-sync settings will be automatically loaded and the synchronization will occur automatically, as defined in the auto-sync settings. This option is available from the Tools menu > Synchronize Outlook > Auto Sync > Save Auto Sync Settings.

Is there any risk involved in synchronizing private data, such as Appointments, Contacts, or Tasks?

Appointments and Tasks which are defined as private in Outlook will retain their private definition in CommitCRM, and vice versa.

However, CommitCRM does not allow Contacts to be defined as private. Therefore, private contacts that are synchronized from Outlook with CommitCRM will become available for all users in CommitCRM.
You can select not to sync Outlook private contacts with CommitCRM.

Does the Commit-Outlook Sync module also sync recurring items from CommitCRM?

Yes, recurring appointments and tasks are synchronized with Outlook as standard appointments and tasks, and you can edit them in Outlook. Updates to these records in Outlook are synced back to CommitCRM. However, recurring records created in Outlook are not transferred into CommitCRM.

Can I change which Outlook folder is being synchronized with CommitCRM?

Yes. In CommitCRM, go to Tools > Options… > Outlook tab, select the subject tab (Accounts/Tasks/Appointments) and click on Select… to select the Outlook folder that you want to sync with CommitCRM.

Note that the original folder will no longer synchronize with CommitCRM. However, you can always go back and select this folder to sync it with CommitCRM.

What is the difference between syncing with Outlook and importing from Outlook?

CommitCRM allows you to import your Outlook contacts into CommitCRM. When importing, every Outlook contact creates a CommitCRM Account record. Importing records is a one-way data transfer process from Outlook into CommitCRM.

The Commit-Outlook Sync module supports two-way data synchronization. Additions and changes performed in one program are transferred to the other.

Another difference between importing and synchronizing Outlook and CommitCRM data is that with the import feature, you can only import Outlook Contacts. The synchronization module allows information from Contacts, Appointments and Tasks to be transferred.

Can CommitCRM synchronize with Outlook Business Contact Manager?

The Commit-Outlook Sync module allows you to sync standard Outlook folders. Business Contact Manager (BCM) uses a different folder standard, so to sync BCM contacts you'll need to transfer them to a standard Outlook folder (.pst file type) and then perform the synchronization with this new Outlook folder.

How can I sync CommitCRM with Outlook®/Exchange folder?

Using the Commit-Outlook Sync module you can sync Outlook® data (locally or from Exchange server) with CommitCRM.
Sync settings are set in Tools > Options... > Outlook tab.

How can I sync other user's Outlook folders?

The Commit-Outlook Sync module lets a single user perform a sync for other users. For example, the Dispatcher can now schedule on-site visits for technicians and select to sync their Outlook with CommitCRM in a single click (Exchange® server is required).

Users who wish to allow other users to sync their Outlook® folders, should set the flag "Allow other users to sync Accounts/Tasks/Appointments for me" in the Outlook options window. Note that this should be set separately for Account, Tasks and Appointments.

