Contact Manager Issues: Outlook

Configuration tabs specific to Outlook

Field Mapping
This tab allows CompanionLink Professional and DoubleLook users to choose which fields from their contact manager they would like transferred to their handheld/Outlook. There is a dropdown menu in the upper righthand corner of this tab with five options (Phone Numbers, Additional Phone Numbers, Home Address, Other Address and Miscellaneous). Clicking on any of these will bring up a screen with more fields to map. In the main section of the tab, the fields listed on the left are Outlook/Pocket Outlook fields. These cannot be changed. The fields on the right in the dropdown menus are the fields from your database.

Outlook Address
Both GoldMine and the Palm handheld only have one area for addresses for each contact. Outlook allows you to have multiple addresses for a contact. It is not possible to synchronize multiple addresses to the Palm or GoldMine. However, on the Outlook Address tab in our software, you can choose which Outlook address you want to sync. This tab has three options that allow you to select the Business, Home or Mailing address. The recommended setting for this tab is Mailing Address. This will synchronize the default address from Outlook, regardless of whether this is a business or home address.

Outlook Folders
This tab allows you to select any folder which is accessible in your Outlook, including folders on an Exchange server. It has selections for each area of Outlook. To change the folder selected for a given area, click on the dropdown menu next to the area (such as Contacts) and select the correct folder. If you do not click on this tab, the default local folders in Outlook will be synchronized.

Note: If you click on this tab, you must wait for it to load the Outlook folders. If you are on an Exchange folder, this can take a long time. Do NOT click Cancel or close our software during this process. If you do, you will receive an error message each time thereafter that you try to configure or synchronize with our software. Please see our Errors page for help fixing this problem if you receive an error.

Phone Fields
This tab allows CompanionLink Express users to choose which fields from their contact manager they would like transferred to their handheld. The six Outlook/Pocket Outlook fields listed here are the only fields which you can map. These cannot be changed. The fields on the right in the dropdown menus are the fields from your database, which can be changed.

How To

How to categorize records
You can categorize a record in Outlook in two ways. You may do either of the following:

Open the contact, then enter a category in the Categories field.
Right-click the contact and choose Categories. In the window that appears, either check a category in the Available Categories list or enter your category in the Item(s) Belong To These Categories box and then click OK.

How to display country codes
By default, Outlook does not add country codes to local phone numbers. If the country codes are missing for your home country, then you can change this setting by doing the following:

Open Outlook.
Go to your Contacts area.
Click on the Actions menu and select Call Contact, then New Call.
In the window that opens, click on the Dialing Options button.
You will see a check box for 'Automatically add country code to local numbers'. Put a checkmark in this box.

The country code added will be for whichever country is in the "I am in" box. You can find this by clicking on Dialing Properties.

NOTE: If the 'automatically add country code to local numbers' check box is not available, Outlook doesn't recognize the phone number format for the specified country code and cannot automatically format numbers.

How to restore deleted items
When a record is deleted from Outlook, this record is automatically placed into the Deleted Items folder. This happens if the record is manually deleted or if the record is deleted due to a synchronization.

If you lose your Outlook data, please check the Deleted Items folder in Outlook. You may copy and paste these items back into your regular Outlook areas, or you may click and drag them back. If you choose to restore items deleted by a synchronization, please make sure to check your settings in our software to ensure that your data is not deleted again and to ensure that restoring the items will not cause duplicates.

How to see all records
Outlook has several different display modes for each area. Sometimes this can make it difficult to see what records you have in Outlook, particularly in the calendar. To see a list of all of your items:

Go to the View menu.
Choose Current View. If you do not have this option, select Arrange By, then Current View.
Choose By Category.
This will give you a list of the categories that your records are in.
Click the plus sign for a category to see a list of the all of the records in that category.

How to get Outlook (Windows CE/Pocket PC/Windows Mobile)
If you are using a Windows CE/Pocket PC/Windows Mobile handheld, you will find the full version of Microsoft Outlook on your ActiveSync CD under the folder \Extras\Outlook.

Issues

Problems with multiple categories
Our software allows you to to handle your data in different ways depending on how it is categorized. Outlook allows you to assign records to multiple categories. Our software can only see the first category selected for a record. This means that, if you have assigned multiple categories to a record in Outlook, your data will be handled according to the first category in the record's Categories field. We recommend that you only assign a single category to a record in Outlook, as this will give you the best results.