04. Contacts, Calendar, Notes, & Tasks [11:28]

Description: This video explains the following:

  • Adding new FileMaker records
  • Adding/Updating records
  • Displaying and Deleting records in Outlook
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Transcript:

In this video we’re going to look at how to work with the areas of Contacts, Calendar, Notes, & Tasks using the Outlook Manipulator for Mac plug-in. When you’re working in each of these areas with an Exchange account, importing data and working with records is essentially the same. For demonstration purposes let’s take a closer look at each area.

0:36 First let’s review the Contacts area. So here I have the demo file open. I’ve already registered the plug-in and Authenticated to Outlook. Now let’s navigate to the Contacts tab. I will go ahead and select the “Clean Import from Outlook” button. 9 contact records have been imported from Outlook. Let’s click on a record to view details. Here is Johnny Smith’s contact record. Let’s see how we could update his record in Outlook. So let’s change Johnny to John. Then simply select the “Add/Update Outlook” button. You’ll be prompted if you would like to update this single record, or update all records in the set. I’ll select “Single” to update only Johnny’s contact record. If we navigate to Outlook we can see that Johnny Smith’s record is now listed as John Smith. Let’s click on another record’s Detail View. From this window we can display this record in Outlook with this button. You also have the option to delete a record in Outlook with this button. Let’s go ahead and do that now. As you can see Jordan James is no longer listed as a contact record in Outlook. Next let’s try adding a new contact record to Outlook. So from the Contacts tab, select the “New Contact” button. You could also select this “New FM record” button to add a new contact. So now let’s add this record to Outlook by simply clicking on the “Add/Update Outlook” button. Now let’s navigate back to Outlook, and here is Jay Taylor from Taylor & Co. who now exists in Outlook!

3:38 Now let’s take a look at exchanging Calendar data. This time we’ll be working from the Calendar tab. Select the “Clean Import from Outlook” button. Here we have our 16 events that have been imported from Outlook. Let’s say there was a change of date on 2 of your events. So let’s click on an event’s Detail View and let’s change the date from the 30th to the 31st for this IT Meeting, and for this Client Meeting let’s change it from the 1st to the 2nd. Then select the “Add/Update Outlook” button. You’ll receive the prompt asking if you would like to update all records or the single record. I’ll select All to update all records. Now let’s navigate to Outlook. Here you can see the IT Meeting has been changed to the 31st, and the Client Meeting has been changed to the 2nd. Next let’s try adding a new event. Simply click on this “New Event” button. Now we’re ready to add this event to Outlook. Click on the “Add/Update Outlook” button. And now here is the Outlook ID, and here is the new event which you have just added. Now let’s view one of these records in Outlook. You would simply click on this “Display in Outlook” button. Let’s say this event had to be cancelled and you wanted to delete it. You would simply click on this “Delete in Outlook” button. And now the Marketing Meeting that was scheduled for February 2nd is no longer existent in Outlook.

6:52 Next let’s review the Notes area. From the Notes tab, select the “Clean Import from Outlook” button. Here are all the imported notes from Outlook, and here is a Detail View. Let’s update this note information. Now before we update this note in Outlook, let’s add a new FileMaker record using this button for demonstration purposes. Then click the “Add/Update Outlook” button. I’ll select All to update all records in the set. Now let’s navigate to Outlook. Here is the note we have just created, and here is the note that we have just updated. As you can see, all updated content now exists in Outlook. Let’s try displaying a note in Outlook. Simply click on a note’s Detail View, and then select this “Display in Outlook” button. If you wanted to delete the note simply click the “Delete in Outlook” button. Now if we navigate back to our notes in Outlook, we can see that the Blog Site note has been deleted.

8:42 Lastly, let’s review the Tasks area. Now we’ll be working from the Tasks tab. Select the “Clean Import from Outlook” button. Here are the 6 task records in Outlook that have been imported. And here is a Detail View. If you wanted to display this record in Outlook simply select the “Display in Outlook” button. Now let’s say this task importance needs to be changed to “high.” We can do that here. To update the record, simply select the “Add/Update Outlook” button. I will select Single to update this one record. Now let’s navigate over to Outlook, and the task priority is now “high” in Outlook. Let’s add a new task with this “New Task” button. Again, select the “Add/Update Outlook” button. And now the task record exists in Outlook. If you wanted to delete this record simply click on “Delete in Outlook.” This will permanently delete the record for you. Let’s check in Outlook, and now the record has been deleted.

10:57 Please utilize all available tools we provide such as additional Training Videos, Documentation, and download a Demo. If you need additional assistance place contact us.  Thank you for watching and we look forward to hearing from you!

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