@@ Line 1: / Line 1: @@
 *'''Outlook Email'''
-**[[Outlook Integration FAQ#Can I link my emails from Outlook to Commit?|Can I link my emails from Outlook to Commit?]]
+**[[Outlook Integration FAQ#Can I link my emails from Outlook to CommitCRM?|Can I link my emails from Outlook to CommitCRM?]]
-**[[Outlook Integration FAQ#Can I send an email from Commit?|Can I send an email from Commit?]]
+**[[Outlook Integration FAQ#Can I send an email from CommitCRM?|Can I send an email from CommitCRM?]]
-**[[Outlook Integration FAQ#Can I set a personal signature for emails sent from Commit?|Can I set a personal signature for emails sent from Commit?]]
+**[[Outlook Integration FAQ#Can I set a personal signature for emails sent from CommitCRM?|Can I set a personal signature for emails sent from CommitCRM?]]
 **[[Outlook Integration FAQ#How do I get my email into the program? There is nowhere to set POP3/SMTP settings?|How do I get my email into the program? There is nowhere to set POP3/SMTP settings?]]
 *'''Outlook-Sync'''
-**[[Outlook Integration FAQ#Can I synchronize Commit with mobile devices/PDAs?|Can I synchronize Commit with mobile devices/PDAs?]]
+**[[Outlook Integration FAQ#Can I synchronize CommitCRM with mobile devices/PDAs?|Can I synchronize CommitCRM with mobile devices/PDAs?]]
 **[[Outlook Integration FAQ#What information is synced with the Commit-Outlook Sync module?|What information is synced with the Commit-Outlook Sync module?]]
 **[[Outlook Integration FAQ#Where do I configure the Outlook sync settings?|Where do I configure the Outlook sync settings?]]
@@ Line 11: / Line 11: @@
 **[[Outlook Integration FAQ#Can the Outlook Sync be automatically activated?|Can the Outlook Sync be automatically activated?]]
 **[[Outlook Integration FAQ#Is there any risk involved in synchronizing private data, such as Appointments, Contacts, or Tasks?|Is there any risk involved in synchronizing private data, such as Appointments, Contacts, or Tasks?]]
-**[[Outlook Integration FAQ#Does the Commit-Outlook Sync module also sync recurring items from Commit?|Does the Commit-Outlook Sync module also sync recurring items from Commit?]]
+**[[Outlook Integration FAQ#Does the Commit-Outlook Sync module also sync recurring items from CommitCRM?|Does the Commit-Outlook Sync module also sync recurring items from CommitCRM?]]
-**[[Outlook Integration FAQ#Can I change which Outlook folder is being synchronized with Commit?|Can I change which Outlook folder is being synchronized with Commit?]]
+**[[Outlook Integration FAQ#Can I change which Outlook folder is being synchronized with CommitCRM?|Can I change which Outlook folder is being synchronized with CommitCRM?]]
 **[[Outlook Integration FAQ#What is the difference between syncing with Outlook and importing from Outlook?|What is the difference between syncing with Outlook and importing from Outlook?]]
-**[[Outlook Integration FAQ#Can Commit synchronize with Outlook Business Contact Manager?|Can Commit synchronize with Outlook Business Contact Manager?]]
+**[[Outlook Integration FAQ#Can CommitCRM synchronize with Outlook Business Contact Manager?|Can CommitCRM synchronize with Outlook Business Contact Manager?]]
-**[[Outlook Integration FAQ#How can I sync Commit with Outlook®/Exchange folder?|How can I sync Commit with Outlook®/Exchange folder?]]
+**[[Outlook Integration FAQ#How can I sync CommitCRM with Outlook®/Exchange folder?|How can I sync CommitCRM with Outlook®/Exchange folder?]]
 **[[Outlook Integration FAQ#How can I sync other user's Outlook folders?|How can I sync other user's Outlook folders?]]
 *[[Outlook Integration FAQ#See Also|See Also]]
@@ Line 22: / Line 22: @@
 ==Outlook Email==
-===Can I link my emails from Outlook to Commit?===
+===Can I link my emails from Outlook to CommitCRM?===
-Yes. You can drag emails directly from MS Outlook/Outlook Express and drop them into Commit. The email will be filed in Commit under the selected Account, Ticket, Contract or Sales Opportunity. Double click on the email document record in Commit and the email will open in an Outlook email window together with all its attachments.
+Yes. You can drag emails directly from MS Outlook/Outlook Express and drop them into CommitCRM. The email will be filed in CommitCRM under the selected Account, Ticket, Contract or Sales Opportunity. Double click on the email document record in CommitCRM and the email will open in an Outlook email window together with all its attachments.
-<u>Note:</u> The email is copied from Outlook. Deleting it from Outlook will not affect it within Commit.
+<u>Note:</u> The email is copied from Outlook. Deleting it from Outlook will not affect it within CommitCRM.
