Running a Manual Sync Between Outlook and Salesforce
LinkPoint Connect offers users the flexibility to control when and how items are synchronized between Microsoft Outlook and Salesforce. In this section, you will learn how to use Manual Sync to synchronize between Outlook and Salesforce.
Click the images throughout the Knowledge Base to see full size versions of screen captures.
Running a Manual Sync Between Outlook and Salesforce
Example: In this example, we will demonstrate how to run to a manual sync for Calendar Items. The steps are similar to run a manual sync for Contacts and Tasks.
Click the LinkPoint Assist icon in the system tray with the right mouse button and then select Open Synchronization in Manual Mode.
Select the Calendar checkbox. Deselect any other items you do not want to sync at this time.
Tip: LinkPoint Connect will only sync one-to-one between an Outlook Calendar and Salesforce. This means that while you may have access to more than one Outlook Calendar (i.e. your Calendar, a team or group Calendar), you can only choose one Calendar to sync with Salesforce. Note that if you choose to sync with a shared Outlook Calendar, all items not marked as private will sync to your specific Salesforce Calendar
Click the Start Sync button to proceed.
Tip: You will have a chance to review and confirm the items to be synchronized before the tool actually runs the synchronization process.
Additional Resources: Several default Calendar Sync Rules are applied as part of the sync process. These settings can be configured using LinkPoint Assist.
Click Yes in the Start Sync dialogue box.
Tip: You may need to allow LinkPoint Connect to access Microsoft Outlook depending on your system settings. This message often appears when users do not have antivirus activated or updated.
Review the Synchronization Summary window to see a list of all new or updated Calendar items that match the established sync criteria. Items that exist in Salesforce appear on the left. Items that exist in Microsoft Outlook appear on the right.
Tip: Note that the Calendar item will sync over to your Salesforce Calendar during the sync but will not sync the meeting invite to each invitees/attendee record in Salesforce due to Salesforce restrictions. If you would like to view the list of invitees for Calendar items, the LinkPoint360 Professional Services Team can configure LinkPoint Connect to include the invitee list within the meeting description when it is synced to Salesforce. When the item syncs back to Outlook, the invitee list is removed from the meeting description.
Tip: Attachments included with Calendar items do not sync to Salesforce as part of the sync process. You will be able to see the file names of the attachments that were included, but these attachments remain in Microsoft Outlook.
Review the icons in the Action column to determine how LinkPoint Connect will sync the displayed items. These actions relate to new, updated, or deleted items either in Salesforce or Microsoft Outlook.
Right click an Action icon to launch a list of additional options for the item. Users can choose to Ignore differences until the next time one changes or Ignore difference forever.
Tip: This is useful for excluding specific items from the sync for a single time or to exclude an item from the sync moving forward. Some users may have appointments that, while not marked as Private, do not need to be or should not be added to Salesforce or Microsoft Outlook.
Tip: You can select multiple Calendar items to apply changes by clicking the items with your mouse while holding the Shift key on your keyboard. Once the items are selected, right click to review the Action options.
Click the Ok button to confirm the items to sync and to run the actual sync process.
Download: Access the complete LinkPoint Connect: Outlook + Salesforce User Guide in .pdf format. Get the User Guide
Download: Access the complete LinkPoint Connect: Outlook + Salesforce User Guide in .pdf format. Get the User Guide