ArchiOffice-MS Outlook Integration

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2 ArchiOffice-MS Outlook Integration The following information walks ArchiOffice 2013 (or EngineerOffice 2013) users through the steps of integrating their data with the Microsoft Outlook application. Step 1: 1. Download ArchiOffice-Outlook Integration Tool and save it to your desktop. 2. Right-click the setup.exe file and select Run as Administrator. Step 2: 1. Release all security permissions on the C:\Program Files (x86)\archioffice 2013 Outlook Integration. Right-click the ArchiOffice 2013 Outlook Integration folder and select Properties. 2. Click on the Security tab. ArchiOffice-MS Outlook Integration 2013 v.2 Page 1

3 3. Click Edit and then add the following users/groups: Everyone IIS_IUSRS (if it exists) IUSR (if it exists) LOCAL SERVICE NETWORK SERVICE Users (if it exists) Domain Users (if applicable) 4. Select the Allow check box for Full Control and other permissions. 5. Click Apply and then OK. Step 3: 1. Set up the Outlook account in ArchiOffice-Preferences-Users-Sync screen. ArchiOffice-MS Outlook Integration 2013 v.2 Page 2

4 2. Check the Upload attachments on server option. 3. Make sure that whatever the name of your Mailbox is in Outlook, the exact same must be entered in ArchiOffice (it is case-sensitive as well). Some variations are as follows: Mailbox Howard Roark Personal Folders If you try to sync twice in one day, clear the date in Preferences>Users>Sync by clicking x against the sync item. If the date is not cleared, when you initiate a second sync, the application finds the same date for Last Synced and assumes that it has done the sync. So, nothing will sync this time. 4. To sync contacts from ArchiOffice/EngineerOffice to Outlook, make sure in Contacts records the Outlook, Directory and Sync options are checked. ArchiOffice-MS Outlook Integration 2013 v.2 Page 3

5 If you have multiple addresses, only the tab that has the Sync box checked gets data synced to Outlook. In the screenshot above, it is only the information on the Work tab that will be synced to Outlook. 5. If you are syncing employees specifically, their Contact Type should be set to Employee. Step 4: 1. To use the Outlook sync feature, click the user name on the top-right of ArchiOffice desktop and then click Sync on the dropdown list. 2. To sync contacts, check the Contacts option and then click Sync. It is recommended to designate one person to sync the Outlook items to avoid any duplicates. ArchiOffice-MS Outlook Integration 2013 v.2 Page 4

6 3. If you get a Java block, just click Run this time or Later, depending on the kind of message you get. Only Java 7 update 17 below or Java 6 update 41 below works. DO NOT update to any Java version higher than stated. ArchiOffice-MS Outlook Integration 2013 v.2 Page 5

7 4. Once the sync starts, you will see this screen that will show you the progress. ArchiOffice-MS Outlook Integration 2013 v.2 Page 6

8 5. As you will notice in your Outlook program, the sync tool creates its own contact group called ArchiOffice Contacts so that it won t interfere with your regular Outlook Contacts group. The ArchiOffice Contacts group name is a system defined name and must NOT be renamed. 6. To create Project s folder in Outlook, click the icon on the Projects>General>Info screen for the Main contact with a valid address to open the Sync Options screen. Check the s option and then click Sync. This will initiate the Project s folder creation under ArchiOffice>Project s>[project Number:Name] with a blank . Delete the and don t save changes. ArchiOffice-MS Outlook Integration 2013 v.2 Page 7

9 The ArchiOffice Project s group name is a system defined name and must NOT be renamed. 7. To create Company s folder, click the icon on the Contacts screen for a contact with a valid address to open the Sync Options screen. Check the s option and then click Sync. This will initiate the Company s folder creation under ArchiOffice>Company s>[company Name] with a blank . Delete the and don t save changes. The ArchiOffice Company s group name is a system defined name and must NOT be renamed. 8. To create Calendar items in ArchiOffice/EngineerOffice, make sure the entries are complete. ArchiOffice-MS Outlook Integration 2013 v.2 Page 8

10 9. Then sync the calendar details by clicking the user name on the top-right of ArchiOffice desktop. Click Sync on the dropdown list to open the Sync Options screen. Check the Events option and then click Sync. Once done, verify the item in Outlook. For s and Calendar, the sync tool will create its own group as well. Just like in Contacts, the ArchiOffice folder structure is system defined and must NOT be renamed or moved; otherwise the link between the two will be broken. ArchiOffice-MS Outlook Integration 2013 v.2 Page 9

11 It is recommended to check the plugins for the browsers to make sure that the correct Java plugin is enabled. Chrome: Firefox: Click Ctrl+Shift+A to show plugins window. ArchiOffice-MS Outlook Integration 2013 v.2 Page 10

12 Make sure the plugin panel is blue and enabled. Internet Explorer: Tools menu>manage add-ons. If you need further troubleshooting tips, you can go to the BQE Knowledge Base. Or please contact us at (800) (ext#0) or ArchiOffice-MS Outlook Integration 2013 v.2 Page 11