Calendar & Contacts (Outlook Synchronization)
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- Georgia Cannon
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1 Learning Objectives You can synchronize your Selltis Calendar and Contacts with Outlook, and viceversa. If you use this feature, you ll be able to view key data in both locations, and you ll receive calendar event alerts through both programs, too. In this module you will learn how to: Set up the Selltis-to-Outlook Synchronization for Calendars Set up the Selltis-to-Outlook Synchronization for Contacts Perform a Manual Synchronization Note: A Cheatsheet is available on the last page of this document for you to print out and use as a quick reference tool. Getting to the Outlook Synchronization Setup To get to your synchronization options, follow these steps: 1. Hover over the Tools option and select Personal Options from the resulting drop-down menu. Page 1 of 28
2 2. You will be sent to the Personal Options screen. Go to the menu on the left side of the screen and click Application links. 3. Now you will see two options in the Conduit section: MS Outlook Calendar and MS Outlook Contacts. Page 2 of 28
3 Synchronizing Selltis with your MS Outlook Calendar 1. In the Conduit section of the Synchronization setup, click MS Outlook Calendar. 2. Go to the right of the Conduit section and select the way in which you want your Outlook Calendar to synchronize with Selltis. You will have four options to choose from: Two-way Synchronization Select this option if you want Selltis and Outlook to have the same calendar information. Changes in either program are synced to the other program. Selltis to Outlook only Select this option if you just want Selltis to send its Calendar data into Outlook. Outlook to Selltis only Select this option if you just want Outlook to send its Calendar data into Selltis. Inactive Select this option if you don t want either program to share data with the other. The steps to syncing your systems will change depending on which one you select. For more information, see each option s respective sections. Page 3 of 28
4 Two-Way Synchronization 1) After you select the Two-way synchronization option, go to the right of the conduit s properties list and choose which system s data you want to take precedence over the other in the event of conflicting appointments. If you choose Selltis overwrites Outlook, the Selltis Calendar Events will always replace the Outlook ones when they are on the same day and at the same time. If you choose Outlook overwrites Selltis, the Outlook Calendar Events will always replace the Selltis ones when they are on the same day and at the same time. 2) Once that s done, go down to the Synchronize Appointments: section and set a timeframe for your calendar synchronization. Click on the first drop-down box to select how many previous months worth of calendar events you want to transfer, and click the second dropdown box to select how many future months worth of calendar events you want to transfer. 3) When you re done with that, go to the From Selltis Synchronize section and determine which of Selltis appointments you want to put into Page 4 of 28
5 Outlook. You will have three options to choose from: My Appointments only Pick this if you only want to transfer Selltis appointments linked to you. Appointments linked to Group Pick this and select a group from the drop-down box if you want to transfer a particular group s appointments from Selltis into Outlook. Note: Click the Load button to populate the drop-down box with the groups in Selltis database. All Appointments Pick this if you want to transfer all of the appointments in Selltis database into Outlook. 4) The Synchronize Deletions box below that section is where you set whether or not you want Selltis to delete any records that have been deleted in Outlook. Normally you do not want to check this box, since the records in Selltis could be linked to other data, but if you find you do, in fact, want Selltis to Page 5 of 28
6 delete a record once its corresponding record in Outlook is deleted, check this box. 5) The Add records to Selltis as drop-down menu lets you specify whether any new records you create in Outlook will be imported into Selltis as private or shared. 6) After you choose whether you want those records Outlook imports into Selltis to be private or public, go to the Auto Sync check box. If you check the box, type a number into the minutes data field and the programs will sync at that interval. Note: The default setting is 5 minutes. 7) Check the Run Hidden check box if you don t want to see the status of the synchronization as it runs. In that case, it will run from the system tray in the lower-right hand corner of your screen. Note: It is recommended that you leave this box unchecked. Page 6 of 28
7 8) Finally, after you re done setting all of your options, go to the bottom of the page and click OK. Your settings will go into effect soon after. Page 7 of 28
