Outlook Synchronization powered by Implicit Sync - How to Sync Meetings

Once your Outlook Sync Plugin is set up, syncing meetings between Outlook and BigContacts becomes more than calendar sharing. It helps you keep track of every scheduled conversation, demo, or follow-up—while ensuring those events stay connected to the right contacts inside your CRM.

This guide shows you how to create meetings on either side using the plugin and link them to the appropriate contact record. We’ll also cover what happens when you edit or delete a meeting so you always know what to expect.

Creating a Meeting in BigContacts

To schedule a meeting from your BigContacts account:

1. Navigate to the calendar view
2. Click to add a new meeting
3. Fill in the details as usual

If your sync plugin is set to run automatically, the meeting will sync to Outlook during the next cycle. If not, you can manually trigger a sync from Outlook using the Sync Now button.

Creating a Meeting in Outlook

To sync a meeting from Outlook to BigContacts and properly link it to a contact:

1. Start a new meeting

Go to your Outlook calendar and click the New button to open the meeting form.

2. Fill in the meeting details

Enter the Subject, Location, Start and End times, and any additional meeting notes.

3. Mark the meeting for sync

Click the Sync Categories button in the Outlook toolbar after the plugin is installed.

4. Link the meeting to a contact

In the Sync Categories window:

• Use the Type of Contact dropdown to select either Business or Individual
• Then, in the Contact Name field, begin typing the name of the contact you want to link this meeting to
• The dropdown will autofill as you type

Note: The contact list shows only the first 100 records. If you don’t see the contact immediately, typing the name will help locate it quickly.

5. Confirm your selections

Once you've selected the contact, click OK to save the sync settings.
 

Syncing the Meeting

If your plugin is configured to sync automatically, the meeting will sync during the next scheduled cycle. If not:

To sync manually:

1. Open the Outlook Sync tab
2. Ensure “Appointments” is checked
3. Click Sync Now

Important Notes About Meeting Sync
 

Editing Meetings

You can make changes to a meeting in either BigContacts or Outlook. Updates will sync both ways, provided the meeting was previously marked for sync.

Deleting Meetings

Meeting deletions behave differently depending on where they’re removed:

• If a meeting is deleted in BigContacts, it will be removed from Outlook during the next sync
• If a meeting is deleted in Outlook, it will not be removed from BigContacts

This rule prevents accidental data loss and ensures meetings aren’t unintentionally erased from your CRM.