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Zurmo Outlook Plugin Guide - Powered by ImplicitSync
Zurmo Outlook Plugin Guide - Powered by ImplicitSync
Zurmo Outlook Plugin Guide - Powered by ImplicitSync
Contents
1. Introduction ........................................................................................................................................
2. Installation ..........................................................................................................................................
2.1 Preparing for the installation ..............................................................................................................
2.2 Installing the Pre-Requisites Components ..........................................................................................
2.3 Installing the Implicit Sync Outlook Add-In .........................................................................................
3. Initial Configuration ..............................................................................................................................
4. Zurmo OPI User Interface ................................................................................................................
5. Categorization ...................................................................................................................................
5.1 Overview .........................................................................................................................................
5.2 Categorizing Outlook Items...............................................................................................................
5.2.1 Categorizing Contacts, Appointments and Tasks .......................................................................
5.2.2 Batch Categorization ..................................................................................................................
6. Synchronization .....................................................................................................................................
6.1 Synchronization of Contacts, Calendars and Tasks ...........................................................................
6.2 Marking Items for Synchronization ..................................................................................................
6.3 Synchronization Priority ....................................................................................................................
6.4 Offline Mode ...................................................................................................................................
6.5 Periodic Synchronization.................................................................................................................
6.6 Manual Synchronization ...................................................................................................................
6.7 Synchronizing with Mobile Phones ...................................................................................................
7. Uploading Email Messages ..................................................................................................................
7.1 Manual Uploading of Outgoing Email ...............................................................................................
7.2 Manual Uploading of Incoming Email ...............................................................................................
7.3 Automatic Uploading of Email based on Pre-Set Rules ....................................................................
7.3.1 Contact Based Rules ......................................................................................................................
7.4 Implicit Sync System Tray (Taskbar) Application ............................................................................
1. Introduction
The Zurmo Outlook Add-in allows you to synchronize your Microsoft Outlook® contacts, appointments
and tasks with you’re your Zurmo account. It also enables you to upload incoming and outgoing email
messages from Outlook to Zurmo.
2. Installation
2.1 Preparing for the installation
Before running the Outlook Add-in installation, make sure that the version of the add-in matches the
version of Office you have installed on your desktop (2007 or 2010 32/64 bit).
If you are upgrading from a previous version, make sure to uninstall the previous version before
installing the new one. To do so, launch Control Panel and go to “Programs and Features” (Vista and
Windows 7) or “Add/Remove Programs” (XP), select the Implicit Sync Outlook Add-In and click ‘Remove’.
Make sure to close any Office application before running the installer.
Net Framework 2.0 and above (2007) and .Net Framework 4 client profile (Outlook 2010)
Microsoft Sync Framework 2.0 Core Components
Microsoft Office 2007 Primary Interop Assemblies.
Microsoft SQL Compact Edition.
Microsoft Visual Studio for Office second Edition Runtime
Once the installation of the pre-requisites is completed, the installer will begin installing the Implicit
Sync Add-in.
3. Initial Configuration
Upon Launching Outlook for the first time after install, you’ll be prompted to enter the license key and
Client ID. Both of these can be provided to you by the Zurmo Support team:
The following ‘Welcome Dialog’ will show up and prompt you to enter your user name and password
that you use to login to Zurmo. You also need to select the root folder where the synchronization will
occur. If you are using Exchange and you’d like to synchronize the items in your Exchange mailbox,
select the mailbox name. Otherwise, if you are using Outlook in a standalone mode, Outlook “Personal
Folders” or “Outlook Data File” will be used.
Fig. 7 - Welcome Dialog
Upon clicking “Configure Application” the Outlook add-in will communicate with Zurmo to retrieve the
configuration information and setup a “Zurmo” folder in the folders of your Outlook profile.
4.1 Toolbar
Zurmo Outlook Add-in adds a custom toolbar (ribbon on Outlook 2010) to Outlook’s main window. The
toolbar supports the following functions:
To select a category, you can start typing in the drop-down list control. The control will present you with
all the categories that match the search string. Alternatively, you can click the dropdown to see a full list
of values.
If you do not see the Account you are looking for in the list then the “Refresh” button will allow you to
force synchronization of all categories with Zurmo.
The “Add” button will allow you to add additional categories to the list, however at this time these will
only appear in Outlook. Adding an Account category will not create an account record in Zurmo.
5.2 Categorizing Outlook Items
6. Synchronization
By default all Contacts, Meetings and Tasks owned by your Zurmo user will sync to Outlook. If a contact
is later reassigned to another use in Zurmo the contact will be removed from your Outlook address
book.
By default objects created in Outlook will not synchronize automatically to Zurmo, so you don’t have to
worry about your Dentist appointment showing in Zurmo, instead items can be marked for
syncronisation. To make things easy provide a few different methods for you to do this.
A. Check the “Synchronize this item” box at the bottom of the Outlook object to mark this one item
for synchronization to Zurmo.
B. Select one or multiple objects in outlook and click the “Sync Categories” button from the tool
bar.
C. Alternatively, you can use Outlook’s native categories. When the Zurmo add-in is installed it will
automatically create an Outlook category called “Synchronize to Implicit Sync”. Selecting this
category will also mark the item for synchronization
Priority can be set by the user in the “Implicit Sync > Options” area, see section 4.2
Select the type of items you’d like to synchronize and click the Synchronize button.
Once marked for upload all emails will be given the Outlook category “Sync to implicit Sync” to that you
know which have been archived.
If you wish to archive emails you have sent then you can simply open your “Sent” folder, select the
emails you wish to archive and upload the email in the same way.
Remember you can also “upload” an email from the right-click context menu and selecting “Upload
Email”
The Taskbar application manages the upload queue outside Outlook such that the process runs in the
background while you can continue to work with Outlook. You can:
Hold and resume the upload process
Cancel a specific message upload
Retry if upload has failed
Move message up or down in priority
The Taskbar application also allows you to view the status of each message: Pending / Active / Done. It
also includes the categories associated with each message
The taskbar application is particularly useful when working offline and selecting and categorizing
messages for upload. All messages will be queued up by the taskbar application and will be uploaded to
the CRM application next time you go online.