 {| id="mp-tfp" style="margin:7px 0 0 0; width:100%; background:none;"
@@ Line 33: / Line 33: @@
 ! <h2 id="mp-tfa-h2" style="margin:0; background:#fff3e1; font-size:120%; font-weight:bold; border:1px solid #FFCB99; text-align:left; color:#000; padding:0.2em 0.4em;">Tip
 |-
-| style="color:#000;" | <div id="mp-tfa">You can also drag-and-drop any other file (.doc, .xls, .PDF etc.) for filing in Commit.</div>
+| style="color:#000;" | <div id="mp-tfa">You can also drag-and-drop any other file (.doc, .xls, .PDF etc.) for filing in CommitCRM.</div>
 |}
 |}
-===Can I send an email from Commit?===
+===Can I send an email from CommitCRM?===
-Yes. You can click the Email field label in Accounts or the Email button on the Documents page to initiate a new email using Outlook. Commit will open a new email window and the email address/attachment will appear.
+Yes. You can click the Email field label in Accounts or the Email button on the Documents page to initiate a new email using Outlook. CommitCRM will open a new email window and the email address/attachment will appear.
-===Can I set a personal signature for emails sent from Commit?===
+===Can I set a personal signature for emails sent from CommitCRM?===
-Yes. You can create a personal signature to be used in emails sent with Commit. The signature can be edited from the Employee window under the Employee tab or from Tools > Options… > Accounts tab.
+Yes. You can create a personal signature to be used in emails sent with CommitCRM. The signature can be edited from the Employee window under the Employee tab or from Tools > Options… > Accounts tab.
 ===How do I get my email into the program? There is nowhere to set POP3/SMTP settings?===
-You do not need to set your email settings in Commit. Commit doesn't replace your email application but rather integrates with it. Commit works with MS Outlook and Outlook Express. You can drag and drop email from Outlook and file it in Commit. You can also create a new email message within Commit, which will open a new Outlook email window.
+You do not need to set your email settings in CommitCRM. CommitCRM doesn't replace your email application but rather integrates with it. CommitCRM works with MS Outlook and Outlook Express. You can drag and drop email from Outlook and file it in CommitCRM. You can also create a new email message within CommitCRM, which will open a new Outlook email window.
 ==Outlook-Sync==
-===Can I synchronize Commit with mobile devices/PDAs?===
+===Can I synchronize CommitCRM with mobile devices/PDAs?===
-Yes. You can sync Commit with mobile devices/PDAs thru Outlook. The Commit-Outlook Sync module supports a two-way sync between Commit and Outlook. Therefore it can be used to sync with devices that support standard syncs with Outlook.
+Yes. You can sync CommitCRM with mobile devices/PDAs thru Outlook. The Commit-Outlook Sync module supports a two-way sync between CommitCRM and Outlook. Therefore it can be used to sync with devices that support standard syncs with Outlook.
 Learn more about the [[Commit-Outlook Sync]] module.
@@ Line 58: / Line 58: @@
 ===What information is synced with the Commit-Outlook Sync module?===
-The Commit Outlook Sync module supports bi-directional synchronization with Outlook for the following components:
+The Commit-Outlook Sync module supports bi-directional synchronization with Outlook for the following components:
-*Outlook Contacts are synced with Commit Accounts
+*Outlook Contacts are synced with CommitCRM Accounts
-*Outlook Calendar Appointments are synced with Commit Appointments
+*Outlook Calendar Appointments are synced with CommitCRM Appointments
-*Outlook Tasks are synced with Commit Tasks
+*Outlook Tasks are synced with CommitCRM Tasks
 ===Where do I configure the Outlook sync settings?===
-To configure the Outlook-Commit sync settings, in Commit go to Tools > Options > Outlook tab.
+To configure the Commit-Outlook sync settings, in CommitCRM go to Tools > Options > Outlook tab.
@@ Line 82: / Line 82: @@
 ===Is there any risk involved in synchronizing private data, such as Appointments, Contacts, or Tasks?===
-Appointments and Tasks which are defined as private in Outlook will retain their private definition in Commit, and vice versa.
+Appointments and Tasks which are defined as private in Outlook will retain their private definition in CommitCRM, and vice versa.
-However, Commit does not allow Contacts to be defined as private. Therefore, private contacts that are synchronized from Outlook with Commit will become available for all users in Commit.<br>You can select not to sync Outlook private contacts with Commit.
