Outlook - WebDesk Synchronization Set Up Guide

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1 Outlook - WebDesk Synchronization Set Up Guide Introduction This guide provides installation and configuration information for the Merak Outlook Groupware Connector used in conjunction with the Market Focus WebDesk service. The Merak Outlook Groupware Connector should be installed and configured on each non-web Desk copy of Outlook that you wish to synchronize with the WebDesk copy of Outlook. Installing the Connector Please follow these steps to download and install the connector: 1. Type the following URL address into Internet Explorer and press Enter: 2. Choose the option to open or run the file. When the download completes, click Extract. 3. Follow the prompts of the setup wizard, accepting the license agreement and the default installation location. After the installation completes, the account wizard will appear. 4. In the first step of the account wizard, enter your name and click Next. 5. The second step of the wizard is the most common area of confusion. Do not enter in your regular address. Instead use your WebDesk login alias followed for the e- mail address. For instance, a user named John Doe would have a WebDesk login alias of jdoe, and would enter in jdoe@emarketfocus.net for the address. Use your default password for the WebDesk login as the password. For the mail server, use mail.emarketfocus.net. Below is an example of Outlook - WebDesk Synchronization Set Up Guide 1

2 how the information for a user named John Doe would be entered. 6. On the next screen, select Integrate with default personal folder if you want the WebDesk contacts and your existing Outlook contacts to all be combined within the same contacts folder. If you want the WebDesk contacts separate from the rest, choose the option to create a new PST. Click Next, followed by Finish. The connector setup is now complete Configuring Options The synch module will add a new item to the Standard toolbar in Outlook labeled Merak GroupWare Connector : Click the Merak GroupWare Connector item to access its various menu items. We recommend changing some of the default options set for the connector. Click the toolbar item and select Options

3 Below is a screenshot of the General tab for the Options screen. We recommend disabling the Synchronize when Outlook Application when Outlook Starts option. If this option is enabled, and you have several contacts, tasks and appointment items, you will need to wait for the synch routine to process all items every time you start Outlook. This can cause unwanted delays when all you want to do is open Outlook and read an message. On this screen there is also an option to specify the intervals at which the connector will automatically initiate the synch process. The default value is two minutes, meaning the synch process will run every two minutes by default. Again, this can mean a lot of time for Outlook to spend synching items when you have many contacts, tasks, and appointments. Consider how often your schedule really changes, and then adjust the auto synch interval accordingly. In the example below, we ve set the interval to 15 minutes. If you prefer to manually initiate the synchronization process, uncheck the Enable automatic synchonization option. Manual synchronization is accomplished by selecting the Synchronize All icon on the toolbar item. We do not recommend any other changes under the Options screen. However, there are some more preferences available which are configured under the Account configuration. To access these options, from the connector s toolbar menu select Accounts. On the Accounts screen, select Properties, and then go to the Other tab. Below is a screenshot of the Other tab screen. Here you can choose which items you want to synch. We recommend disabling the synch of any items not used. In the screenshot below, we ve disabled synching of the notes and journal items. You can also configure the direction of the synch, which is bi-directional by default. For instance, if you want the synch to only pull information from the synch server to Outlook, uncheck Items from Outlook and leave Items from Groupware selected. This can be helpful when you want to force the information in Outlook to match what is on the groupware server, or visa versa if the synch is done one way in the other direction. Outlook - WebDesk Synchronization Set Up Guide 3

4 Accessing the GroupWare Server Your subscription to the Outlook synchronization service includes an emarketfocus.net web mail account. By accessing the web mail account, you can view and manipulate the Outlook contact, appointment, and task information stored on the groupware server. To access the groupware server type in the following address in Internet Explorer: Below is a screenshot of the login screen that will appear. Enter in your login alias for the WebDesk as your user name, and use your default password for the WebDesk as the login password. In the screenshot below, we ve entered the login credentials

5 for John Doe. More Information One you are logged into the emarketfocus.net web mail, you have can access various information as follows: To access your contacts, click Address Book. To access your appointments, click Calendar. To access your tasks, click Calendar, and then select Tasks on the left. Market Focus has configured the web mail server to forward all messages received by it to the primary address you have given to Market Focus. As items in the calendar become due, the server will you reminders about them. The guidelines in this document are meant to facilitate the setup of the connector in relation to its use with the WebDesk service at Market Focus. More information about the Merak Outlook Groupware connector is available in the complete user guide from developer of the connector. To download the complete user guide, type the URL below into the address field of Internet Explorer: Outlook - WebDesk Synchronization Set Up Guide 5