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Fast Tip Friday: Syncing Sage ACT! Contacts with Microsoft Outlook #SageACT

by bwhalen_sage ‎12-10-2010 10:40 AM - edited ‎12-10-2010 01:52 PM (3,616 Views)

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If you use Microsoft Outlook for e-mail and calendar management, you have probably added contacts to Outlook as well. If you receive an e-mail from somebody or routinely send e-mail to the same individuals, you may have created contacts in Outlook so that you can quickly address messages to those recipients. If you also use Sage ACT!, you probably have contacts that are not in Microsoft Outlook or even some duplicates. If you do not want to maintain contacts in both applications, then take advantage of contact sync to get your Sage ACT! and Microsoft Outlook contacts in sync!

 

After contact sync is established, you can add/update contacts in either application and they will always have current contact information. If you do not want Outlook contacts to sync to Sage ACT!, you can even disable that aspect of contact sync.

 

To Synchronize Contact  Data Between Sage ACT! and Microsoft Outlook:

 

1.  Open Sage ACT!

 

2.  From the Tools menu, click Preferences.

        - Click the E-mail and Outlook Sync tab.

        - Click Outlook Synchronization Preferences.


 

3.  In the Database grid, under “Select an ACT! database to synchronize with Outlook” the name of your database is listed. To select a different Sage ACT! database to use as your Outlook address book, click Change.

        - In the Change Sage ACT! Database field, type the full path and Sage ACT! database name. Or, click Browse to locate and select the database.

        - In the User name field, type your user name for the selected database.

        - In the Password field, type the password for the user name.

        - Click OK.

 

 

 

4.  On the Synchronize Contacts tab, select the Enable Contact Synchronization with Outlook check box.

 

 

5.  Select the check boxes of the Sage ACT! sync sets that contain the contacts you want to synchronize. Sync sets are predefined or user-defined lookups that determine which contacts should be selected from Sage ACT! and subsequently synchronized with Microsoft Outlook. Several predefined sync sets already exist such as the “Recently added contacts” sync set which locates any contacts added to Sage ACT! within the last week and synchronizes them to Microsoft Outlook.

        - After selecting one or more sync sets, the number of contacts that will be synchronized between Sage ACT! and Outlook is displayed.

        - If you have Administrator or Manager permission, you may click the Define Sync Sets button and manage Contact Sync Sets. We’ll cover this in a tip next week!

 

6.  Next, select what to do if the same contact has been updated in both Sage ACT! and Outlook:

        - Select Keep the ACT! contact if you want to save the changes made in Sage ACT! when there is a conflict.

        - Select Keep the Outlook contact if you want to save the changes made in Outlook when there is a conflict.

 

 

7.  To add Outlook contacts to Sage ACT! select the Add Outlook Contacts to Sage ACT! and synchronize changes option. Leaving this option cleared and having the other options selected will effectively sync Sage ACT! contacts to Outlook, but not Outlook contacts back to Sage ACT!.

 

 

8. Click OK. The following prompt appears:

 

 

9.  To synchronize contacts between Sage ACT! Premium and Outlook immediately, click Yes.

To Manually Synchronize Your Contacts

 

1.  Do one of the following:

        - From the Contacts menu, click Synchronize Contacts with Outlook.

        - From the Tools menu, point to Synchronize with Outlook. Click Synchronize Contacts with Outlook.

 

 

        -Right-click the ACT! Sync Service for synchronizing ACT! data with Outlook icon in your system tray and click Synchronize Contacts with Outlook.

Comments
by heacock12
on ‎11-14-2011 04:07 PM

I get an error message when I try to sync with outook.

"There is an error while getting contacts for SYNC Set"

Can anyone help?

by bwhalen_sage
on ‎11-15-2011 01:35 PM

You may want to post this to the appropriate product forum (http://community.act.com/t5/Product-Forums/ct-p/Forums). Another great resource is the Sage Knowledgebase: http://kb.sagesoftwareonline.com/.

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