+However, CommitCRM does not allow Contacts to be defined as private. Therefore, private contacts that are synchronized from Outlook with CommitCRM will become available for all users in CommitCRM.<br>You can select not to sync Outlook private contacts with CommitCRM.
-===Does the Commit-Outlook Sync module also sync recurring items from Commit?===
+===Does the Commit-Outlook Sync module also sync recurring items from CommitCRM?===
-Yes, recurring appointments and tasks are synchronized with Outlook as standard appointments and tasks, and you can edit them in Outlook. Updates to these records in Outlook are synced back to Commit. However, recurring records created in Outlook are not transferred into Commit.
+Yes, recurring appointments and tasks are synchronized with Outlook as standard appointments and tasks, and you can edit them in Outlook. Updates to these records in Outlook are synced back to CommitCRM. However, recurring records created in Outlook are not transferred into CommitCRM.
-===Can I change which Outlook folder is being synchronized with Commit?===
+===Can I change which Outlook folder is being synchronized with CommitCRM?===
-Yes. In Commit, go to Tools > Options… > Outlook tab, select the subject tab (Accounts/Tasks/Appointments) and click on Select… to select the Outlook folder that you want to sync with Commit.
+Yes. In CommitCRM, go to Tools > Options… > Outlook tab, select the subject tab (Accounts/Tasks/Appointments) and click on Select… to select the Outlook folder that you want to sync with CommitCRM.
-Note that the original folder will no longer synchronize with Commit. However, you can always go back and select this folder to sync it with Commit.
+Note that the original folder will no longer synchronize with CommitCRM. However, you can always go back and select this folder to sync it with CommitCRM.
 ===What is the difference between syncing with Outlook and importing from Outlook?===
-Commit allows you to import your Outlook contacts into Commit. When importing, every Outlook contact creates a Commit Account record. Importing records is a one-way data transfer process from Outlook into Commit.
+CommitCRM allows you to import your Outlook contacts into CommitCRM. When importing, every Outlook contact creates a CommitCRM Account record. Importing records is a one-way data transfer process from Outlook into CommitCRM.
 The [[Commit-Outlook Sync]] module supports two-way data synchronization. Additions and changes performed in one program are transferred to the other.
-Another difference between importing and synchronizing Outlook and Commit data is that with the import feature, you can only import Outlook Contacts. The synchronization module allows information from Contacts, Appointments and Tasks to be transferred.
+Another difference between importing and synchronizing Outlook and CommitCRM data is that with the import feature, you can only import Outlook Contacts. The synchronization module allows information from Contacts, Appointments and Tasks to be transferred.
-===Can Commit synchronize with Outlook Business Contact Manager?===
+===Can CommitCRM synchronize with Outlook Business Contact Manager?===
 The Commit-Outlook Sync module allows you to sync standard Outlook folders. Business Contact Manager (BCM) uses a different folder standard, so to sync BCM contacts you'll need to transfer them to a standard Outlook folder (.pst file type) and then perform the synchronization with this new Outlook folder.
-===How can I sync Commit with Outlook®/Exchange folder?===
+===How can I sync CommitCRM with Outlook®/Exchange folder?===
-Using the Commit-Outlook Sync module you can sync Outlook® data (locally or from Exchange server) with Commit.<br>Sync settings are set in Tools > Options... > Outlook tab.
+Using the Commit-Outlook Sync module you can sync Outlook® data (locally or from Exchange server) with CommitCRM.<br>Sync settings are set in Tools > Options... > Outlook tab.
 ===How can I sync other user's Outlook folders?===
-The Commit-Outlook Sync module lets a single user perform a sync for other users. For example, the Dispatcher can now schedule on-site visits for technicians and select to sync their Outlook with Commit in a single click (Exchange® server is required).
+The Commit-Outlook Sync module lets a single user perform a sync for other users. For example, the Dispatcher can now schedule on-site visits for technicians and select to sync their Outlook with CommitCRM in a single click (Exchange® server is required).
 Users who wish to allow other users to sync their Outlook® folders, should set the flag "Allow other users to sync Accounts/Tasks/Appointments for me" in the Outlook options window. Note that this should be set separately for Account, Tasks and Appointments.