Overview
Microsoft Outlook Synchronization mirrors select Appointments; Tasks; and Contact List entries between Maximizer and Microsoft Outlook to ensure the entries exist in both programs and that they both contain the same information. Outlook Synchronization is included in Outlook Integration for Maximizer. Outlook Synchronization settings are configured on a per-user basis; and each Maximizer user has one set of configuration settings. Outlook Synchronization preferences enable you to specify the following settings:
- The frequency of synchronization. This setting determines how often entries are synchronized including the option only to synchronize manually.
- Conflict resolution options. When an entry has changed in both Maximizer and Outlook since the last synchronization; you can choose to have the Maximizer entry override the Outlook entry; or vice-versa.
- The type of entries to synchronize. You can choose to synchronize appointments; tasks; and Contact List entries.
- The date range within which appointments and tasks are synchronized. All appointments and tasks scheduled within the specified date range are synchronized. These settings apply to appointments and tasks in both Maximizer and Outlook.
- Phone number mapping options. You can specify a mapping between each phone number field in your Outlook contacts and a corresponding field in your Maximizer Contact List entries.
The “Sync Issues” folder in Outlook contains log files and items that Outlook has been unable to synchronize with Microsoft Exchange. This folder does not apply to Outlook Synchronization with Maximizer. |
Synchronizing appointments and tasks
When Outlook Synchronization is configured; it can synchronize select appointments and tasks between the Maximizer Contact List and Microsoft Outlook. Appointments and Tasks scheduled within the specified date ranges are synchronized. As well; the following activities are synchronized:
- If an instance of a recurring appointment occurs within the specified date range; all instances of the recurring appointment are synchronized.
- If a task is scheduled prior to the specified date range; but the “Carry forward unfinished tasks” option is selected; the task is synchronized.
You can specify whether or not to include private appointments and tasks in the synchronization. The Products/Services; Categories; attendees; resources; and any notes you add to appointments in Maximizer are synchronized to Outlook. These items appear as part of the Appointment dialog box in Outlook.
In Maximizer; you can specify custom values for the priority field in Hotlist tasks. However; in Outlook; all tasks are set with Low; Normal; or High priority. When a custom priority is specified in Maximizer; the task is created with Normal priority in Outlook. When the task is synchronized again; the priority is set as "Med" in Maximizer and the custom value is lost.
Recurring appointments
Recurring appointments in Microsoft Outlook synchronize to Maximizer as recurring appointments unless they have no end date. If the recurring appointment has no end date; only the first occurrence synchronizes with Maximizer; not the recurrences. To synchronize recurring appointments with Maximizer; always provide an end date. Note that while it is possible to modify the Private property of a single instance of a private appointment in Maximizer; this property can be changed only for the entire series of recurring appointments in Outlook. Therefore; if you change the Private property of a single instance of a recurring appointment in Maximizer; this change will not be synchronized to Outlook.
In addition; Maximizer currently only supports recurring appointments where there is only 1 appointment per week; and doesn't support a recurrence pattern that includes more than 1 appointment per week. If there is more than 1 appointment per week in a series in your Outlook you will find this will fail to synchronize.
Recurring tasks
If you synchronize a recurring task from Outlook; and then mark the task as complete in Maximizer. Maximizer cannot create the next instance of the recurring task. You should mark the task as complete in Outlook; which will create the next instance of the task; and then re-synchronize with Maximizer.
If you synchronize a recurring task from Outlook; and then delete the task in Maximizer; all instances of the recurring tasks are deleted. If you want to delete a single instance of a recurring task; you should delete the task in Outlook and then re-synchronize with Maximizer.
Please reach out to our dedicated support team at support@maximizer.com if you experience any issues or have feedback.