19b. Outlook Integration – Events [5:49]

Description: This video provides an overview of how to push and pull events to and from the Core4 and Microsoft® Outlook.

Transcript:
Let’s take a closer look at Microsoft Outlook Integration in the Core4. In this video we’ll review how to push and pull events to and from the Core and Outlook. Outlook integration requires purchasing, installing, and registering the Outlook Manipulator plug-in. Let’s review some basic rules when pulling events from Outlook into the Core4.

  • Before pulling events, the Core user must have a default calendar set up in the Core4. The event pull routine will import events from the default calendar in Outlook. All events pulled from Outlook will populate the default calendar in the Core for the currently logged in Core user.
  • Events marked as “private” in Outlook are completely ignored.
  • During the pull process, records that are deleted in Outlook are not deleted in the Core4. So if you delete an event in Outlook that has a matching record in the Core4, then you will need to manually delete that event in the Core4.
  • Event category fields will be populated in the Core4 during the pull process. However, if an Outlook event category does not exist in the Core4, or the Outlook event has multiple categories, then the category field will be left blank in the Core.

1:41 Let’s begin by checking the Categories we have set up for events. Navigate to Core > Preferences > Global Settings > Activity Categories > Events tab. Here you may add or edit Event Categories. When pulling events from Outlook the Category field will be populated in the Core4 only if it is listed here. Please note that Outlook may let you assign multiple categories to an event, but the Core allows you to assign only 1 category per event. So if you pull events from Outlook with unsupported categories into the Core4, then the Category field will be blank.

2:29 Here in the Core4, navigate to the Activities tab in order to pull or push events. Select Core > and here I have all of the Activity-related Outlook data exchange options. Select “Pull Events from Outlook.” You’ll receive an alert of the number of events that will be imported. Now I’ve successfully pulled in 14 events from Outlook.

3:10 Next let’s review rules when pushing events from the Core4 to Outlook.

  • All events in the found set will be pushed including events that do not belong to the Core user’s default calendar.
  • Events marked as “private” in Outlook are completely ignored.
  • Matching records that are deleted in the Core4 are not deleted in Outlook during the push process. If you delete a Core4 event that has a matching record in Outlook, you must delete that Outlook event manually.

3:48 First let’s perform a find for all events. Here we have 60 events in the found set. These events are assigned and linked to multiple Core users. You also have the option to perform a find for events that belong to any Core user to then push to Outlook. I’ll go ahead and push all the Core4 events into Outlook. Select Core > “Push Events to Outlook.” 60 events will be exported to Outlook. Here we can see all the Outlook event reminders popping up, and 60 events were successfully pushed to Outlook. If we go to the Outlook calendar, we can see that it is now populated with all of the events from Core4.

5:04 This is just a brief overview of the many features and possibilities of the Core4. For more information on what the Core can do for you please visit http://www.Core4CRM.com, review the videos and documentation, and try a demo.

5:22 Please contact us via email, phone, or browse our forum if you have additional questions. We look forward to hearing from you and automating your business to operate more efficiently.

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