The Outlook Sync is a separate application available, that links your OfficeTools WorkSpace database with your Outlook database in 4 different components. Because this is a separate application it does need to be installed on each staff member’s workstation who wants this function. The installation process happens outside of the installation of WorkSpace so if you need technical support you can always give us a call at 661-794-2220 and speak with a technician for help installing.
Once installed and setup, please keep in mind that the Outlook sync runs in the background. There isn’t anything that you need to do to push information, it will happen automatically. The only thing you want to do is make sure that your sync is running periodically by checking your system tray for the Outlook Sync icon (double yellow arrows).
Please note, while setting up the Outlook Sync that each of the four components of the Outlook Sync can be turned on or off individually. Once the sync has been installed on the desired workstation you can access it by opening your system tray (typically found in the bottom right corner of your main screen next to the time and date of your computer) and clicking on the yellow arrows and choosing the option that reads “Open Control Panel”. That will open the sync’s main interface.
One of the components of the Outlook sync is the ability to connect the calendars from OfficeTools WorkSpace to Outlook. This can be very useful for mobile professionals who need to access their calendar on their phone. While there are some best practices that apply to the syncing of the calendar, the functionality is a two-way sync. This means that data can flow from WorkSpace to Outlook, or from Outlook to WorkSpace.
To access the options for this component of the sync, click on the “Options” button to the right of the Schedule label. The first field displayed will allow you to connect to a specific Outlook folder, thus connecting you to the calendar that you use in Outlook. Next you choose the starting date you’d like to use for the appointments. This is important to pay attention to, as whatever date you have populated is going to be how far back WorkSpace looks for appointments in Outlook to bring in, and how far back WorkSpace goes to send appointments over to Outlook. In most cases this date does need to be farther back than the current date.
Lastly you have the options to control what Outlook is allowed to send over to WorkSpace. It is the idea that WorkSpace will act as your main point of entry for appointments, thus it is important to restrict Outlook’s control of the WorkSpace calendar. Most directly, you won’t want Outlook to delete appointments from WorkSpace. Adding and editing are more commonly selected which will allow for appointments to be pushed from Outlook to WorkSpace that are brand new, or that have been changed in Outlook.
Please note that while the WorkSpace calendar and the Outlook calendar can be connected, there is still a difference in the way the two programs manage their data. The number one thing to watch out for while implementing this integration is that Outlook does not require a client name to enter an appointment. Whereas WorkSpace is a client driven software, meaning a client is required when creating an appointment. The number one concern while implementing is when creating an appointment in Outlook, understand that when it is synchronized into WorkSpace it will not know which contact to be associated to, so WorkSpace will assign it to the (Unspecified) contact in your contact list.
After all the desired information has been populated here, click “OK” and change the switch next to the Schedule label from “Off” to “On” by simply clicking on it.