8 Selltis to Outlook only Synchronization 1) After you select the Selltis to Outlook only option, go down to the Synchronize Appointments: section and set a timeframe for your calendar synchronization.. Click on the first drop-down box to select how many previous months worth of calendar events you want to transfer, and click the second dropdown box to select how many future months worth of calendar events you want to transfer. 2) When you re done with that, go to the From Selltis Synchronize section and determine which of Selltis appointments you want to put into Outlook. You will have three options to choose from: My Appointments only Pick this if you only want to transfer Selltis appointments linked to you. Page 8 of 28
9 Appointments linked to Group Pick this and select a group from the drop-down box if you want to transfer a particular group s appointments from Selltis into Outlook. Note: Click the Load button to populate the drop-down box with the groups in Selltis database. All Appointments Pick this if you want to transfer all of the appointments in Selltis database into Outlook. 3) After you choose whether you want those records Outlook imports into Selltis to be private or public, go to the Auto Sync check box. If you check the box, type a number into the minutes data field and the program will sync at that interval. Note: The default setting is 5 minutes. 4) Check the Run Hidden check box if you don t want to see the status of the synchronization as it runs. In that case, it will run from the system tray in the lower-right hand corner of your screen.. Note: It is recommended that you leave this box unchecked. 5) Finally, after you re done setting all of your options, go to the bottom of the page and click OK. Your settings will go into effect soon after. Page 9 of 28
10 Outlook to Selltis only Synchronization 1) After you select the Outlook to Selltis only option, go down to the Synchronize Appointments: section and set a timeframe for your calendar synchronization. Click on the first drop-down box to select how many previous months worth of calendar events you want to transfer, and click the second dropdown box to select how many future months worth of calendar events you want to transfer. 2) Go to the Synchronize Deletions box next so you can set whether or not you want Selltis to delete any records that have been deleted in Outlook. Normally you do not want to check this box, since the records in Selltis could be linked to other data, but if you find you do, in fact, want Selltis to delete a record once its corresponding record in Outlook is deleted, check this box. 3) After that, go to the Add records to Selltis as drop-down menu and specify whether any new records you create in Outlook will be imported into Selltis as private or shared. Page 10 of 28
11 4) After you choose whether you want those records Outlook imports into Selltis to be private or public, go to the Auto Sync check box. If you check the box, type a number into the minutes data field and the programs will synch at that interval. Note: The default setting is 5 minutes. 5) Normally when you sync Selltis with Microsoft Outlook, a Sync Progress bar appears on your screen. However, if you check the Run Hidden check box, it won t appear in front of you. Instead, the sync will happen in the background, and an icon will appear in the system tray in the lower-right hand corner of your screen when it finishes. Page 11 of 28
12 Note: It is recommended that you leave this box unchecked. 6) Finally, after you re done setting all of your options, go to the bottom of the page and click OK. Your settings will go into effect soon after. Inactive This is the default synchronization setting for Selltis, and neither program will send any data to the other when it is selected. Page 12 of 28
13 Synchronizing Selltis with your MS Outlook Contacts 1. Go back to the Conduit section of the Synchronization setup and click MS Outlook Contacts. Note: Setting up your Contacts Synchronization is identical to setting up your Calendar Synchronization. As such, the following instructions are almost exactly the same as the instructions preceding them. 2. Go to the right of the Conduit section and select the way in which you want your Outlook Contacts to synchronize with Selltis. You will have four options to choose from: Two-way Synchronization Select this option if you want Selltis and Outlook to have the same contact information. Page 13 of 28
