Outlook Sync

Add Outlook Sync To Main Menu:

1. Right-Click on the Main Menu
2. Select ‘Add Mark-It Advantage Xi Program’ From The Popup Menu
3. Select ‘Outlook Sync’ from the list of programs and Click on [Add]
4. [Close] The Add Program Window

Running Outlook Sync:

Click on the “Outlook Sync” Icon in the Navigation Menu that was added from above:

Initial Sync Database Download:

IF YOU GET A MESSAGE THAT STATES YOU NEED A LICENSE TO USE OUTLOOK SYNC THEN DO THE FOLLOWING OTHERWISE SKIP TO THE NEXT STEP. The Sync process is accomplished by having a secondary database that holds information about the Outlook database and Mark-It Advantage Xi database.  You MUST download this database and install it in order to do the sync process.

1. At The Top of Mark-It Advantage Xi Click on the Support Icon
2. Click on Download Files From The Website
3. Type:   OutlookSync.exe and click on the [OK] button.
4. Open/Run the link
5. click on [Unzip] to install the files

Syncing Outlook and Mark-It Advantage Xi:

1. Click on the ‘Outlook Sync’ Icon that you added to the Main Menu
   
   
2. The following screen will display:

3. Place a checkmark in the options you want to sync then click Begin

1. Sync Outlook Contacts -> Mark-It Advantage Xi
   This moves all contacts from Outlook into the Mark-It Advantage Xi database
2. Sync Mark-It Advantage Xi Contacts -> Outlook
   This moves all contacts from Mark-It Advantage Xi into Outlook
3. Sync Outlook Calendar -> Mark-It Advantage Xi
   This Moves all Outlook Calendar Items and Tasks into Advantage Xi
4. Sync Mark-It Advantage Xi Calendar -> Outlook
   This Moves all Calendar Items and Tasks from Advantage Xi into Outlook
   
   NORMALLY ALL 4 ITEMS SHOULD BE CHECKED IF YOU WANT TO SYNC THE DATA BOTH WAYS – THIS WAY ADVANTAGE XI HAS WHAT IS IN OUTLOOK AND OUTLOOK HAS WHAT IS IN ADVANTAGE XI.
   
   
5. Classification:
   This allows you to select a specific classification from your Advantage Xi database that is used to determine which names are Synchronized.  You could add a classification to your database called ‘PocketPC’ that is used when synchronizing so that only those names that have
6. Use Record Owner on Clients:
   This option should be checked when you want to only sync client records that you are the record owner on.
   
   
7. Use Record Owner on ALL
   This option should be checked when you want to only sync records that you are the owner of no matter what contact type.
   
   

4. Click on the [Begin] button to start the sync process

OUTLOOK SYNC OPTIONS:

Click on the [SHOW OPTIONS] button to see additional options (see below)

GENERAL TAB:

• Import Outlook Pictures: If you have contact pictures in outlook and want to import those pictures into the Advantage Xi Images then check this option
  
  
• FORCE Update Of All Records: There may be a time when you want to make sure ALL records are checked and updates performed – check this option to force updates of all records.
  
  
• Mark Events More Than ____ Days Old As Completed. Manu users don’t complete tasks and events in the Outlook calendar and they just “fall off” the outlook calendar. Advantage Xi does not allow this and forces the user to complete the task or it will keep reminding you of the event until deleted or completed. By assigning this number (Default: 30) it will automatically complete any events in the Outlook Calendar as they are put into Advantage Xi that are over the assigned number of days – this way you don’t have a huge number of uncompleted events popup after your first Outlook Sync.
  
  
• Last Sync: This section shows the last time that the Contact and Calendar was synced – If for some reason you don’t have some records that you know were changed, you can back date this field(s) to make sure the system gets all changes since the last sync date. you can enter 1/1/1900 to make sure it goes through the entire database looking for changes.

CONTACT FOLDERS TAB:

The Contact Folders list allows you to pick which Outlook Folders you Want to Sync with – when syncing a classification will be added to contacts like [[Contacts]] if you are syncing to the [Personal Folder]-Contacts of Outlook. Simply check the folders you want to sync with.

EMAIL TAB:

The Email tab allows you to import exiting Outlook Emails and Folders into the Mark-It Advantage Xi Email module. THIS FEATURE IS STILL IN BETA DUE TO A PROBLEM WITH A FILE CALLED REDEMPTION.DLL THAT IS CREATED BY ANOTHER COMPANY. THIS FILE CAUSES THE SYSTEM TO STOP RUNNING AFTER A LARGE NUMBER OF EMAILS HAVE BEEN CONVERTED. YOU HAVE TO RUN THE IMPORT AGAIN IF YOU GET THE ERROR. SEE DOWNLOAD INSTRUCTIONS: http://www.advantagexi.com/training/outlooksyncemailimport.htm

Most users will leave the 4 checkboxes UNCHECKED because they are not needed but if you want the emails in these folders then check as desired…

Click the Begin Email Import to start the import

UTILITIES TAB

There may be a time when you need to delete all records from Outlook and bring everything from Advantage Xi into Outlook – If you have sync’d before you need to use one or both the buttons in the utilities tab to remove link information that helps link contacts and calendar entries in each of the databases. ONLY DO THIS IF YOU HAVE DELETED ALL DATABASE ENTRIES FROM OUTLOOK – if you have deleted entries from outlook and don’t use this button then it will add a classification to each contact called [Outlook Deleted] and will prevent these records from going back to Outlook when you press the sync button.

SPECIAL NOTES:

If you did delete names form Outlook and contacts in Mark-It Advantage Xi are assigned to the [Outlook Deleted] classification then you can goto a contact > click on the Additional Info tab > click on the CLASSIFICATION heading to display the master list of classifications and select the [Outlook Deleted] and press the RED X to remove it from the MASTER LIST – when this is done ALL RECORDS that were assign this classification will have it removed from their list and all records will once again be able to sync back to Outlook. When records are marked with [Outlook Deleted] it is assumed that you have deleted them from outlook for a purpose and do not wish to have them put back into that database.