Outlook synchronization - Overview
How Does BigContacts Synchronize with Outlook?
The Outlook synchronization module gives the administrator of your account a great deal of flexibility in choosing the level of synchronization that they want for each individual user in your company/team. The administrator can determine what Contacts, Meetings, and Tasks will synchronize from BigContacts into that user's Outlook client.
Enter your synchronization preferences
The main decision point here is to determine whether you want ALL Contacts, Meetings or Tasks to synchronize to that user's Outlook account or just those items that are assigned to that user.
Below is a screenshot from the user profile within your BigContacts account.
Download the Outlook synchronization plugin
After these settings have been reviewed by your administrator you are now ready to download your Outlook synchronization plugin. One of the great options in the plugin is that you can choose how often you would like to have all of your Contacts, Meetings,
Also available here: https://spaces.hightail.com/receive/EGSfTaMzGx
The BigContacts Outlook synchronization plugin will allow you to synchronize as often as every minute!
At BigContacts, its our
Synchronizing Your Contacts
Whether you are adding a contact in BigContacts or adding a contact in Outlook, it is easy to synchronize between these two applications.
- Adding a contact in BigContacts
The administrator of your account will determine what contacts will synchronize between BigContacts and your individual Outlook client on your PC. Any contacts that are added to your BigContacts account either individually or through a contact
itwill be synchronized according to the rulesset by your administrator.
- Adding a contact in Outlook If you are adding a new contact into Outlook you will click on the same " New" button that you would normally use.
There is only one additional step required from Outlook in order to mark this contact for synchronization to your BigContacts account. You will need to click on
a newbutton labeled " Sync Categories" that you will find in your toolbar. This is a new button that will appear as a result of the plug-in.
After you press this button a popup will open and you confirm that you wish to synchronize this contact between Outlook and BigContacts. This is a
one time settingand you will now be able to keep this contact synchronized between the two applications.
One thing that you will find throughout the synchronization process is that it is always easier to manage things directly from BigContacts and automatically and works in the background. There are no additional buttons to select to confirm synchronization.
Synchronizing Your Calendar
- Scheduling a meeting in BigContacts
Any meeting that you schedule in BigContacts will automatically synchronize with your Outlook calendar. There is nothing special or no additional steps needed â simply add the meeting and it will synchronize for you.
- Scheduling a meeting in OutlookHere again you
will select the same "New" button as you have always done to create a new meeting in Outlook. There is one big limitation that Outlook has that we have compensated for. Outlook does not associate a meeting directly with a contact in your Outlook database. After entering the meeting details you will again Categories" button that is visible in your Outlook toolbar.
After the pop-up opens
, you will be able to choose the type of contact and select the actual contact name. This will directly associate the meeting with a contact record so that when it synchronizes with your BigContacts account it will properly link the meeting to the contact record for you.
Synchronizing Your Tasks
- Assigning a task in BigContactsAny task that you schedule in BigContacts will automatically synchronize with your Outlook calendar. There is nothing special or no additional steps needed â simply add the task and it will synchronize for you.
- Assigning task in OutlookOutlook has the same limitations here as with meetings. Tasks are not able to be assigned directly to a contact in the Outlook database. We offer the same workaround for this Outlook limitation as we do for meetings. You will follow the same steps as noted above and your task will be associated with the proper contact record in your BigContacts.
Synchronizing Your Email
BigContacts has always offered the ability to automatically capture and store all your communication in each of your contact records. We offer a unique feature that we call our " email dropbox" that will
If for some reason, you have chosen not to use this automated email capture you can still selectively choose emails from your Outlook inbox and send them into the appropriate contact record as needed. This is a great way to insert important emails into the history of
From your Outlook email inbox