14 Selltis to Outlook only Select this option if you just want Selltis to send its contact data into Outlook. Outlook to Selltis only Select this option if you just want Outlook to send its contact data into Selltis. Inactive Select this option if you don t want either program to share data with the other. The steps to syncing your systems will change depending on which one you select. For more information, see each option s respective sections. Two-Way Synchronization 1) After you select the Two-way synchronization option, go to the right of the conduit s properties list and choose which system s data you want to take precedence over the other in the event of conflicting contacts. If you choose Selltis overwrites Outlook, the Selltis contacts will always replace the Outlook ones when they have conflicting information. If you choose Outlook overwrites Selltis, the Outlook contacts will always replace the Selltis ones when they have conflicting information. 2) Once that s done, go to the From Selltis Synchronize section and determine which of Selltis contacts you want to put into Outlook. Page 14 of 28
15 You will have three options to choose from: My Contacts only Pick this if you only want to transfer Selltis contacts linked to you. Contacts linked to Group Pick this and select a group from the drop-down box if you want to transfer a particular group s contacts from Selltis into Outlook. Note: Click the Load button to populate the drop-down box with the groups in Selltis database. All Contacts Pick this if you want to transfer all of the contacts in Selltis database into Outlook. 3) The Synchronize Deletions box below that section is where you set whether or not you want Selltis to delete any records that have been deleted in Outlook. Normally you do not want to check this box, since the records in Selltis could be linked to other data, but if you find you do, in fact, want Selltis to delete a record once its corresponding record in Outlook is deleted, check this box. Page 15 of 28
16 4) The Add records to Selltis as drop-down menu lets you specify whether any new records you create in Outlook will be imported into Selltis as private or shared. 5) After you choose whether you want those records Outlook imports into Selltis to be private or public, go to the Auto Sync check box. If you check the box, type a number into the minutes data field and the programs will sync at that interval. Note: The default setting is 5 minutes. 6) Check the Run Hidden check box if you don t want to see the status of the synchronization as it runs. In that case, it will run from the system tray in the lower-right hand corner of your screen. Note: It is recommended that you leave this box unchecked. 7) Finally, after you re done setting all of your options, go to the bottom of the page and click OK. Your settings will go into effect soon after. Page 16 of 28
17 Selltis to Outlook only Synchronization 1) After you select the Selltis to Outlook only option, go to the From Selltis Synchronize section and determine which of Selltis contacts you want to put into Outlook. You will have four options to choose from: My Contacts only Pick this if you only want to transfer Selltis contacts linked to you. Contacts linked to Group Pick this and select a group from the drop-down box if you want to transfer a particular group s contacts from Selltis into Outlook. Note: Click the Load button to populate the drop-down box with the groups in Selltis database. All Appointments Pick this if you want to transfer all of the contacts in Selltis database into Outlook. 2) After you choose whether you want those records Outlook imports into Selltis to be private or public, go to the Auto Sync check box. Page 17 of 28
18 If you check the box, type a number into the minutes data field and the programs will synch at that interval. Note: The default setting is 5 minutes. 3) Check the Run Hidden check box if you don t want to see the status of the synchronization as it runs. In that case, it will run from the system tray in the lower-right hand corner of your screen. Note: It is recommended that you leave this box unchecked. 4) Finally, after you re done setting all of your options, go to the bottom of the page and click OK. Your settings will go into effect soon after. Page 18 of 28
19 Outlook to Selltis only Synchronization 1) After you select the Outlook to Selltis only option, go to the Synchronize Deletions box so you can set whether or not you want Selltis to delete any records that have been deleted in Outlook. Normally you do not want to check this box, since the records in Selltis could be linked to other data, but if you find you do, in fact, want Selltis to delete a record once its corresponding record in Outlook is deleted, check this box. 2) After that, go to the Add records to Selltis as drop-down menu and specify whether any new records you create in Outlook will be imported into Selltis as private or shared. 3) After you choose whether you want those records Outlook imports into Selltis to be private or public, go to the Auto Sync check box. If you check the box, type a number into the minutes data field and the programs will synch at that interval. Note: The default setting is 5 minutes. Page 19 of 28
