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Microsoft Outlook Sync – Overview

Elena Zakharova
  • Updated

    Overview

    Maximizer's Microsoft Outlook Sync offers a suite of functionalities designed to enhance efficiency for busy professionals utilizing Microsoft 365 accounts. It syncs contacts, tasks, appointments and emails between Maximizer CRM and Outlook, ensuring up-to-date data across both platforms while improving workflow. Key features include:

    1. Email Auto-Saving: Automatically captures all incoming and outgoing email interactions for selected Maximizer Address Book entries and Leads. This ensures all communications are saved within the CRM, aiding in relationship building and deal closing.
    2. Contact Sync: Maintains your Outlook contacts under the "Maximizer" category consistent with your preferred favorite list in the Maximizer’s Address Book, streamlining the management of client data to streamline client data management and prevent errors.
    3. Calendar Sync: Automatically syncs your Outlook appointments to Maximizer, linking each meeting with the relevant Contacts and Leads. This ensures accurate activity tracking, providing better customer insights and maintaining up-to-date CRM records.
    4. Task Sync: Keeps tasks and To Do lists in sync between Maximizer and Outlook, helping professionals manage their responsibilities efficiently without the hassle of double data entry.

    The Microsoft Outlook Sync integration streamlines key sales and marketing workflows, boosting productivity and allowing professionals to focus on delivering exceptional customer service by efficiently managing and leveraging Outlook 365 and Maximizer data.

    System Requirements

    To successfully utilize the features of Maximizer's Outlook Sync integration, ensure the following requirements are met:

    • General
      • Cloud-Only Compatibility: This integration is supported exclusively for Maximizer Cloud versions. On-premise installations are not supported at this time.
      • Maximizer Version: Requires Maximizer version M6 2024 or higher. For Calendar Sync features, version M9 2024 or newer is required.
      • Microsoft Outlook 365 Account: You must have an active Microsoft Outlook 365 account.
        The integration supports any Microsoft account type, including business, school, and other types.
    • Contact Sync
      • Permissions and Privileges:
        • You must have “Read,” “Insert,” and “Modify” permissions for the Address Book module.
        • The "Allow Sync Contacts with External Clients" privilege must be enabled in the Maximizer Administrator User Rights settings.
      • Contact Categorization:
        • In Outlook, contacts must be categorized as “Maximizer.”
        • In Maximizer, your Favorite List should exclusively contain Individual or Contact entries and must exclude duplicates or incomplete entries missing First Name, Last Name, or Email.
    • Email Auto-Saving
      • Feature Access and Management: Install the Maximizer CRM for Outlook app from the Microsoft Store or Microsoft Outlook integration in the Maximizer App Directory to be able to access and manage features like automatic email saving and manual saving of individual emails as they are sent in Outlook.
    • Calendar Sync
      • Appointment Details: Appointments in Outlook must include a subject and should not use recurrence patterns that are unsupported by Maximizer; otherwise, they will be ignored during synchronization.
      • Permissions and Privileges:
        • You must have “Read” permission for the Address Book and Leads modules.
    • Task Sync 
      • Task Titles: Tasks in both Maximizer and Outlook must have non-empty titles; otherwise, they won't be synced.
      • Initial Sync Setup: For the successful initial task sync, ensure the selected to-do list in Outlook is empty. Once the sync is complete, you can move tasks to this list or create new tasks, and they will sync back to Maximizer.

    By meeting these requirements, you ensure a seamless and efficient integration process, enabling you to streamline email management, synchronize contacts, and maintain up-to-date calendars and task lists between Maximizer and Microsoft Outlook.

     

    Information Note: If you are currently using the classic COM Outlook integration, installing the new Microsoft Outlook Sync will permanently disable all sync capabilities in your COM add-in, including Task, Contact, Email, and Appointment sync.

     

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    Please reach out to our dedicated support team at support@maximizer.com if you experience any issues or have feedback.

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