Synchronizing the ProjectSolve 2 Version 7 Plug-in with Microsoft Outlook

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Cody Todd
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1 Synchronizing the ProjectSolve 2 Version 7 Plug-in with Microsoft Outlook March 9, 2005, Version 1.0 Introduction The ProjectSolve 2 Plug-in extends the functionality provided to users of a ProjectSolve 2 project site. The plug-in allows project site members who use Microsoft Outlook on their local PC to synchronize Outlook s personal calendar and task manager with their ProjectSolve 2 calendar events and task assignments. Pre-Conditions: In order for a user to be able to synchronize their calendars and / or task assignments, the following conditions must be met: The user must have an active Version 7 ProjectSolve 2 account. Note: Questions on what version of ProjectSolve you are using should be directed to support@projectsolve.com. The user must be listed as a participant for at least one Calendar Event or as an owner for one or more tasks assigned within a task database on a ProjectSolve site they belong to. Note: Only those calendar events where the user is listed as a participant and task assignments where they are listed as the owner will appear within Outlook. The user must have Microsoft Outlook running on their personal computer. Note: The ProjectSolve plug-in is only designed to work with the Microsoft Outlook mail client. If all of these conditions are met, the user can proceed with the configuration process. Configuration Steps Selecting the ProjectSolve Item(s) to Synch From: In order for the user to synchronize their ProjectSolve 2 Calendar Events or Task Databases with Outlook, they should: 1. Single-click on the eroom Version 7 icon in the Windows system tray: 2005 Parsons Brinckerhoff, Inc. and Documentum, Inc. All rights reserved. ProjectSolve and ProjectSolve 2 are registered trademarks of Parsons Brinckerhoff, Inc.

2. Login to ProjectSolve 2 by selecting My erooms (my

2 2. Login to ProjectSolve 2 by selecting My erooms (my ProjectSolve) from the menu listing: 3. This will present the user with a login screen: 4. Enter the user s address and password, then click proceed. 5. Click on the eroom Version 7 icon again and select Settings from the menu that appears: ProjectSolve 2 Plug-in Guidelines (May 14, 2003) Page 2 of 5

6. Select My ProjectSolve from the list shown and then click on the Add button. Note: If the user is not currently logged in to ProjectSolve, the system will ask them to.

3 6. Select My ProjectSolve from the list shown and then click on the Add button. Note: If the user is not currently logged in to ProjectSolve, the system will ask them to. Once they have logged in, the user will need to close the login screen provided by the system and repeat step #3. 7. In the eroom Outlook Synchronizer screen that appears, the user should select the site they want to access and click on the + to the left of its name. ProjectSolve 2 Plug-in Guidelines (May 14, 2003) Page 3 of 5

8. The user should now be able to select the calendar(s) and/or task database(s) which they would like to synchronize with: Note: More then one calendar or task database may be selected to

4 8. The user should now be able to select the calendar(s) and/or task database(s) which they would like to synchronize with: Note: More then one calendar or task database may be selected to synchronize with, but only those calendar events where the user is listed as a participant, and task assignments where they are listed as the owner, will actually appear within Outlook. 9. Click on the OK button to return to the eroom Client Settings screen. 10. If synchronizing one or more task databases, select the Outlook task folder where the data should be added from the Outlook folder to synchronize databases and projects into drop down list: ProjectSolve 2 Plug-in Guidelines (May 14, 2003) Page 4 of 5

11. If synchronizing one or more ProjectSolve calendars, select the Outlook calendar where the calendar events should be added to from the Outlook folder to synchronize calendars into drop down list:

5 11. If synchronizing one or more ProjectSolve calendars, select the Outlook calendar where the calendar events should be added to from the Outlook folder to synchronize calendars into drop down list: 12. Click OK to finalize the setting changes. Adding the Data to Outlook The Synchronization Process: The synchronization process will automatically initiate the next time the user logs into ProjectSolve. The system will then update Outlook at the preset intervals as defined within the advanced settings of the plug-in while the user is logged in. Note: By default, the system will perform the synchronization process once every hour. The user can modify this timeframe as desired. Forcing the First Synchronization: The user has the ability to force the first synchronization to ensure that the ProjectSolve data is loaded into Outlook. To force the synchronization process: 1. Single-click on the V7 plug-in icon. 2. Select Check Now from the menu: This will automatically synchronize the data from the identified PS2 calendar(s) and task database(s) to Outlook. Checking Outlook: Once the synchronization process has completed, the user should open Microsoft Outlook and ensure that the ProjectSolve data successfully appears. ProjectSolve 2 Plug-in Guidelines (May 14, 2003) Page 5 of 5

AFN Setup. If you have any trouble setting it up please contact the Help Desk by at Outlook 2007 and 2010

AFN Setup. If you have any trouble setting it up please contact the Help Desk by at Outlook 2007 and 2010 AFN Email Setup Each version of Outlook is set up in the same general way. Some of the screens may have a few variations to them but they all should have the same options. Outlook 2007 and 2010 are very