19d. Outlook Integration – Contacts [7:03]

Description: This video provides an overview of how to push and pull contacts 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 contacts to and from the Core4 and Outlook. Outlook integration requires purchasing, installing, and registering the Outlook Manipulator plug-in. Let’s review some basic rules when pulling your Contacts from Outlook into the Core4.

  • The intention is to perform a one time import to gather all Outlook contacts, and populate those contacts in the Core. After the initial import the Core should be the master repository for all contacts from that point forward.
  • Organizations may want the option to continuously update and modify contacts in Outlook. However, there is no conflict resolution. Outlook contacts will override any record in the Core when a matching contact record is found even if the contact was last modified in the Core.
  • The Outlook picture field will not be populated. This feature is not yet supported by the Outlook Manipulator.
  • The import will pull records from the default Outlook Contacts folder.
  • Contacts that are marked as “private” in Outlook are completely ignored.
  • Records that are deleted in Outlook are not deleted in the Core4 during the pull process. If you delete an Outlook contact that has a matching record in the Core, then you must delete the Core4 contact record manually.

1:54 Here in Outlook, I can see that I have 23 contacts in the default folder. To import contacts from Outlook into the Core, navigate to Core > Preferences > Global Settings > Plug-ins > Outlook Manipulator tab. Here you can set Contact Field Mapping before the import. We have Phone Fields, Address Fields, and Internet Fields. The Outlook labels are on the left, and these correspond to the Core labels on the right. Once you have the field mapping set up select the “Contact Import” button. You’ll receive an alert of the number of contacts that will be imported. Now I’ve successfully pulled in 23 contacts from Outlook. If we scroll through the records we can see all the new contacts were brought in, and their fields have been populated accordingly. We now have all of the contacts from Outlook in the Core and can begin working.

3:41 Next let’s review rules when pushing contacts from the Core4 to Outlook.

  • You have the ability to push a single contact or your found set of contacts from the Core4 to Outlook.
  • You may add new contacts and update existing contact records.
  • The picture field is not yet supported and will not be pushed to Outlook.
  • Core4 contacts are exported to the default Outlook contacts folder.
  • Contacts 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 contact that has a matching record in Outlook, then you must delete that Outlook contact record manually.

4:42 Let’s go ahead and make a change to Christopher’s record. I’ll change his email. Then navigate to Core, and we have 2 options: Push the Single Contact to Outlook, or Push the Found Set. In this case I’ll push the single contact record. Now the contact has been successfully exported to Outlook. Here in Outlook, I can see that Christopher’s email has been updated accordingly.

5:28 Next let’s export a found set of records to Outlook. I’ll perform a find for all “Active” records. We have 11 records in the found set. Then select Core > “Push Contacts to Outlook (Found Set).” The 11 records were successfully exported. Here are all of the contacts in Outlook which also include the Core4 contacts we just pushed over.

6:26 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.

6:45 Please contact us via email, phone, or browse our forum if you have any additional questions.

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