Synchronise Contacts with MS Outlook. Version 2015

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1 Synchronise Contacts with MS Outlook Version 2015

2 Contents Introduction... 3 Subject Objectives... 3 Synchronise Contacts with Outlook... 3 Synchronising Contacts with Outlook... 4 Synchronisation Options... 4 All Contacts in your live Projects... 5 All Contacts in your live Enquiries... 6 All Contacts you are associated with... 7 All contacts you have looked at, or been linked to the same document as, in the last 60 days... 8 Favourites... 9 The Outlook Sync Dashpart What does the Synchronisation Process do? Table of Figures Union Square Software Ltd Page 2 of 14

3 Introduction This feature is used to update your Outlook address book with Contacts you are associated with in The Union Square system. These contacts can then be made accessible via your phone. Subject Objectives Synchronise Contacts with Outlook Synchronise Live Projects Synchronise Live Enquiries Synchronise Contacts you are Associated with Synchronise Contacts you have opened and been linked in the same document as in the last 60 days Synchronise Favourites 2012 Union Square Software Ltd Page 3 of 14

4 Synchronising Contacts with Outlook The Outlook Synchronisation tool can be found on the Activity Zone under the Contacts heading. When clicking on the Synchronise Contacts with Outlook link, the following screen will be displayed: The Synchronise Contacts with Outlook Window Synchronisation Options The synchronisation options allow you to choose which Contacts you wish to synchronise with Outlook Union Square Software Ltd Page 4 of 14

5 All Contacts in your live Projects The All contacts in your live Projects option will be selected by default when you first open the window. All Contacts in your live Projects will add all the Contacts (internal and external) linked to your live Projects into Outlook. The My Projects Dashpart can be added to your Personal Zone and will display all of your live Projects: The My Projects Dashpart 2012 Union Square Software Ltd Page 5 of 14

6 All Contacts in your live Enquiries The All contacts in your live Enquiries option will be selected by default when you first open the window. All Contacts in your live Enquiries will add all the Contacts (internal and external) linked to your live Enquiries into Outlook. The My Enquiries Dashpart can be added to your Personal Zone and will display all of your live Enquiries: The My Enquiries Dashpart 2012 Union Square Software Ltd Page 6 of 14

7 All Contacts you are associated with The All contacts you are associated with option will be selected by default when you first open the window. All contacts you are associated with uses the Associated Internal Contacts band on the Contact record. If your name is listed in this band the Contact will be added into your Outlook address book. The Contact Record highlighting the Associated Internal Contacts Band 2012 Union Square Software Ltd Page 7 of 14

8 All contacts you have looked at, or been linked to the same document as, in the last 60 days This option will be selected by default when you first open the window. This option will add all the Contacts (internal and external) whose Contact records you have opened in the last 60 days. It will also add all Contacts that have been linked to the same document as you in the last 60 days. The Properties of an displaying the Contacts to be synchronised 2012 Union Square Software Ltd Page 8 of 14

9 Favourites Outlook Synchronisation The Favourites window will not be selected by default when you first open the window: Outlook Synchronisation window highlighting the Favourites option The Favourites option will list all of the records in your My Favourites dashpart. Tick the check boxes to specify which record s Contact List will be added to Outlook Union Square Software Ltd Page 9 of 14

10 The Outlook Sync Dashpart The Outlook Sync Dashpart allows quick access to the synchronisation tool. The Outlook Sync Dashpart It will also deliver a pop up reminder upon login if you haven t synchronised for 7 days: The Outlook Sync Reminder Note The Outlook Sync Dashpart must be on the first page of your Personal Zone in order to remind you. The <Sync with Outlook> button will run the Synchronisation process and will then tell you how many Contacts were updated. The <Settings> button will open the Synchronisation options page and allow you to adjust the settings before running the process Union Square Software Ltd Page 10 of 14

11 What does the Synchronisation Process do? The synchronisation process will check Outlook for the Contacts to be synchronised. If the Contact record exists in The Union Square system but not Outlook, the Contact will be added to Outlook. If the Contact record exists in Outlook but not The Union Square system, a record cannot be created in The Union Square system. If the Contact record exists in The Union Square system and Outlook, data can be passed between the two. I.e. if a mobile number is missing in the Union Square system Contact record but has been added to the Outlook Contact, the synchronisation process will add the number to the Union Square system Contact record. If the Contact record exists in The Union Square system and Outlook but the two records contain conflicting data, the last record that was updated will take precedence Union Square Software Ltd Page 11 of 14

12 Table of Figures The Synchronise Contacts with Outlook Window... 4 The My Projects Dashpart... 5 The My Enquiries Dashpart... 6 The Contact Record highlighting the Associated Internal Contacts Band... 7 The Properties of an displaying the Contacts to be synchronised... 8 Outlook Synchronisation window highlighting the Favourites option... 9 The Outlook Sync Dashpart The Outlook Sync Reminder Union Square Software Ltd Page 12 of 14

13 Copyright Union Square Software Limited Microsoft and Windows are registered trademarks of Microsoft Corporation. Unauthorised copy, distribution or disclosure of this manual is strictly prohibited. This document contains confidential information belonging to Union Square Software Limited. Disclaimer The information in this document is subject to change without notice. Union Square Software Limited shall not be liable for technical or editorial errors or omissions contained herein; nor for incidental or consequential damages resulting from the performance or use of this material. Document Control Significant Dates Last Update Release Date Review Date 21-Oct Oct Jan 13 Control Actions Release Authorisation Associated Documents Blue Team Review Name Authorised By Name Links / Document IDs / Titles Red Team Review Name Approved By Name Number of Pages 14 Portfolio Owner / Author catherine.hamlin 2012 Union Square Software Ltd Page 13 of 14

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