20 4) Check the Run Hidden check box if you don t want to see the status of the synchronization as it runs. In that case, it will run from the system tray in the lower-right hand corner of your screen. Note: It is recommended that you leave this box unchecked. 5) Finally, after you re done setting all of your options, go to the bottom of the page and click OK. Your settings will go into effect soon after. Inactive This is the default synchronization setting for Selltis, and neither program will send any data to the other when it is selected. Page 20 of 28
21 Performing a Manual Synchronization Before you attempt to manually sync Selltis and Outlook, remember that you can set an Auto Sync to occur on a regular basis. Auto Sync The Auto Sync option is available at the bottom of the Application Links section of the Personal Options screen. This option will automatically synchronize your selected conduits (Calendars and/or Contacts) according to the timeframe you enter into the Auto Sync settings. Note: This selection applies to all enabled Outlook Conduits (Calendars and/or Contacts). Page 21 of 28
22 Manual Sync If you ever want to manually sync your Calendar and Contacts, do the following: 1. Hover your mouse icon over the Tools option and select Sync with MS Outlook from the resulting drop-down menu. 2. The Selltis PC Link notification window will appear. The sync should begin shortly after. Page 22 of 28
23 3. Then another window will pop-up, notifying you that sync is taking place. 4. When your sync is complete, the window will read Sync Completed. Page 23 of 28
24 Activities: Calendars & Contacts The following activities will help you 1) document your standard practices for entering Calendar & Contact Outlook Synchronization options, and 2) practice what you learned in this chapter. Standard Practices 1. Calendar Synchronization Has your company elected to use the Outlook Calendar Synchronization feature? Yes No If yes, indicate the processes that will be the standard setup: Process Item CONDUIT PROPERTIES Two-way Synchronization Selltis to Outlook only Outlook to Selltis only Inactive Company Standard Practice Place an X adjacent to the processes OVERWRITE Selltis Overwrites Outlook Outlook Overwrites Selltis Place an X adjacent to the processes SYNCHRONIZE APPOINTMENTS From To Enter # of months WHAT SELLTIS APPOINTMENTS TO SYNCHRONIZE Place an X adjacent to the processes Page 24 of 28
25 My Appointments Only Appointments Linked to Group Group (enter Group name) All Appointments DELETIONS Synchronize Deletions Place an X adjacent to the processes PRIVATE OR SHARED RECORDS Private Shared Place an X adjacent to the processes GENERAL SETTINGS Auto Sync Interval (in minutes) Run Hidden (icon) Place an X adjacent to the processes 2. Contact Synchronization Has your company elected to use the Outlook Contact Synchronization feature? Yes No If yes, indicate the processes that will be the standard setup: Process Item CONDUIT PROPERTIES Two-way Synchronization Selltis to Outlook only Outlook to Selltis only Inactive Company Standard Practice Place an X adjacent to the processes Page 25 of 28
26 OVERWRITE Selltis Overwrites Outlook Outlook Overwrites Selltis Place an X adjacent to the processes WHAT SELLTIS CONTACTS TO SYNCHRONIZE My Contacts Only Contacts Linked to Group Group (enter Group name) All Contacts Place an X adjacent to the processes DELETIONS Synchronize Deletions Place an X adjacent to the processes PRIVATE OR SHARED RECORDS Private Shared Place an X adjacent to the processes GENERAL SETTINGS Auto Sync Interval (in minutes) Run Hidden (icon) Place an X adjacent to the processes Practice Activities 1. Locate the screen where you manage Calendar and Contacts Synchronization settings. Page 26 of 28
27 2. Synchronize Calendar Events from your Outlook Calendar into Selltis from 2 months ago and to 6 months from today. 3. Set the Auto Sync to occur every 10 minutes. 4. Perform a Manual Sync. Page 27 of 28
28 Cheatsheet This Cheatsheet serves as a quick-reference guide for the Outlook synchronization section of the Selltis Training Module. Print it out and hang it up near your computer. Set up the Synchronization (Personal Options) Auto Synchronization Manual Synchronization i.two-way Synchronization select this option if you want to synchronize data from Selltis to Outlook as well as from Outlook to Selltis ii.selltis to Outlook only select this option if you only want to send Contacts that are in your Selltis Contact List to Outlook (this option means that no events in your Outlook Contacts List will be brought into your Selltis Contacts List) iii.outlook to Selltis only - select this option if you only want to send Contacts that are in your Outlook Contacts List to Selltis (this option means that no events in your Selltis Contacts List will be brought into your Outlook Contacts List) iv.inactive select this option to disable the Selltis to Outlook Contacts Synchronization feature (this option is the default)
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