Outlook Sync

The Commit-Outlook Sync module supports two-way data synchronization which means that any additions and changes performed in one program will transfer over to the other. Note that the synchronization module allows information from Contacts, Appointments and Tasks to be synchronized.

Notes

• All of the Commit-Outlook Sync configuration settings are on a per-user basis. This means that when the user modifies their settings, only their personal synchronization settings will be affected.
• The relevant Outlook folder for syncing should be selected per entity (Contact, Appointment, or Task). Once a folder is synchronized for this user, only the same Commit user is allowed to sync with this Outlook folder.
• You can allow other users to sync information for you between Commit and an Exchange Server. This is useful when traveling outside of the office and using PDAs to keep updated.

To configure the Commit-Outlook Sync settings, in Commit go to the Tools > Options > Outlook tab.
The settings in this window should be defined for each entity you wish to sync: Accounts (contacts in Outlook), Appointments and Tasks.

Synching Accounts

The Commit-Outlook Sync for Accounts performs a two-way sync between Commit Accounts and Outlook contacts. Note that you can prevent private contacts in Outlook from being synced Commit.

In the Outlook Options window, select the Accounts tab to set the Account sync options:

File:Commit setup guide outlook sync accounts.gif

1. Select the Synchronize Accounts/Contacts box in order to activate the Accounts synchronization. Note that a pop up message will appear regarding how to prevent duplicates upon import - see more
2. In the Setting Commit > Outlook section you can define the behavior when transferring data from Commit into Outlook. Note that you can prevent secondary Contacts in Commit from being transferred into Outlook (if you do not wish to create an Outlook contact for each secondary contact in Commit).
3. In the Setting Outlook > Commit section you can define the behavior when transferring data from Outlook into Commit. Note that you can prevent Private Outlook contacts from being transferred into Commit. Since the Commit Accounts database is shared for all users, this can be useful if you wish to prevent contacts which are not work-related from being imported into Commit. Another way to achieve privacy is to use a different contacts folder within Outlook for your private contacts, and sync Commit only with your public contacts folder.
4. You can also allow other users to sync information for you between Commit and an Exchange Server. This is useful when traveling outside of the office and using PDAs to keep updated.

Before Importing from Outlook

Outlook Contacts and Commit Accounts can be synced so that your contact information is unified between the two applications.

If you have already created some Accounts in Commit, it is important to prevent the creation of duplicate contact records in the two programs. To prevent duplicate records, you need to create a link between matching records in Outlook and Commit. There are two ways you can link the Outlook and Commit records:

• Manually link similar records between Commit and Outlook:
  In Tools > Options > Outlook, select the Outlook contacts folder which should be used to sync with Commit.
  Open the Accounts window, select an Account record in Commit that has a parallel record in Outlook, and from the Tools menu select Link Account to Outlook Contact.
  In the window that is displayed, search for the parallel Outlook record and create a link between the two.
  After all the relevant records are linked between the systems, you can safely perform the sync. Linked records will not be duplicated.
• Alternatively, you can transfer all Commit Accounts to a new folder in Outlook, and only use this Outlook folder for synchronizations:
  • In Tools > Options > Outlook, select a new and empty dedicated Outlook Contacts folder to sync with Commit Accounts.
  • Perform the sync.
  • All Commit Accounts will be created as Contacts in Outlook. After this, updates/inserts will be synchronized between the two programs, and no duplications will occur.

Note: When working with both Commit and QuickBooks, you may need to sync Accounts from both systems. In this case, you should read the How to Avoid Duplicate Accounts section.

Synching Appointments

The Commit-Outlook Sync for Appointments performs a two-way sync between Commit Appointments and Outlook Appointments. Note that you can You can prevent the synchronization of Private Appointments between Outlook and Commit.

In the Outlook Options window, select the Appointments tab to set the Appointments sync options:

File:Commit setup guide outlook sync appointments.gif

1. Select the Synchronize Appointments box in order to activate synchronization between Outlook and Commit Appointments.
2. You can prevent private appointments from being synchronized in both systems.
3. You can prevent certain shared appointments in Commit from being transferred into Outlook such as appointments that are not useful for you to have in your own Outlook calendar.
4. You can also allow other users to sync information for you between Commit and an Exchange Server. This is useful when traveling outside of the office and using PDAs to keep updated.