Synchronize with Outlook

Outlook Sync creates links and consistency between CRM and Outlook from Microsoft. Synchronization can optionally be preformed in 3 areas.

E-mails

E-mails that are sent and received in Outlook are scanned and journalized to the relevant contact and company om ChannelCRM. For an e-mail to qualify for sync either one of the recipients or the sender has to be registered in CRM with the precise e-mail-address. Mails in Outlook on with the addresses are not known by ChannelCRM are skipped.

The journalized e-mail is a copy of the e-mail. The original mail still exists in Outlook and can be deleted or saved in other ways. Later we will show how Outlook can be arranged so that you at a glance can see which emails are synchronized.

Activities

Activities like meetings are kept in sync with Outlook. A meeting created on a company can also be viewed in Outlook. Other people in your company (which does not use ChannelCRM) can in this way see the meetings as an appointment in Outlook.

Moreover Outlook synchronizes with most mobile phones or other handheld computers (PDAs). Thus, meetings created in ChannelCRM will eventually also be visible on your mobile phone. Company Addresses, note boxes, etc. are of course kept with.

Appointment created in Outlook or PDAs, will appear as individual activities in CRM. They synchronize, but act as personal. It could of course bee that the agreement was of a commercial nature. In such cases you can convert the activity - once in ChannelCRM - and add links to the relevant company, contact and project. On next sync this information will be visible in Outlook (and on your pda, phone, ...)

Contacts

Contacts synchronizes between ChannelCRM and Outlook contacts. And as such to any PDA.  You will have your contact information everywhere.

To setup for Outlook sync press the Synchronize tool button just below the main menu.

Doing so will open a dialog. If this is a first time sync, press Settings and fill in some parameters.

You can set up sync to be performed automatic at some frequency. This would normally be the preferred way to do it as the sync will take place without interrupting your work.

In some cases though, you may want to sync manually. (This could be to prevent some confidential mails to be journalized). If this is your situation either sync manually (and remove the confidential mails from the In box before sync), or  set up sync to scan another folder in Outlook into which you drag-drop e-mails that are to be journalized.

Clicking the Scan button will start a manual scan. If the Deep scan button is checked before clicking scan, the scan will also look at e-mails marked as seen before. This is to allow for finding e-mails where the sender (or recipient) is created in CRM after the first scan.

To select the folders in Outlook for sync you can click on Get default Outlook folders. Most often this will set up sync with the correct folders.

In the case of inbound e-mails up to 4 folders can be selected.

Scan to activities will create an activity of type letter for each e-mail.

If you need to see in Outlook which e-mails are journalized you can set up Outlook to show this.

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